SR-09-11-2012-3KID
®
City of City Council Report
Santa Monica
City Council Meeting: September 11, 2012
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Deck Board Replacement and Nail Patrol Services at the
Santa Monica Pier
Recommended Action
Staff recommends that the City Council award Bid #4004 for deck board replacement
and monthly nail patrol services at the Santa Monica Pier to John S. Meek Company, a
California -based company, in an amount not to exceed $68,400 for FY 2012 -13, with
two one -year renewal options and a total not to exceed amount of $238,400 for a three -
year period.
Executive Summary
The City contracts out the replacement of 20 deck boards per month and monthly nail
patrol services to maintain the structural integrity, safety, and appearance of the Santa
Monica Pier (Pier) wooden deck surfaces. In June 2012 the City solicited bids for such
services. After reviewing all four bids received, staff recommends John S. Meek
Company as the best bidder to provide deck board replacement and monthly nail patrol
services at the Pier for a total not to exceed amount of $238,400 for a three -year period.
Discussion
The City replaces a minimum of 20 wooden deck boards per month at the Pier to
maintain the structure against damage caused by vehicles, the elements, and general
usage of the Pier. The contractor provides equipment and labor to pull up, replace, and
cut up old deck boards for disposal. In addition, nail patrols covering all Pier wooden
deck surfaces are performed monthly to eliminate any trip hazards from nails that rise
due to vehicles and Pier movements that may cause deck boards to dislodge. An
interim blanket purchase order has been awarded to John S. Meek Company for
services from July through September 2012 to maintain the integrity of the Pier structure
to ensure the safety of the public, Pier vendors, and City staff.
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Vendor Selection
In June 2012 the City published Notices Inviting Bids to provide deck board replacement
and monthly nail patrol services at the Pier. The bid was posted on the City's online
bidding site and notices were advertised in the Santa Monica Daily Press in accordance
with the City Charter and Municipal Code provisions. Four bids were received and
publicly opened on June 19, 2012, per Attachment A. Bids were evaluated on price,
vendor qualifications, experience, and compliance with City specifications. Based on
these criteria, staff recommends John S. Meek Company as the best bidder to provide
deck board replacement and monthly nail patrol services at the Pier in accordance with
City specifications. Although John S. Meek Company was not the lowest bidder based
on the estimated annual cost, its 17 years of experience in marine construction and
maintenance of municipal piers including satisfactory performance of deck board
replacements and pile repairs at the Santa Monica Pier makes them the best bidder.
Financial Impacts & Budget Actions
The purchase order to be awarded to John S. Meek Company will not exceed $68,400.
Funds are included in the FY 2012 -13 budget in account 30455.555010. Budget
authority for subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval.
Prepared by: Kevin Nagata, Administrative Analyst
Approved:
Forwarded to Council:
i
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A — Bid Summary
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ATTACHMENT A
BID 4004 BID CLOSING DATE: 6 -19 -2012
BID DESCRIPTION: PROVIDE DECK BOARD REPLACEMENT AND MONTHLY NAIL PATROL SERVICES AS REQUIRED BY THE CITY OF SANTA MONICA PIER MAINTENANCE DIVISION
ALL PRO CARPENTRY
JOHN S. MEEK COMPANY
ROBERT D. GOSNEY CONSTRUCTION
SCHOCK CONTRACTING CORPORATION
TORRANCE, CA
GARDENA,CA
SANTA FE SPRINGS, CA
SANTA BARBARA, CA
DESCRIPTION
ANNUAL
UNIT COST
ANNUAL COST
UNIT COST
ANNUAL COST
UNIT COST
ANNUAL COST
UNIT COST
ANNUAL COST
USAGE
DECK BOARD REPLACEMENT -
20 BOARDS - PRICE PER
12
$3,500.00
$42,000.00
$4,450.00
$53,400.00
$2,000.00
$24,000.00
$5,500.00
$66,000.00
MONTH
NAIL PATROL - PRICE PER
12
$2,640.00
$31,680.00
$1,350.00
$16,200.00
$2,000.00
$24,000.00
$1,900.00
$22,800.00
MONTH
ADDITIONAL DECK BOARD
REPLACEMENTS - PER DECK
$175.00
$189.00
$100.00
$275.00
BOARD
LABOR RATE - ADDITIONAL
$55.00
$89.50
$125.00
$120.00
WORK
LABOR RATE - ADDITIONAL
WORK -AFTER HOURS /OT
$75.00
I
$119.50
1
$200.00
1
$180.00
RATE
-4-
ANNUAL COST- MONTHLY SERVICES
$73,680.00
$69,600.00
$48,000.00
$88,800.00
RENEWAL OPTIONS
YEAR TWO INCREASE
0%
5%
0%
10%
YEAR THREE INCREASE
0%
5%
0%
10%
COMMENTS
EQUIPMENT FOR ADDITIONAL WORK
OT RATE APPLICABLE IF OVER 8 HOURS
(ITEMS 4 & 5) TO BE CHARGED AT
PER DAY OR ON SATURDAYS. RATE DOES
I
CURRENT RATES
NOT APPLY TO SUNDAY WORK