sr-041211-3kCity Council Meeting: April 12, 2011
Agenda Item: 3K
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Construction Contract for City Hall Tenant Improvements
Recommended Action
Staff recommends that the City Council
1. Authorize the City Manager to negotiate and execute a construction contract with
California Averland Construction, Inc., aCalifornia-based company, in an amount
not to exceed $531,300 (includes a 15% contingency) for tenant improvements of
City Hall Human Resources, City Clerk and swing space offices.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
The City Hall Tenant Improvements project is a significant phase of the City Hall
Seismic Retrofit project and provides the temporary offices (swing space) needed to
relocate City Hall staff while the structure is seismically upgraded. This construction
also includes tenant improvements to the Human Resources and City Clerk's offices.
California. Averland Construction, Inc. is recommended for the construction of this tenant
improvement project at a cost not to exceed $531,300.
Background
The City received funding from the Federal Emergency Management Agency (FEMA)
as a result of the 1994 Earthquake that partially funded a seismic upgrade to City Hall to
meet current code requirements. While the office spaces are seismically upgraded in
City Hall, staff in the affected space will need to be relocated to a swing space. Staff
has identified the former Information Systems Department (ISD) office as the swing
space. ISD is scheduled to move-into its new space where the old jail was located in
spring 2011. The overall seismic work is being completed in phases. City Hall staff
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affected by seismic construction activities will be moving in and out of the "swing space"
on an as-needed basis to accommodate the seismic upgrades phasing schedule.
In addition, the Human Resources and City Clerk Departments have outgrown their
existing office spaces. This project includes tenant improvements to the Human
Resources and City Clerk's offices and involves expanding the office space that was
vacated by the Revenue Division. This expanded space will be renovated and
reconfigured to accommodate current staff needs. The proposed Human Resources
and City Clerk's tenant improvements involve demolition and asbestos removal;
construction of new partitions, offices, and interior finishes; and installation of lighting,
public counters, and air conditioning and ceiling systems. The purchase and installation
of workspace systems furniture for staff will be under a separate process. This project
is scheduled to be completed within 12 months.
Discussion
The City published a Notice Inviting Bids in the Santa Monica Daily Press and on the
City's website on January 24, 2011. A total of 27 potential contractors attended the pre-
bid job walk held on February 2, 2011. The City Clerk's office received nine sealed bids
that were publicly opened by the Deputy City Clerk on February 23, 2011. The bid
results are as follows:
Bidder
California Averland Construction, Inc.
G2K Construction
Acon Development Co., Inc.
West Valley Investment Group
Y.Ko. Construction Co., Inc.
Coral Blue Construction
Gonzales Construction
Axis Construction, Inc.
Total Bid Amount
$ 462,000
$ 512,000
$ 564,185
$ 578,980
$ 738,300
$ 774,241
$ 789,174
$ 837,206
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Bidder Total Bid Amount
Fast-Track Construction* Non-responsive
Total bid amount was omitted from their bid.
All bids were evaluated on competitive pricing, understanding of the project's scope,
accuracy in bidding, past experience, and references. Staff recommends California
Averland Construction, Inc. as the best bidder based on their price, past project
experience, staff experience, and responsiveness. Projects completed by California
Averland Construction, Inc. include City Hall renovation for the City of West Hollywood,
adult center renovations for the City of Burbank, and tenant improvements for the Boys
and Girls Club in Wilmington, California. References were contacted and all
respondents reported that California Averland Construction, Inc. performed well on their
projects and would likely be considered for future projects. The California State
Contractors License Board verified that California Averland Construction, Inc.'s license
is current and in good standing.
Staff requests a contract contingency of 15% based on past experience with unforeseen
conditions. This construction includes demolishing offices spaces that have not been
disturbed for over 80 years. Record drawings do not show all existing conditions and
there is a high probability of significant. structural and infrastructure variants.
Furthermore, contractor bids were based on the existing hazardous material report that
took samples from accessible spaces only. When demolition begins, the previously
non-accessible spaces will mostly likely expose additional hazardous materials requiring
remediation.
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Financial Impacts & Budget Actions
The contract amount to be awarded to California Averland Construction, Inc. is
$531,300. Funds are available in account 0010162:589000, City Hall Expansion.
Prepared by: Sam Aslanian, Architectural Associate
Approved:
Forwarded to Council:
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Martin Pastu ha Rod Gould
Director of Public Works City Manager
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Reference Contract No.
9354 (CCS).