SR-303-002
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Council Meeting: September 25, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Contract for the Clover Park Trailer Office Addition
Introduction
This report recommends that the City Council authorize the City Manager to execute a
contract with Spilat Construction, the best bidder, for the Clover Park trailer office addition
project in the amount of $265,600 and approve $26,500 in contingency funds for this
contract.
Background
The existing trailer offices at Clover Park are insufficient for the current staffing needs of
the Community and Cultural Services Department. During the Fiscal Year 2000/2001
Budget process, City Council approved funding in the Capital Improvement Program to
construct additional office space at Clover Park. The City issued a Request for Proposals
for architectural design services and selected (M) Arch. Strategic Architectures, who
worked with City staff to develop the design, which includes constructing site
improvements, purchasing and installing two office trailers, and adding a perimeter
landscaped fence screening around the new and existing office trailers. This project will
provide additional office space for the Community and Cultural Services Department and
will aesthetically blend into the surrounding landscape. This project was approved by the
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Planning Commission on February 7, 2001 and the Architectural Review Board on March
19, 2001.
Discussion
A Notice Inviting Bids was published on July 21 and 26, 2001 in the Los Angeles Times
Westside Weekly, F.W. Dodge newsletter, and the Daily Construction Service. Twelve
contractors attended the pre-bid job walk and 13 contractors requested bid packages. The
City Clerks office received 5 sealed bids, which were publicly opened and read out loud
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on August 20, 2001 by the Deputy City Clerk.
The bid results were as follows:
Syram International, Inc. $258,886.87 (incomplete bid)
Spilat Construction $265,600.00
ALFA 26 Construction Company $269,000.00
PIMA Corp., dba Advanced Construction $326,000.00
L.A. Builders, Inc. $459,555.00
City Engineers Estimate $250,000 – $275,000
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Syram International, Inc., the lowest monetary bidder, did not purchase plans and
specifications, and as a result did not receive Addendum #1, did not include the required
signed Addendum#1 with their bid, and did not sign the bid documents indicating that they
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received Addendum#1. Since Addendum #1 impacts contract time and cost, Syram
International, Inc.’s bid is incomplete and cannot be considered.
The best bidder, Spilat Construction Corp., which submitted a complete and responsive
bid, furnished a list of references, all of which reported that the contractors work was
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satisfactory and that work was completed in a timely and cost efficient manner. Spilat
Construction successfully completed the Beach Maintenance Improvements projects for
the City of Santa Monica and completed a Nature Center project for the County of Los
Angeles and Griffith Park Boys and Girls Camp for the City of Los Angeles. The California
Contractors State License Board verified that the contractors license is current, active and
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in good standing.
Financial/Budget Impact
FUNDS REQUIRED
Contract $265,600
Contingency $ 26,500
Total $292,100
Funds are available in the following accounts:
C01048201.589000 “Clover Park Offices” $199,150
C01066001.589000 “PMP – Basketball Court Resurfacing” $ 92,950
Total Available: $292,100
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Recommendation
Staff recommends that the City Council:
1. Award a contract for Clover Park Trailer Office Addition in the amount of
$265,600 to Spilat Construction Corp. and approve contingency funds in the
amount of $26,500 for this contract; and
2. Authorize the City Engineer to issue any necessary change orders to complete
additional work in accordance with the Administrative Instructions on change
orders.
Prepared by: Craig Perkins, Director of Environmental and Public Works Management
Anthony Antich, P.E., City Engineer
Barbara Stinchfield, Director of Community and Cultural Services
Karen Ginsberg, Assistant Director of Community and Cultural Services
Elaine Mutchnik, Acting Open Space Manager
Lauren Friedman, Senior Architect
Sam Aslanian A.I.A., Civil Engineer Associate
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