SR-04221986-11EGS:SES:JM:mh
Council Meeting: 04/22/86
TO: Mayor and City Council
FROM: City Staff
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APR 2 2 1986
Santa Monica, California
SUBJECT: Recommendation to Award Contract for Painting of
Building Exteriors on the Santa Monica Pier
Introduction
This report requests that the City Council award a contract for
the painting of the exteriors of the buildings on the Santa
Monica Pier to The Expert Painting and Decorating Company, the
lowest responsible bidder, in the amount of $14,585. The report
also requests that the Council authorize the City Manager to
execute a Promissory Note with each of the participating tenants
to provide for repayment to the City of the cost of painting his
or her respective building.
Background
This project has been planned and recommended by the Pier
Restoration Corporation (PRC) as a means to complement other
noticeable restoration activities on the Pier and to demonstrate
visible progress on the Pier's revitalization. The completion
and opening of the Carousel Park, the commencement of the
reconstruction of the Pier, the renovation of a new restaurant at
the end of the Pier, and the introduction of colorful pushcarts,
all happening this spring, signal change and long-awaited
improvements. Earlier this year, the PRC developed and adopted
conceptual design guidelines which highlight the architectural
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APR 2 2 1986
and design flavor of the Pier during the 1920's. The Pier was in
its heyday in the 1920's. The PRC is seeking to recapture the
fun and excitement of that era through colors and graphics.
The facade improvement program is a short-term project which will
improve the drab and run-down look of the buildings. The PRC has
selected light pastel colors for the building facades which will
complement and enhance the distinct colors of the Carousel
building and Sinbad's. The graphics will be in bolder colors;
the specific lettering for the building graphics have been taken
directly from old photographs of the Pier and surrounding area.
This project has been enthusiastically approved by the Santa
Monica Pier Lessees Association (January 9, 1986), the Landmarks
Commission (February 13, 1986), and the Architectural Review
Board (January 15, 1986). Both the Landmarks Commission and the
ARB expressed pleasure at the presentation of a coherent plan
rather than a piecemeal approach as was the practice in the past.
A Notice Inviting Bids was published on April 2 and 3, 1986, in
the Evening Outlook and in eleven (11) construction journals.
The notice was also sent to three (3) minority business
associations. Plans and specifications were issued to twelve
(12) contractors. Bids were opened and read publicly on April
16, 1986, by the Deputy City Clerk.
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Five (5) bids were received as follows:
Expert Painting & Decorating Co. $14,585*
Ilan Hanu $20,000*
Heruco Contractors $29,400
A. J. Fistes Painting Co. $29,900
Hared Construction Co. $34,200
(*WMBE owned firms)
Staff contacted the references submitted by the low bidder; those
contacted stated that they were satisfied with the work performed
by The Expert Painting and Decorating Company.
Budget/Financial Impact
At the Midyear Budget Review on February 11, 1986, the City
Council approved the change in scope of the Pier Capital Project
30-740-625-000-918 from Exterior Building Lights to Exterior
Painting and also tranferred $40,200 into this account from the
Pier operating budget. A total of $60,000 appropriation
authority is available in Account 30-740-625-000-918. The funds
required for this contract are as follows:
Contract $14,585
Contingencies $ 2,100
Total $16,585
Promissory Note and Tenant Repayment Plan
The PRC and City staff determined that the most effective and
efficient process to follow to implement this project is to
handle it as a public works project, with the City hiring the
contractor and paying the costs upfront. The tenants would then
repay the City their respective costs over a two year period. No
interest will be charged on the loan. The project was bid in
such a way as to provide for the identification of the painting
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cost of each building. The tenants will reimburse the City each
month for two years an amount equal to the cost of painting their
square footage, divided by twenty-four. The payback period is to
begin July, 1986, and will end in June, 1988, or may be
terminated earlier if the PRC/City terminates the lease for
reasons other than the tenant's default. This action is not
meant in any way to release tenants from their responsibility to
maintain their leased premises. This report recommends that the
Council authorize the City Manager to execute a Promissory Note
with the tenants to implement the repayment plan. The Promissory
Note will be executed prior to the commencement of painting.
Under the repayment program, the City may be reimbursed all but
$3,200 which is the cost of painting the public restrooms,
walkway, and Plaster Shop. The Plaster Shop is not included in
the tenant repayment program since that tenant is on a
month-to-month tenancy and has agreed to vacate the leased
premises at the time the PRC has released the building. All
other tenants have agreed to participate. The monthly payment is
to be made at the time of rent payment and will be deposited into
Pier Fund Revenue Account 30-931-201-000-000. No adjustment to
1985-86 rent revenues is required at this time since repayment
will begin in Fiscal Year 1986-87.
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Recommendation
Staff respectfully recommends that the City Council:
1. Award a contract for the painting of building exteriors on
the Santa Monica Pier to The Expert Painting and Decorating
Company, the lowest responsible bidder, in the amount
$14,585.
2. Authorize the City Engineer to issue any change orders
necessary to complete additional work to the extent of funds
available in accordance with the Administrative Instruction
on Change Orders.
3. Authorize the City Manager to execute a Promissory Note with
each of the participating tenants to provide for repayment of
the painting costs.
Prepared by: Stan Scholl, Director of General Services
Judith Meister, Pier Manager
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Reference Contract
No. 4676 (CCS).