SR-850-005-01 (34)
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MAY 1 2 19~
GS:SES:JAS:bat 5/12/87
Council Meeting: May 12, 1987
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Santa Monica, California
TO:
Mayor and City Council
FROM:
City Staff
SUBJECT:
Recommendation to and Award a Contract for the Remodel
of the Main Library
Introduction
This report recommends that the City Council award a
contract to Cavecche Engineering and Construction Co., Inc. to
remodel the Main Library.
Background
At the April 22, 1986, meeting the City Council directed
staff to remove all asbestos from and remodel the Main Library to
improve the efficiency of the work space, provide additional
space wherever possible for public use, and to restore interior
finishes.
Contracts for asbestos abatement work, moving and
interim storage of the Library furnishings and stacks, and
construction management of these proj ects were awarded at the
July 29, 1986, meeting.
On August 12, 1986, a contract was
awarded to A. Quincy Jones and Associates, Architects, to design
the remodel of the Library.
Major components of the remodel project include:
Remodeled main entrance lobby
New Audio Visual area on the second floor
Relocation of Periodicals Department from the
second to first floor
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MAY 1 2 1987
Remodeled Technical Services Room
Complete refinishing of interior surfaces. This
includes fabric wall coverings in the back of the
Auditorium, Conference Room, staff room, south
wall of office on first floor, and aisles in
second floor surrounding the full height ceiling.
The existing wood paneling at main entry and all
cabinetry will be refinished. All other walls
will be painted.
New interior lighting system which includes
fluorescent lighting in all main reading areas,
and recessed fixtures in the Technical Services
Room, Circulation Work Room and staff offices.
New floor coverings which includes resilient floor
tile in the foyer of Auditorium in the basement,
and in the Technical Services area, and work and
storage areas on the Second floor. All other
areas will be carpeted.
All ceilings on the first and second floors and
the basement Conference Room will receive new
acoustical tiles.
Exposed trusses in the Main Reading Room will
receive plaster and paint.
All doors and frames will be repainted
Reinsulation of all supply ducts.
It should be noted that it was originally intended that the
remodeling would include reroofing of the library and the
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installation of a mezzanine to provide additional space.
However, these items were not included in the final plans and
specifications due to their costs as well as the development of
some al ternati ve space planning proposals which will result in
the desired increased space utilization efficiency.
The remodel work is scheduled to be completed in October,
1987. Main Library stacks and furniture will be moved back to
the Library in November and December. Simultaneously, the books
will be bar-coded to enable automation of the circulation system
upon library re-opening. It is anticipated that the Main Library
will be opened to the public by the end of December. A formal
opening will be scheduled for January.
The plans and specifications of the Library remodel were
completed by the consulting architect, A. Quincy Jones and
Associates, and reviewed by City staff. A Notice Inviting Bids
was published on March 26th and 27th, 1987, in the Evening
Outlook, four construction journals, and seven minority
associations. Plans and specifications were issued to twelve
contractors and ten subcontractors. The Bid opening was
scheduled for Monday, April 27, 1987.
On Friday, April 24, 1987, twelve contractors had expressed
interest in submitting bids for the library remodel work.
However, on the morning of the bid opening, the Dodge Report (the
largest trade industry publication) published a notice that the
bid opening had been postponed until May 4, 1987. As a result of
this notice, many of the contractors who were intending to bid
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the job postponed compiling their bid packages. The erroneous
information published in the Dodge Report was a result of a
computer entry error by their staff.
Due to the limited number of bids received as a result of
the publishing error the City council, on April 28, 1987,
authorized staff to reject all bids and readvertise the project.
A second Notice Inviting Bids was published on April 30th and May
lst, 1987 in the Evening Outlook. The four construction
journals, and seven minority associations which had plans on file
were advised that the project would be rebid. The bid opening
was scheduled for Monday, May 11, 1987.
Bids were received, opened and read publicly on May ll, 1987
commencing at 3: 00 pm by the Deputy City Clerk. The City
received five bids as follows:
Cavecche Engineering
Tyler and Cobleigh, Inc.
Mallcraft, Inc.
H. A. Kaufman, Co.
R. J. Daum construction, Co.
City Engineers's Estimate:
Previous low bid
$ 838,065.00
$ 849,320.00
$ 948,000.00
$ 962,595.00
$1,022,000.00
$ 775,000.00
$ 945,000.00
The low bidder was Cavecche Engineering and Construction Co.,
Inc. with a bid amount of $838,065.00. Upon opening of bids it
was found that Cavecche Engineering and Construction Co. Inc. did
not include in their bid a signed acknowledgment of Addendum
No.1. However, the company submitted Addendum No.1 by 5:00 pm
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on the day the bids were opened. The city Attorney has
determined this to be a minor bidding irregularity and in
accordance with the law has determined their bid is acceptable.
Staff contacted several references and found the contractor's
work to be satisfactory.
BUdget/Financial Analysis
FUNDS REQUIRED
contract
Contingencies
Total
$838,065.00
17,999.46
$856,064.46
Appropriation authority is available in the following accounts:
Account No. Amount
01-710-613-000-909
Less: Carpeting*
Ol-710-613-000-922
Less: Construction Mgmt.**
01-710-613-000-926
01-7l0-45l-238-936
TOTAL FUNDS AVAILABLE FOR PROJECT
$
407,Ol2.00
(60,000.00) $
267,052.46
(45,000.00)
347,012.00
222,052.46
280,000.00
7,000.00
856,064.46
$
*will be bid as separate project
**to cover project management costs for this project
Recommendations
It is recommended that the City Council:
l. Waive minor bid irregularities;
2 . Award a contract for remodel of the Main Library
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to the lowest responsible bidder, in-the amount of
$838,065.00; and
3. Authorize the City Engineer to negotiate and issue
Change Orders as necessary to complete additional
work in conformance with the Administrative
Instructions.
Prepared by:
stan Scholl, Director of General Services
Desi Alvarez, P.E., City Engineer
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