SR-310-004-01
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City Council Meeting: November 13, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT:Waiver of Competitive Bidding and Award of Contract for the
Replacement of the Exterior Membrane and the Addition of Insulation to
the Santa Monica Shelter; and Award of Contract for Heating and Air
Conditioning for the Facility.
Introduction
This report recommends that the City Council waive competitive bidding requirements in
accordance with Santa Monica Municipal Code Section 2.24.071 (e), and authorize the
City Manager to negotiate and execute a contract with Sprung Instant Structures, Inc., for
replacement of the exterior membrane and insulation of the Santa Monica Shelter
(SAMOSHEL) in the amount of $148,048, and approve a contingency in the amount of
$14,804. Staff also recommends that the City Council waive competitive bidding
requirements in accordance with Santa Monica Municipal Code Section 2.24.071 (e) for
the installation of the Sprung Instant Structure membrane and insulation to Florida
Exposition Services in the amount of $39,000, and approve a contingency in the amount of
$3,900. This report further recommends that the City Council award a contract for Heating
and Air Conditioning for the SAMOSHEL to Gaskills Heating and Air Conditioning, the best
bidder, in the amount of $36,250, and approve a contingency in the amount of $3,000.
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Background
The SAMOSHEL is a stressed membrane structure erected in 1994 as a 100-bed
emergency shelter for the homeless. It consists of a 7,800 square foot modular structure
constructed of aluminum beams with tensioned fabric panels manufactured by Sprung
Instant Structures, Inc. The materials used to develop the structure were understood to
have a 5-year life span that could possibly extend to a maximum of 18 years. The building
is entering its sixth year of operation and a number of maintenance related improvements
are necessary.
Discussion
Staff contacted Sprung Instant Structures, the company that erected the existing stressed
membrane structure, and described problems with leaking, lack of thermal insulation and
discoloration of the existing fabric. Sprung Instant Structures responded with a proposed
solution and cost estimate for a new Tedlar coated opaque exterior membrane, insulation
and a weather-lock vestibule to be mounted on the existing structural frame and facilitated
a cost estimate from an installer familiar with the system, Florida Exposition Services.
Although other companies manufacture tensioned fabric structures, there are many
variations in the structural system and attachment methodology. The existing aluminum
structural system does not need replacement. The most cost-effective remediation is to
replace the aging membrane and make modifications utilizing the same system. Of
several tensioned fabric companies contacted, only one was willing to bid on replacement
of the fabric. Given the lack of alternative vendors willing to participate in a bid process
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and the imminent onset of winter weather, it is critical that the weather-resistant
modifications be made as expeditiously as possible.
Staff recommends that the proposal from Sprung Instant Structures, Inc., be accepted in
lieu of formal bidding for the following reasons:
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Sprung Instant Structures designed and supplied the existing stressed membrane
structure and is familiar with its materials and structural system. Therefore, it is
reasonable to anticipate a successful outcome based on their previous experience.
The new membrane will carry a 20-year warranty.
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Since a small vestibule will be added, the same modular system should be used to
ensure compatibility with the existing structure.
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Sprung Instant Structures performed quickly and reliably in the erection of the
existing SAMOSHEL structure and staff has a high level of confidence in their ability
to successfully perform the new scope of work.
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Waiving of the competitive bidding process will save the City one to two months,
which is crucial for the shelter during the cold weather season.
Heating and Air Conditioning
Currently, the facility does not have air conditioning and the heating system is inefficient.
Staff recommends replacing the current system with an energy-efficient Heating and Air
Conditioning (HVAC) system. Request for Proposals were sent to four heating and air
conditioning companies, inviting them to submit proposals for a new HVAC unit for the
SAMOSHEL structure. The City received three proposals:
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Gaskills Heating & Air Conditioning $36,250
Christian Brothers Heating & Air Conditioning $55,420
A.O. Reed Heating & Air Conditioning $70,000
One firm, which was also the lowest bidder, was found to be the best qualified to satisfy
the City’s requirements, Gaskills Heating and Air Conditioning.
Budget/Financial Impact
FUNDS REQUIRED FOR SPRUNG INSTANT STRUCTURES, INC.:
Contract $148,048
Contingency $ 14,804
Total Required $162,852
FUNDS REQUIRED FOR FLORIDA EXPOSITION SERVICES:
Contract $39,000
Contingency $ 3,900
Total Required $42,900
FUNDS REQUIRED FOR GASKILLS HEATING AND AIRCONDITIONING:
Contract $36,250
Contingency $ 3,000
Total Required $39,250
$245,002
TOTAL FUNDS REQUIRED
Funds in the amount of $245,002 are available in account C19069202.589000,
“SAMOSHEL/SWASHLOCK Renovation.”
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Recommendations
Staff recommends that the City Council:
1. Make a finding, in accordance with Santa Monica Municipal Code Section 2.24.071
(e), that the goods and services to be furnished for SAMOSHEL may be purchased
more reasonably through the original manufacturer than through bidding
procedures; and that, due to urgent necessity, the public health, welfare or safety
would be jeopardized if the public works bidding procedures were followed.
2. Authorize the City Manager to negotiate and execute a contract with Sprung Instant
Structures in an amount not to exceed $148,048 and authorize a contingency
amount of $14,804;
3. Authorize the City Manager to negotiate and execute a contract with Florida
Exposition Services in an amount not to exceed $39,000 and authorize a
contingency amount of $3,900;
4. Award a contract with Gaskills Heating and Air Conditioning in an amount not to
exceed $36,250 and authorize a contingency amount of $3,000; and
5. Authorize the City Engineer to issue any necessary change orders to complete
additional work in conformance 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
Miriam Mulder, Architect, Engineering
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