SR-510-014~~r . .
City Counc~l Report
~ City of
Santa Monica
City Council Meeting: September 12, 2006
Agenda Item: ~l,~
To: Mayor and City Council
From: Craig Perkins, Director - Environmental and Public Works Management
Subject: Award a Construction Contract for Heal the Bay Aquarium Re-roofing
Project
Recommended Action
It is recommended that City Council:
1) award a construction contract to John S. Meek Company, Inc., for the Aquarium
Building Re-roofing Project in the amount of $212,840 plus a 10% contingency
($21,284) for a total contract amount of $234,124;
2) authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority; and,
3) authorize the City Manager to negotiate and execute a reimbursement
agreement with Heal the Bay in the amount of $78,808.
Executive Summary
The City leases tenant space at 1600 Ocean Front Walk (under the Santa Monica Pier)
to Heal the Bay, a nonprofit organization that operates educational programs about
Santa Monica Bay. The City is responsible for maintaining the structure at the tenant
space. The building's roofing system leaks and needs to be replaced. The total project
cost, including the 10% contingency, will not exceed $316,569. However, the
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recommended contract with John S. Meek Company, Inc., is for $234,124, because
design services and lumber, in the total amount of $82,445, are being procured by the
City separately through a Professional Services Agreement and a purchase order. It is
necessary to procure the lumber separately since it is a specialty item that requires a
long lead time for ordering to ensure it will be delivered to the site at the proper time in
the proper schedule.
The project is being funded through the City's Capital Improvement Program and Heal
the Bay. Heal the Bay has received a grant from the State Coastal Conservancy for
upgrades to the facility and has agreed to use a portion of the grant to reimburse the
City $78,808.
Discussion
The Heal the Bay Aquarium offers public programs to school groups, fami~ies and
visitors, providing a unique view of dozens of marine animal and plant species found in
the Santa Monica Bay. In addition, Heal the Bay's educational programs draw nearly
20,000 students each school year for weekday field trips, and an additional 50,000
yearly visitors utilize the aquarium during public visiting hours.
Heal the Bay received a grant from the State Coastal Conservancy for exhibit
expansions and upgrades to the Santa Monica Pier Aquarium. To enable the City to
complete the improvements to the roof and pier deck, Heal the Bay has agreed to
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contribute State Coastal Conservancy grant funds to this project in an amount not to
exceed $78,808.
Contractor/Consultant Selection
A Notice Inviting Bids was published in the Santa Monica Dailv Press on July 7 and 8,
2006, and the bid package was sent to ten public plan rooms. Seven potential bidders
purchased plans. The City Clerk's office received one sealed timely bid, which was
publicly opened and read aloud on July 26, 2006. The bid was:
Bidder
Bid
John S. Meek Company, Inc. $287,790
The City Engineer's cost estimate was $240,000.
Two contractors who purchased bid packages were contacted and indicated that they
did not submit bids for the following reasons:
1. one contractor indicated that working around the aquariums in the lease
space was too difficult for them; and,
2. the other potential bidder indicated they were too busy.
Following an analysis of the bid, contractor construction history, licensing record, and
reference checks, John S. Meek Company, Inc., is recommended. The contractor has
recently satisfactorily completed a pier deck replacement project for the City of Santa
Monica, as well as numerous pier and wharf rehabilitation projects in Southern
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California. John S. Meek Company has no adverse records with the Center for Contract
Compliance and the State Contractors' License Board verified that the Contractor's
license is current, active, and in good standing.
In order to procure the timber and design services in a timely manner to ensure that the
project is completed prior to the rainy season, the City issued a purchase order in the
amount of $38,995 and a Professional Services Agreement in the amount of $43,450.
The issuance of this purchase order and Professional Services Agreement decreases
the contract amount as follows:
Base
Base Bid $287,790
Professional Services Agreement ($39,500)
Purchase Order 35 450
Revised Contract Total $212,840
Budget/Financial Impact
Contingency Total
$28,779 $316,569
($3,950) ($43,450)
3 545 38 995
$21,284 $234,124
The contract will be awarded in the amount of $212,840 plus a 10% contingency
($21,284) for a total of $234,124. Funds in the amount of $234,124 are available in
account C300426.589000.
Funds in the amount of $78,808 will be deposited in Revenue account M300645.589000
when the project is complete and will offset the expenditures in C300426.589000.
Prepared by: Alex Parry, Civil Engineering Associate
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Approved:
Craig Perkins
Director - E ironmental and Public
Forwarded to Council:
~mont Ewell
Manager
Works Management Department
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