SR 07-26-2011 3OCity ~ur~cil
cty of
~~n£a ~®nica'
City Council 9Neeting: July 26, 2fl3'i
Agenda Item: _ i v
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Contract Modifications and Additional Construction Contract for Beach
Restroom Facilities Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to
Contract 9254 (CCS) with CWS Systems Inc., aCalifornia-based company, in
the amount of $295,000 {includes a 10% contingency), for a total contract
amount not to exceed $4,454,164, for additional scope of work as a result of
unforeseen scope changes and site conditions for the Beach Restroom Facilities
Replacement Project.
2. Authorize the City Manager to negotiate and execute a first modification to
Contract 2236 (CCS) with Monarch Plumbing & Mechanical, a California-based
company, in the amount of $137,500 (includes a 10% contingency), for a total
contract amount not to exceed $198,534, for additional scope of work as a result
of unforeseen scope changes and site conditions for the Beach Restroom
Facilities Replacement Project.
3. Authorize the City manager to negotiate and execute a construction contract wi#h
Blois Construction Inc., aCalifornia-based company, in the amount of $146,026
(includes a 10% contingency) for sewer lateral replacement for the Beach
Restroom Facilities Replacement Project.
4. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
In fall 2010 CWS Systems Inc. began construction to replace or upgrade a total of
seven restroom facilities on Santa Monica State Beach built nearly 30 years ago.
During construction, unforeseen scope changes and site conditions necessitated
additional scope of work and an extension of the construction schedule. The existing
contract contingency is not sufficient to cover the additional costs of added scope of
work for construction and the provision of temporary restroom facilities. Staff is
requesting a first modification to Contract 9254 (CCS) with CWS Systems Inc. in the
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amount of $295,000 (includes a 10% contingency), for a total contract amount not to
exceed $4,454,164, in order to cover these additional costs.
-Staff also requests a first modification to Contract 2236 with Monarch Plumbing &
Mechanical in the amount of $137,500 (includes a 10% contingency), for a total con#ract
amount not to exceed $198,534, in order #o cover costs for scope of work associated
with a damaged sewer lateral, and damaged sewer main at the point of connection.
Staff recommends Blois Construction Inc. for construction services to replace the two
sewer laterals for the unsuitable sewer lines serving two restroom sites in the amount of
$146,026 (includes a 10% contingency).
Discisssi®rs
CWS Systems lnc. Contract Modification
On August 10. 2010, Council approved Contract 9254 (CCS) with CWS Systems Inc. in
the amount of $4,159,164 to provide construction services for the replacement of seven
restroom facilities and the upgrade of one existing facility on Santa Monica State Beach
built nearly 30 years ago. In response to community concerns regarding the siting of
the restroom at 2400 Ocean Front Walk this restroom did not proceed into construction
and the existing restroom building at this location has remained in place.
During the demolition phase of construction, the project encountered several
unforeseen conditions at multiple locations including buried obstructions at seven sites,
unsuitable soils at three sites, and incorrect as-built documents and changes in code
requirements that necessitated significant revisions to the design of electrical and
plumbing systems at six sites. These conditions have depleted the $378,106
contingency contained in the original contract.
Excavation for final utility connections revealed additional unforeseen conditions
including a substandard water supply line at one site, unsafe electrical conduits and
conductors at three sites, and unusable sewer laterals and failure of the sewer main
serving two of the sites. These conditions resulted in delays and additional scope of
work, adding cost to the project. Staff is requesting a first modification to Contract 9254
(CCS) with CWS Systems lnc. in the amount of $295,000 to cover the additional costs
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of design and structural modifications, revisions to gates; modified hardware, and
waterproofing specifications due to differing field conditions and design omissions. With
the added scope of work, more time will be required to complete the project.
Completion of three sites is anticipated by August 1, 2011, with completion of the
remaining four sites by the end of August 2011.
The three sites to be completed by August 1, 2011, are:
• North of the Pier:
0 1200 Palisades Seach Road
• South of the Pier
0 2600 Ocean Front Walk
0 2800 Ocean Front Walk
The remaining four sites to be completed by the end of August 2011 are:
• North of the Pier
0 810 Palisades Beach Road
0 1100 Palisades Beach Road
• South of the Pier
0 2000 Ocean Front Walk
0 2500 Ocean Front Walk
Monarch Plumbing & Mechanical Contract Modifiication
To expedite replacement of the sewer lateral at the 2600 Ocean Front Walk site and not
encumber CWS Systems Inc. with additional tasks, following a competitive bid process
Monarch Plumbing & Mechanical was awarded Contract 2236 in an amount not to
exceed $61,034. Excavation of the area at the point of connection to the water main
revealed concrete debris, and the water main was broken and not suitably flowing.
Extensive over-excavation and immediate emergency replacement of 40 feet of the
water main were necessary to ensure the integrity of the new sewer lateral and
eliminate threat to human public health, welfare and safety due to leaking sewage. Staff
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is requesting a first modification to Contract 2236 with Monarch Plumbing & Mechanical
in the amount of $ 137,500 (includes a 10% contingency) to cover the additional costs
for additional excavation, replacement of forty feet of water main serving two restroom
sites, backfill and compaction of soils, asphalt repair and parking lot striping.
Blois Construction Contract
To minimize further project delay, staff recommends hiring an additional contractor to
perform the sewer construction work to expedite this work and not encumber CWS
Systems Inc. with additional tasks. Staff expedited bid solicitation for replacement of
the unusable sewer laterals at two sites and received three bids. The bid results are as
follows:
Name of Bidder Bid Amount
Blois Construction Inc. $132-,751
CWS Systems Inc. $144,888
Monarch Plumbing & Mechanical $154,472
Bids were evaluated by staff from the Public Works Department. The evaluation was
based on pricing, understanding of the project scope, direct experience on similar
projects, and availability of equipment and crew.
Staff recommends Blois Construction Inc. for construction services to replace the sewer
laterals for the unsuitable sewer lines serving two restroom sites in the amount of
$146,026 (includes a 10% contingency). Blois Construction was selected based on its
highly competitive pricing, thorough understanding of the project scope, past
experience, and availability to perform and complete the scope of work promptly. Its
recent experience includes sewer replacement on Pacific Coast Highway near Santa
Monica and work on the Sig Blue Bus Campus Expansion Project. Staff contacted
references and all respondents reported that Blois Construction's quality of work was
beyond satisfactory and the work was completed in a timely and cost-efficient manner.
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The California Contractors State License Board verified that Blois Construction Inc.'s
license is active and in good standing.
Financial and Budget Ac#ions
The contract modification to be awarded to CWS Systems lnd. is $295,000, for a total
contract amount not to exceed $4,454,164. The contract amount to be awarded to Blois
Construction Inc. is $146,026. Funds for both contracts are available in account
0010747.589000 (Park Restroom Replacement).
The contract modification to be awarded to Monarch Plumbing & Mechanical is
$137,500, for a total contract amount not to exceed $198,534. Funds in the amount of
$38,500 are available in account 0010747.589000 (Park Restroom Replacement) and
$99,000 in account 0310628.589000 (1Nastewater Main Replacement).
Prepared by: Voneelya Simmons, Project Manager
Approved:
Martin Pastucha
Director of Public Works
Forwarded #o Council:
s...Y.,%~ °~ J1 7V
Rod Gould
City Manager
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Reference Amended
Contract No. 9254 (CCS)
and Contract Nos. 9439
(CCS) and 9440 (CCS).