SR-04221986-11DGS:SES:JM:mh
Council Meeting: April 22, 1986
TO: Mayor and City Council
FROM: City Staff
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APR 2 2 1986 ~
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Santa Monica, California
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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
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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:
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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,
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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
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$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.
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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
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Reference Contract
Nos. 4674 (CCS) &
4675 (CCS).