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Council Meeting: May 8, 1984 Santa Monica, California
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TO: Mayor and City Council MAY ° 8 1484
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FROM: City Staff
SUBJECT: Award of Contract for the Modification of the Civic
Center Parking Lot
Introduction
This report requests that the City Council award a contract for
the modifications to the Civic Center Parking Lot to Su11y- Miller
Contracting Company, the lowest responsible bidder, in the amount
of $270,825.00.
Background
For many years, the City has experienced parking problems at the
Civic Center Parking Lot. All City and County Courthouse
employees and visitors par], in the City -owned Civic Center lot
(except for 20 spaces provided by the County for judges). There
is a shortage of spaces. The pavement in the Civic Center Lot
has deteriorated and there are numerous holes and ravels in the
surface of the pavement.
To ameliorate these problems, staff designed improvements to the
parking areas south of the County Building and at the Civic
Auditorium to provide a greater number of parking spaces. The
proposed modifications include reconstruction, restriping,
lighting and landscaping of the 2 lots to provide 58 additional
spaces for a total of 901 spaces.
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0-81984
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Council Meeting: May 8, 1984 Santa Monica, California
City staff has negotiated a three year agreement with Los Angeles
County which provides for financial participation.
During each of the next three years, the County will be allocated
300 free parking permits for their employees. In addition, to
paying $2,250 per month for use of 150 spaces for jurors over the
term of the Agreement, the County will pay up to $135,000
(about one -half) of the reconstruction costs.
Reconstruction of the parking lots will be done in two phases to
provide adequate parking at all times for the public, City and
County employees.
In anticipation of the County signing the agreement, the City
proceeded with advertising and opening bids for the project. As
of this date, the agreement with the County has not been signed
pending final revisions.
Award of Bid
A Notice Inviting Bids was published on March 27 and 28, 1984, in
the Evening Outlook and in 9 construction journals. Plans and
specifications were issued to 22 contractors. Bids were opened
and read publicly on April 23, 1984 by the Deputy City Clerk.
Five bids were received as follows:
Total Bid
Fecit Strata $224,425.00
Sully- Miller 283,825.00
Bay District Paving 293,895.60
Granada Landscaping 307,777.00
Excel Paving 325,435.00
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Less Addendum 1
$210,925.00
270,825.00
278,395.60
295,177.00
312,635.00
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Council Meeting: May 8, 1984 Santa Monica, California
The bid specifications were prepared so that items could be
deleted if bids exceeded the amount of funds available. The
proposed deletion of Addendum 1 includes 11 electroliers and all
wiring. By deleting these items the second low bid falls within
2s of available funds budgeted.
After bid opening, the low bidder, Fecit Strata, requested to
withdraw their bid. City staff determined that this request
meets criteria as set forth in Standard Bid Requirements for
being relieved of a bid. Requirements were satisfied by Fecit
Strata through
1) written notice to the City within five days that a mistake
was made,
2) the mistake made the bid materially different than was
intended, and
3)
the
mistake was not due
to an
error
in judgement but
rather
was
from misreading a
figure
which
resulted in a
$20,000
error.
Therefore, staff has allowed Fecit Strata to withdraw their bid.
Budget /Financial Impact
Funds Required
Contract $270,825
Contingencies 5,000
Total $275,825
Appropriation authority is available in Auditorium Parking Lot
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Council Meeting: May 8, 1984 Santa Monica, California
Reconstruction Project No. 32- 400 -621- 000 -902 in the amount of
$269,000.
Additional funding in
the amount of
$6,825.00 is
required
to fund the project.
Appropriation
authority is
available
from anticipated savings
in Capital
Project No.
32- 400 - 621
-000 -905 (Auditorium Fire
Safety Improvements).
Recommendation
It is recommended that City Council:
1. Increase appropriation authority
32 -- 400 -621 -000 -902 in the amount
appropriation authority in
32- 400 - 621 -000 -905 in the amount of
2. Award a contract for the Modific
in Capital Account No.
of $6,825 and decrease
Capital Account No.
$6,825;
ation of the Civic Center
Parking Lot to Sully - Miller Contracting Company, the lowest
responsible bidder, in the amount of $270,825 plus
contingencies; and
3. Authorize the City Engineer to issue any change orders
necessary to complete the project to the extent of funds
available in accordance with the Administrative Instructions
on Change Orders.
Prepared by: Stan Scholl, Director of General Services
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Reference Contract No.
4121 (CCS)