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SR-04221986-11DGS:SES:JM:mh Council Meeting: April 22, 1986 TO: Mayor and City Council FROM: City Staff REVISED ~~-D APR 2 2 1986 ~ cSF~ ~Cb~ES '~', ~ ~ ~ Santa Monica, California ~~ ~ ,, SUBJECT: Recommendation to Award Contract for Phase I of Pier Reconstruction, the Strengthening and Upgrading of Santa Monica Pier, and Authorize Related Budget Transfers Introduction This report requests that the City Council award a contract for the strengthening and upgrading of the existing Santa Monica Pier to Healy-Tibbitts Construction, the lowest responsible bidder, in the amount of $840,488. This work marks the first phase of the reconstruction of the Pier. The report also requests that the Council authorize the City Manager to execute a contract with Don Hellmers Engineering for construction management services for an amount not to exceed $40,000. The report further requests the Council to authorize related budget transfers. Background At its September 10, 1985, meeting, the City Council authorized Daniel Mann Johnson and Mendenhall (DMJM) to provide engineering services to strengthen the existing Santa Monica Pier. The strengthening and upgrading of the portion of the existing Pier which is in the surf zone (approximately 60,000 square feet) is Phase I of the reconstruction project. This work is required to protect this area from storm conditions and to ensure its compatibility with the area to be reconstructed in concrete. The next phase, the reconstruction of the Newcomb Pier, is currently /~EJIs~~ ~~"~ - 1 - ~ydo aeRa2 in final design, with construction expected to begin in September, 1986. The reconstruction of the Municipal Pier will follow in 1987-88. This phased approach is a change in the scope of the Pier rehabilitation and reconstruction. The project is proposed to be designed and constructed incrementally. Therefore the funds currently proposed for design, which were intended to cover design of entire project, are now recommended for construction of first phase. The strengthening work consists of the replacement of approximately 30 timber piles, pile caps, stringers, deck planking; the installation of bracing, blocking and pile covers. This work will upgrade the live load capacity of Newcomb Pier to 100 lbs. psf. The work is scheduled to provide for a minimum of disruption to the daily use of the Pier. The topside work is to be completed first so that the west end of Pier, including the tent area, will be easily accessible for the summer season. The majority of the work will be completed below the deck and will not interfere with public access. All work is to be completed in five months. The construction has been determined to be repair work and has qualified for an exemption under CEQA. A Notice Inviting Bids was published on March 24 and 25, 1986, in the Evening Outlook and in twelve (12) construction publications. Plans and specifications were issued to ten (10) contractors. Bids were opened and read publicly on April 11, 1986, by the City Clerk. Two bids were received as follows: - 2 - Healy-Tibbitts Construction Co. $1,007,910.00 John L. Meek Construction Co. $1,108,510.00 Engineer's Estimate: $700,000.00 Healy-Tibbitts Construction is the low bidder. The firm has successfully completed construction work on the Pier on several occasions in the past. The bid specification states that the quantities given in the Schedule of Work and Prices, if any, are approximate only and are not guaranteed to be those used in the final contract. The bid specifications provide for the deletion of any item if it is in the best interest of the City according to available funding. A summary of the bids, including a comparison of the items to be deleted and the resulting revised contract price is attached as Exhibit A. Construction Management Given the complex nature of the marine construction work and the limited resources available within the City's Engineering division, staff recommends that outside construction management services be authorized. Staff has requested proposals for these services from three firms: DMJM, Don Hellmers Engineering, and Concept Marine. DMJM's proposed fee is $39,400; Don Hellmers' proposal calls for $40,000, and Concept Marine is $39,790. These fees are all in line with comparable construction management fees paid on other City projects. Given the minor differences in cost for all three firms, staff recommends the selection of Don Hellmers Engineering based on the vast experience of the firm in timber pier construction, including the Santa Barbara Pier, - 3 - Fisherman's Wharf and Fish Processing Wharf in Monterey, the Huntington Beach Pier, Seal Beach Pier, and Avalon Pier. In addition, Don Hellmers has been involved as a consulting engineer to review the plans and specifications prior to bidding the work and is extremely conversant with the required scope of work. The services to be provided include full-time construction inspection and contract administration for the five-month construction period. BudgetJFinancial Impact Funds required are as follows: Contract $ 840,488 Contingencies $ 84,000 Construction Management $ 40,000 Total $ 964,488 Appropriation authority is available in Account Number 30-740-625-000-902 in the amount of $427,335.60 and also in 30-740-625-000-906 in the amount of $460,720. Staff recommends that Council transfer the unencumbered appropriation balance of $427,335.60 in Account 30-740-625-000-902, which represents the carryover appropriation from the Pier Platform Reconstruction Study, to Account 30-740-625-000-906 for a total of $888,055.60 in available appropriation authority. This use of funds for construction which were originally budgeted for design is consistent with the change in scope to a phased reconstruction project . As indicated above, the low bid was not within the available budget for the project. Staff has reduced the contract price by - 4 - $167,422; however, a shortfall of $76,432.40 still remains in order to cover the revised contract price, contingencies, and construction management. Staff recommends that the City Council authorize the transfer of $77,000 from Account 30-740-625-000-917 to Account 30-740-625-000-906 for a total appropriation authority of $965,055.60. Account 30-740-625-000-917 is for completing the renovation of the second floor of the Carousel and has been budgeted at $188,100. The transfer of funds will reduce amount available to $111,100 which will be sufficient to provide for the structural work required to strengthen the second floor and renovate some of the office space, but will defer the completion of the renovation until funds become available. Although this work is part of the reconstruction scheme for the Pier, it is not eligible for Federal Emergency Management Agency (FEMA) funds. FEMA funds are available for the design and construction of the portions of the Pier destroyed during the 1983 storms. The strengthening and upgrading of the existing Pier is viewed by FEMA as a betterment to the existing structure and is not within the scope of the approved work. - 5 - Recommendation Staff respectfully recommends that the City Council: 1. Award a contract for the strengthening and upgrading of the Santa Monica Pier to Healy-Tibbitts Construction, the lowest responsible bidder, in the amount of $840,488. 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 negotiate and execute a contract with Don Hellmers Engineering to provide Construction Management services for an amount not to exceed $40,000. 4. Authorize the transfer of $427,335.60 of appropriation authority from Account 30-740-625-000-902 to Account 30-740-625-000-906 and the transfer of $77,000 of appropriation authority from Account 30-740-625-000-917 to Account 30-740-625-000-906. Prepared by: Stan Scholl, Director of General Services Judith Meister, Pier Manager Attachment: Exhibit A - 6 - Reference Contract Nos. 4674 (CCS) & 4675 (CCS).