SR-091107-1H~~
City Council Report
City of
Santa Monica
City Council Meeting: September 11, 2007
Agenda Item:
To: Mayor and City Council
From: Craig Perkins, Director- Environmental and Public Works Management
Subject: Amendment to Construction Contract No. 8652; and Modification to
Professional Services Agreement No. 8722 for the Annenberg Community
Beach Club at Santa Monica State Beach
Recommended Action
Staff recommends that the City Council:
1. authorize the City Manager to amend construction contract No. 8652 with
Midwest Environmental Control, Inc., (MEC) for additional abatement of
asbestos containing materials in the amount or $399,000 plus a contingency
amount of $39,900 (10%), in the event unforeseen conditions should arise, for
a total of $438,900;
2. authorize the City Manager to modify professional services agreement No. 8772
with Encorp Environmental Management & Services for testing and third party
monitoring of abatement activity in an amount not to exceed $64,900; and,
3. authorize the Director of Environmental and Public Works Management to issue
any necessary change orders to complete additional work within budget
authority.
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Executive Summary
The site at 415 Pacific Coast Highway is owned by the State of California. Pursuant to
along-term operating agreement with the State, the City of Santa Monica is responsible
for all site improvements, maintenance, and operations. The City contracted Midwest
Environmental Control, Inc, to perform .abatement of asbestos and lead containing
materials and Encorp Environmental Management & Services to monitor those activities
for the rehabilitation and adaptive reuse of the Annenberg Community Beach Club at
Santa Monica State Beach. Selective demolition and excavation activity has uncovered
additional unforeseen hazardous materials that require abatement by MEC and third
party monitoring of abatement activities by Encorp. Additional contract authority in the
amount of $438,900 is needed in order to perform the abatement scope of work with
MEC. Increased contract authority in the amount of $64,900 for testing and third party
monitoring services with Encorp is also required. With these changes, the construction
contract with MEC will be a total of $1,185,946, including contingency. The modified
professional services agreement with Encorp will not exceed a total of $180,890.
Discussion
Construction Contract. On February 20, 2007, the City entered into a construction
contract with MEC for abatement of asbestos and lead containing materials and
selective demolition in the amount not to exceed of $747,046, including a 10%
contingency. During recent soils excavation activities, asbestos containing materials
were discovered, necessitating abatement and disposal of those materials and
remediation of contaminated soil. This modification will require an increase in the
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contract in an amount of $399,000, plus a 10% contingency ($39,900), in the event
unforeseen conditions should arise, for a total of $438,900. This modification will result
in a not to exceed contract value of $1,185,946.
MEC has performed abatement of contaminated materials including removal and
disposal of asbestos, lead, and creosote containing materials located at the Locker
Building, bulkhead and historic North House. Their services performed have been
professional, within budget and timely. Their previous work on the project makes them
highly familiar with site specific removal and disposal procedural requirements.
Professional Service Agreement. On August 17, 2005, the City entered into a
professional services agreement with Encorp Environmental Management & Services
for environmental assessment services in the amount of $29,170. Testing and analysis
performed by the firm revealed that structures on the site contained hazardous
materials. On March 8, 2007, the City modified the agreement to include abatement
monitoring services in an amount of $15,020, which resulted in a modified contract
amount of $44,190. On August 24, 2007, the City modified the agreement to include
additional environmental testing and abatement monitoring services for materials
revealed during site demolition in an amount of $71,500, which resulted in a modified
contract amount of $115,690. During recent soils excavation activities, additional
materials have been discovered which will require further environmental testing of
materials, soils and water and abatement monitoring services. This modification will
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require an increase in the contract in an amount of $64,900, which results in a modified
contract amount of $180,590.
Encorp Environmental Management & Services has performed environmental
assessment services for the project site, including testing for asbestos and lead
containing materials and third party monitoring services for the North House, Locker and
Public Restroom buildings, and soils remediation. Their services performed have been
professional, within budget, and timely. The firm is highly familiar with the site
conditions, has experience with projects similar in nature, and is an expert in the field of
assessment and removal monitoring of hazardous materials.
Previous Council Actions
On May 24, 2007, Council authorized the City Manger to modify professional services
agreement No. 8772 with Encorp Environmental Management & Services not to exceed
$115,690.
On November 14, 2006, Council authorized the City Manger to award a construction
contract with MEC for the abatement of asbestos and lead containing materials not to
exceed $747,046.
Budget/Financial Impact
Funds for the amendment to the construction contract in the amount of $439,900 are
available from currently available contingency funds in account
0010520.589000.740522, "415 PCH".
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Funds for the modification to the professional service agreement in the amount of
$64,900 are available from currently available contingency funds in account
0010520.589000.740522, "415 PCH".
It is anticipated that staff will need to return to Council at a later date to replenish all or a
portion of these contingency funds in order to complete the project. If necessary, an
alternative source of funds for the additional work will be identified at that time.
Prepared by: Voneelya Simmons, Associate Project Manager
Forwarded to Council:
z
Craig Pefkins'" `° P/.'L~rfiont EN
Director -Environmental and Public t Manager
Works Management Department
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Reference
Amendments to
Contract Nos. 8652
(CCS) and 8722
(CCS).