SR-307-002-04 (4)
EPWM: CP: AA: LF: SA: F:\DATA\SPFILES\SP1954\cc1954.doc
City Council Meeting: January 11, 2005 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Award of Design-Build Contract to HEC Construction, Inc.,for Civic
Auditorium East Wing Ceiling Replacement
Introduction
This report recommends that City Council award a design-build contract to HEC
Construction, Inc., and approve a guaranteed maximum price of $181,000 plus $18,100
(10%) contingency for the Civic Auditorium East Wing Ceiling Replacement Project.
Background
The East Wing of the Civic Auditorium is used for meetings, conferences and shows.
The ceiling consists of old and damaged tiles which are no longer available. The current
lighting system does not meet the Civic Auditorium’s functional needs.
During the FY 2003/2004 budget adoption process, City Council approved funding to
replace the ceiling and lighting systems in the East Wing and adjacent corridors. Staff
developed design-build specifications, which include a new T-bar ceiling and recessed
lighting system. The proposed ceiling includes new sound absorbing panels which
contain high recycled content, are easily replaced when damaged, and allow access for
maintenance. The proposed lighting system includes energy efficient fluorescent
lighting to accommodate the functional and operational needs of the room. The lighting
1
system includes wireless desktop controls as well as wall mounted controls. The
lighting near the storefront windows can be switched off when there is sufficient natural
light, resulting in energy savings.
The lighting and ceiling renovation will support the competitive marketability and
operational needs of the facility until the expansion of the Civic Auditorium outlined in
the Civic Center Specific Plan is realized in the future.
Selection of Design-Builder
A Request for Bids (Notice Inviting Bids) for the design-build contract was published on
October 16 and 18, 2004, in the Los Angeles Times. The bidding documents were sent
to eleven public plan rooms and were purchased by four firms. The City Clerk’s office
received three sealed bids, which were publicly opened and read aloud on October 28,
2004 by the Deputy City Clerk. Subsequent to the bidding process, the lighting fixtures
identified in the bidding documents were discontinued by the manufacturer. City staff
identified an alternative fixture which resulted in increased cost reflected in the
$181,000 contract award amount. The bid results were as follows:
Contractor Proposal Increased Total Revised
Amount Lighting Costs Proposal
HEC Contractors, Inc. $174,000 $7,000 $181,000
AWI Builders $292,911 $7,000 $299,911
Toby B. Hayward, Inc. $324,000 $7,000 $331,000
The bids were evaluated by a selection committee including representatives from the
Community and Cultural Services Department and the Environmental and Public Works
2
Management Department to determine the overall best bidder in accordance to criteria
set forth in the Santa Monica Municipal Code section 2.24.072. The selection
committee unanimously recommends HEC Construction, Inc., for this project. HEC
Construction, Inc., and their team submitted competitive prices for pre-construction,
design, and construction. HEC Construction, Inc., has successfully completed similar
ceiling and lighting systems for various school renovation projects for the Los Angeles
Unified School District, including Los Feliz Elementary School and Martin Luther King
Elementary School. Staff contacted references, all of which reported that the work
performed by HEC Construction, Inc., was excellent. Staff contacted the State
Contracting Licensing Board and confirmed that the Contractor’s license is current,
active and in good standing.
Budget/Financial Impact
FUNDS REQUIRED:
Contract $181,000
Contingency $ 18,100
Total Required $199,100
Funds are available in the following accounts:
C320563.589000 “Civic Auditorium Renovation” $ 59,100
C320812.589000 “Civic Auditorium Ceiling/Lighting” $140,000
Total Available: $199,100
3
Recommendations
Staff recommends that the City Council:
1) Award a design-build contract to HEC Construction, Inc., for the Civic Auditorium
Ceiling Replacement Project;
2) Approve a guaranteed maximum price of $181,000 plus $18,100 (10%)
contingency ; and
3) 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
Barbara Stinchfield, Director, Community and Cultural Services
Carole Curtin, Civic Auditorium Manager
Lauren Friedman, City Architect
Sam Aslanian, Architectural Associate
4