SR-042286-6FGS : SES :JAS
Council Meeting: April 22, 1986
T0: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award
Station Headquarters
Santa Monica, California
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Contract to Remodel Fire
Introduction
This report requests that the City Council 1) approve a transfer
of funds in the amount of $21,497 from various Fire Department
operating budget line items to :the Fire Department Remodel
capital project account , and 2 ) award a contract to remodel the
Fire Station headquarters to Etco Construction Co., the lowest
responsible bidder, in the amount of $73,490.00, and 3) authorize
the City Engineer to issue change orders in accordance with the
Administrative Instruction on Change Orders.
Background
The City Council approved funds in the amount of $69,300 for FY
1985-86 to remodel the Fire Department Headquarters. The
remodellingwould expand the upstairs dormitory, locker room and
restroom areas which will allow more flexibility in assigning
'female firefighters and paramedics.
In May 1985, the project was advertised. Two contractors
submitted bids. The lowest bidder requested that it be relieved
from the bid due to an error made in the documents. The second
bid was more than- $40,000 over the budget. At staff's
recommendation, the City Council relieved the low bidder from its
obligation and rejected the second low bid. Staff was directed
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to reevaluate the design of the project and modify where
feasible to reduce the cost.
Working with a consultant and the Fire Department, the General
Services staff redesigned the project. By relocating an exit
door, reducing the number of lockers, and other revisions to the
plans, the cost of the project was reduced without adversely
affecting the integrity of the project. However, the revised
estimate of $80,000 was still over budget. Staff proposed to
transfer funds from savings in various Fire Department operating
budget line items to cover the unanticipated additional cost of
the remodel.
A second Notice Inviting Bids was published on February 25 and
26, 1986, in the Evening Outlook and in five construction
journals. The notice was also sent to four minority business
associations. Plans and specifications were issued to seventeen
contractors. Bids were opened and read publicly on March 31,
1986, by the Deputy City Clerk.
Six bids were received
Etco Construction
Kevin Kraus
Stuart Constructi
Harry Green
C . Met z
Harry P. Terrill,
as follows:
Co. $73,490
74 , 864
on Co., Inc. 78,876
79,560
79,950
Inc. 98,600
Engineer's Estimate: $80,000
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No minority or women owned firms submitted a bid for this
prof ect .
Staff checked on references submitted by the low bidder. Persons
contacted were pleased with the work performed by Etco
Construction Co.
Budget/Financial Impact
Funds Required
Contract
Contingencies
Total
Appropriation authority is currently
01-730-312-000-903
$73,490
11 ,510
$85,000
available in:
$63,503
Staff is recommending that transfers be made to Capital Project
Account 01-703-312-000-903 from the savings in the following Fire
Department operating budget line items:
01-310-313-000-292 $13,000
01-310-312-000-291 3,000
01-310-314-000-282 2,000
01-310-314-000-662 2,497
01-310-315-000-521 1,000
Total
21 ,497
$85,000
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Recommendation
It is recommended that the City Council:
1. Approve the transfer of $21,497 from various Fire Department
operating budget line items as detailed above to Capital
Project 01-730-312-000-903;
2 Award a contract for the remodel of Fire Station Headquarters
to Etco Construction Co., the lowest responsible bidder, in
the amount of $73,490; and
3. 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.
Prepared by: Stan Scholl, Director of General Services
Jean Stanley, Administrative Analyst
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Reference Contract
No. 4664 (CCS).