SR-07-23-2013-3CCity Council Meeting: July 23, 2013
Agenda Item: 33 =C
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Agreement Modification for Fire Station No. 3 Seismic Retrofit Design
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Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to Professional Services Agreement No. 2569 in the amount
of $64,350 (includes a 10% contingency) with IDS Group, Inc., a California -based
company, to provide design and construction administration services for the seismic
retrofit of Fire Station No. 3. This would result in an amended agreement with a new
total amount not to exceed $92,350.
Executive Summary
In August 2012, the City solicited proposals from qualified consulting firms to provide
professional services for the structural evaluation and the design of seismic upgrades
for Fire Station No. 3 to be completed in two phases. The City entered into a
professional services agreement with IDS Group, Inc. to perform phase one; a structural
evaluation of the existing facility in an amount not to exceed $28,000. Additional design
and construction . services, including preparation of construction documents,
procurement of all required permits, and pre- construction and construction
administration services in the amount of $64,350 are necessary to complete phase two
of the project. Staff is requesting a first modification to the agreement with IDS Group,
Inc. in the amount of $64,350 for a total contract amount not, to exceed $92,350 to
perform phase two of the project, design and construction administration services for
the seismic retrofit of Fire Station No. 3.
Background
Fire Station No. 3 is a two -story, wood frame and stucco structure built in the early
1970's prior to current seismic building standards. In August 2012, the City solicited
proposals from qualified consulting firms to provide professional services for the
structural evaluation and the design of seismic upgrades for the station in two phases.
Per the Request for Proposals (RFP), the project would be awarded to one firm
whereby phase one would be completed immediately. Award of phase two would be
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dependent upon funding availability as the cost of phase two would be determined by
the findings in phase one.
Discussion
Consultant Selection
On August 29, 2012, an RFP for professional services for the seismic retrofit of Fire
Station No. 3 for phases one and two was posted on the City's online biding site and
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal code provisions. Ninety -one prospective firms registered on the City's online
bidding site and ten proposals were received and publicly opened on September 20,
2012. Bid results are as follows:
Bidder
Total Bid Amount
IDS Group, Inc.
$28,000
Lewis /Schoeplein
$28,950
Insight Structural Engineers
$35,475
Steven Fader Architects
$47,240
WLC
$57,000
ACRESWorld, Inc.
$59,000
TTG - TMAD TAYLOR & GAINES
$64,120
Coffman Engineers
$65,229
KPFF Consulting Engineers
$91,300
Engineering Alignment Systems
$144,870
Proposals were evaluated on price, experience, team member qualifications, and
references. Staff contacted references provided by IDS Group, Inc. for prior project
experience with the City of Santa Monica, the City of Orange, and the LA County Public
Works Department. All respondents reported that work was completed in a timely and
cost - efficient manner while maintaining consistent quality. Based on these criteria, IDS
Group, Inc. was selected as the best bidder to provide design services for the Fire
Station No. 3 seismic retrofit.
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On November 14, 2012, the City entered into a professional services agreement with
IDS Group, Inc. to perform phase one of the project consisting of a structural evaluation
of the existing facility in the amount of $28,000. Phase one was completed on May 20,
2012. The study identified numerous irregularities and incomplete /deficient structural
elements in the building that would impair performance objectives for an essential
facility. Additionally, the study confirmed that these deficiencies can be corrected
though a seismic retrofit of the existing building. A total of $100,000 was set aside for
phases one and two. The phase one study findings were necessary to ensure available
funds were sufficient for the proposed second phase.
The proposed agreement modification to proceed with phase two would provide
comprehensive design services including preparation of construction documents,
procurement of all required permits for the work, and pre- construction and construction
administration services through construction close -out. The proposed fee for phase two
is for $64,350 and would result in a new amended agreement amount not to exceed
$92,350. The pricing for phase two was based upon hourly rates listed in the original
proposal.
Project Schedule
The phase two design and permitting process is anticipated to take approximately one
year. Construction will take place in fiscal year 2014 -15.
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Financial Impacts & Budget Actions
The agreement modification to be awarded to IDS Group, Inc. is $64,350 (includes a
10% contingency), for an amended agreement total not to exceed $92,350. Funds are
available in the FY2013 -14 Capital Improvement Program budget in account
0010529.589000.
Prepared by: Christopher Dishlip, Civil Engineer
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
CI
Reference:
Agreement No. 9771
(CCS)