SR-417-004-01 (9)
EPWM:CP:AA:TR:JS F:\DATA\SPFILES\SP1932\cc1932.doc
City Council Meeting: March 25, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Construction Related Contracts for the Seismic Retrofit of Parking
Structure 7 with G.B. Cooke, Inc. and Black & Veatch Corporation
Introduction
This report recommends that the City Council award a construction contract for seismic
retrofit of Parking Structure 7, at the southwest corner of Broadway and Fourth Street,
to the best bidder, G.B. Cooke, Inc., in an amount not to exceed $3,635,057 and a
modification to contract 7861 (CCS) with Black & Veatch Corporation for engineer-of-
record services in an amount not to exceed $142,600. It also recommends that the City
Council authorize the City Manager to negotiate and execute a contract with Black &
Veatch Corporation for construction management services for Parking Structure 7, in an
amount not to exceed $557,750. This project will be financed by Federal Emergency
Management Agency (FEMA) and Redevelopment funds.
Background
Parking Structure 7 is adjacent to Santa Monica Place and is one of the newest and
largest of the public parking structures. It was constructed in 1979 in accordance with
the requirements of the 1976 Uniform Building Code. It is owned by the Redevelopment
Agency and leased to the City. Parking Structure 7 has 958 parking spaces. During the
past two years, the City has developed a comprehensive parking development strategy.
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The seismic retrofit of this parking structure is consistent with the recommendations of
the study.
FEMA has committed to fund a portion of the costs of seismic upgrades of some
parking structures over the next two to three years, but the exact term of the
commitment is dependent on the results of design investigations now underway.
However, recent cost estimates for seismic retrofit of parking structures have shown
that actual costs will substantially exceed the funding available from FEMA.
Discussion
Construction
The seismic retrofit of Parking Structure 7 includes drilling and installing new foundation
pilings next to the east, south, and west walls of the structure. Work will also include
constructing new shear walls on the south side, as well as strengthening the facility at
each floor level, and constructing drag elements to transmit lateral forces to existing and
new shear walls. The project also includes selected upgrade work to improve
compliance with the Americans with Disabilities Act (ADA).
A Notice Inviting Bids for seismic retrofit of Parking Structure 7 was published in The
Los Angeles Times on January 10 and 11, 2003. The bid documents were sent to six
construction journals and five women/minority business associations. Twenty-one
contractors and potential subcontractors requested the bid documents. The City Clerk?s
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office received six sealed bids, which were publicly opened and read aloud on January
28, 2003 by the Deputy City Clerk. The base bid results were as follows:
Contractor Amount
PERT Construction $1,721,631
EMMA Corporation $2,680,000
G.B. Cooke, Inc. $2,766.197
Sea Pac Engineering $3,100,000
Alfa 26 Construction $3,115,896
SKS Construction $5,637,146
The Engineer?s estimate for the project was $3,015,000 to $3,316,000.
Subsequent to bid opening, PERT Construction advised the City that it had made a
mistake in preparation of its bid and requested that it be permitted to withdraw its bid
from consideration. After review by City staff, it was found to be a legitimate error,
resulting in staff granting the bid withdrawal.
During review of submitted bids, it was found that there was an arithmetic error of
$200,000 in the bid submitted by EMMA Corporation, changing the base bid to
$2,880,000.
The best bidder, G.B. Cooke, Inc. supplied the City with names of recent similar
projects. These projects included work on Santa Monica Community College Parking
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Structure ?C?, and various seismic retrofit projects for UCLA, Los Angeles County
Department of Public Works, and the City of Los Angeles. All contacts reported that the
firm?s work was excellent. The State Contractor?s License Board verified that its license
and the subcontractors licenses are current and in good standing.
Community Impacts
Throughout the project planning and design phases, City staff has worked closely with
the Macerich Company, owners of Santa Monica Place, to ensure that the seismic
retrofit work will be minimally disruptive to their tenants. The project plans and
specifications include the following mitigation measures:
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No physical work on Parking Structure 7 may commence prior to completion of
all physical work on Parking Structure 8.
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No more than 100 parking spaces may be closed at any time.
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No more than one stairway may be closed at any time.
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Rigid time periods and work hours have been specified in the construction
documents.
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Construction in the truck access ramp from Broadway and the truck access ramp
from Fourth Street will not be performed at the same time.
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The single public entrance and the two public exits to Broadway, and the public
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entrance from 4 Street will remain open at all times during construction.
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Ample signage will be provided within the parking structure and on adjacent
streets to facilitate the smooth flow of pedestrian and vehicular traffic into and
around the structure.
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A public outreach consultant will be available 24 hours per day, seven days per
week to receive inquiries and complaints, as well as to communicate with Santa
Monica Place, its tenants, other downtown merchants, pedestrians, and motorists
about project activities and schedules.
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A noise and vibration consultant will be available during project work hours to
assist in mitigating noise problems, which may arise, particularly when it
becomes necessary to do any work at night.
Additionally, retrofit work completion is expected prior to Thanksgiving 2003 in
consideration of the holiday shopping season. If conditions arise which may delay the
on-time completion of the project, the construction contractor will be required to
demobilize and clean up the work site by November 1, 2003, and not resume work until
January 12, 2004.
ADA Compliance
Parking Structure 7 is already largely ADA compliant. The following additional work will
be carried out as a part of this project:
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Relocating handicapped parking stalls to make them more accessible.
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Upgrading existing elevators, including work on call buttons, inside handrails,
operating panels, lighting, car controls, and ADA jam plates.
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ADA upgrade of existing public telephones within the parking structure.
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Installation of interior signage at or near elevators.
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Installation of exterior signage at entrances directing over-height vans (vans that
have been modified to accommodate wheel chair lifts) to the nearest parking
structure able to accommodate them. The City?s Accessibility Appeals Board
suggested the signage as a way to direct the public to parking structures that
could accommodate over-height vans.
The primary area where the structures will remain non-compliant is the vertical
clearance for some vehicular access. A panel of four structural engineers reviewed the
ADA vertical clearance requirements and unanimously concluded that they cannot be
reasonably met in Parking Structure 7. In addition, the Accessibility Appeals Board on
November 20, 2002, ratified a determination that legal/physical constraints create an
unreasonable hardship for compliance with or equivalent facilitation for the minimum
vertical clearance of 8 feet 2 inches.
Engineer-of-Record Services and Construction Management
Black & Veatch Corporation designed seismic retrofit work for Parking Structure 7 under
agreement number 7861 (CCS). Its continued service as engineer-of-record during
construction will be required for the review of requests for design information, design
services for unforeseen field conditions, shop drawings and submittal reviews, and the
preparation of as-built drawings.
In October 2001, the City requested statements of qualifications for construction
management services for various construction projects in the City. Five firms submitted
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qualifications. Of these, Black & Veatch was evaluated as extremely qualified. They
have provided high-quality construction management services to the City on the Beach
Improvement Group project, the Downtown Transit Mall project, the Moss Avenue
Sewage Pumping Station project, the Pacific Coast Highway Sewer project, the Ocean
Avenue/Neilson Way Relief Sewer project, and most recently, seismic retrofit of Parking
Structure 8.
Considering their extensive history in construction management with the City,
experience in design of seismic retrofit improvements for Parking Structures 7 and 8,
and construction management services for seismic retrofit of Parking Structure 8, staff
recommends that a modification of Agreement 7861 (CCS) be negotiated with Black &
Veatch for all construction phase engineer-of-record services, and that a new
agreement be executed with Black & Veatch for construction management services. On
February 26, 2003, Black & Veatch submitted a cost proposal for these services in the
amount of $142,000 for engineer-of-record services and $557,750 for construction
management services.
Budget/Financial Impact
Funds Required
Construction Contract $3,635,057
Engineer-of-Record Services $ 142,600
Construction Management Services $ 557,750
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Total Funds Required $4,335,407
Funds Available
FEMA
E13111000.555010 $ 600,000
REDEVELOPMENT
C17062102.589000 $ 3,735,407
TOTAL $4,335,407
Redevelopment Considerations
The Redevelopment Agency, as the owner of Parking Structure 7, is authorized by
Health and Safety Code Section 33400 to maintain, manage, and repair the structure.
A Cooperation Agreement executed between the City and the Redevelopment Agency
on April 16, 2002 delegates to the City the Agency?s authority to carry out the seismic
retrofit of Parking Structure 7 and provides for the Agency?s funding of those costs that
will not be paid for with FEMA funds. A total of $4,335,407 is available from Earthquake
Recovery Redevelopment Account C17062102.589000.
The City Council and Redevelopment Agency have previously made the appropriate
findings as required by Health and Safety Code Section 33445 to use redevelopment
funds for the seismic retrofit of Parking Structure 7. Resolutions adopted by the City
Council and Redevelopment Agency on March 5, 2002 determined that the use of these
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funds is of benefit to the Earthquake Recovery Redevelopment Project Area, no other
reasonable means of financing the improvements are available, the project will assist in
earthquake recovery efforts and eliminate one or more blighted conditions in the
Earthquake Recovery Redevelopment Project Area, and the project is consistent with
the Agency?s Five-Year Implementation Plan.
Recommendations
Staff recommends that the City Council:
1. Award a contract for seismic retrofit of Parking Structure 7 to the best bidder,
G.B. Cooke, Inc. in an amount not to exceed $3,635,057;
2. Authorize the City Manager to negotiate and execute a Modification to
Agreement 7861 (CCS) with Black & Veatch Corporation for engineer-of-record
services in an amount not to exceed $142,600;
3. Authorize the City Manager to negotiate and execute a new agreement with
Black & Veatch Corporation for construction management services in an amount
not to exceed $557,750; and
4. Authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Prepared by: Craig Perkins, Director, Environmental and Public Works Management
Anthony Antich, P.E., City Engineer
F.J. Schroeder, P.E., Disaster Recovery Program Manager
Reviewed by: Tina Rodriguez, Redevelopment Administrator
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