SR-05-13-2014-3GCity of
i Council Report
Santa Monica
City Council Meeting: May 13, 2014
Agenda Item: 3
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Construction of the Woodlawn Cemetery Memorial Project
Recommended Action
Staff recommends that the City Council appropriate Council contingency funds in a not
to exceed amount of $23,050 for the construction of the Woodlawn Memorial Wall
Project.
Executive Summary
Requested Council funds would reimburse the Cemetery Fund for costs associated with
the construction of a commemorative memorial wall honoring Santa Monica residents
who have fought and died in war. Funds in the amount of $13,250 were raised from the
community. Estimated project construction costs are $36,300 (includes contingency).
Staff recommends Council appropriate the remaining balance in a not to exceed amount
of $23,050 in order to reimburse the Cemetery Fund for the shortfall between the project
cost and fundraising efforts.
Background
At the August 14, 2012 Council meeting, Council directed staff to consider design
options and the appropriate placement for a monument at Woodlawn Cemetery that
would memorialize Santa Monica residents who died serving their country. On February
12, 2013, Council approved the development of a commemorative wall and its location
adjacent to the main entrance of the Mausoleum and directed staff to conduct
community outreach and return to Council with design concepts and cost estimates.
On May 2, 2013, staff held a community workshop at the Civic Auditorium to begin to
build awareness of the project and solicit feedback on preliminary design concepts for
the wall. Staff contacted residents and local veterans groups to invite participation;
however, the meeting was sparsely attended. It did however result in some excellent
comments and the first contribution for the project in the amount of $500. The
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community was also invited to provide feedback and names of people to be included via
the City's website.
Staff also presented criteria for inclusion on the wall, which reflect the desire to honor all
those from Santa Monica that died while serving in war, no matter what the
circumstance. The criteria were presented to Council in an information item on May 23
2013, and have been well received by the community, as follows:
Someone who was:
a. Born in Santa Monica and died while in service during a time of war,
in combat or otherwise, after Santa Monica was established as a City
(1875);
b. Had a Santa Monica address when they died while in service during
a time of war, in combat or otherwise;
c. Died while in service during war, in combat or otherwise, and chose
to be interred in Santa Monica.
On November 26, 2013, Council approved the proposed design for a commemorative
wall at Woodlawn Cemetery.
Discussion
Community Fundraising
The fundraising effort for the monument started at the 2013 Memorial Day
Remembrance. Staff developed a webpage for the commemorative wall to solicit
contributions ( Woodlawn Monument) and requested support from veterans'
organizations in the area, as well as from individuals that expressed interest in the
concept. To date, the City has received $13,250 in donations from private donors,
which is $23,050 less than the anticipated amount that will be needed to fund the direct
project costs as construction progresses.
Budget and Funding Sources
The cost estimate for the wall as designed is $36,300. These costs are exclusively for
construction of the monument wall and do not include indirect costs. Staff originally
estimated construction costs at $16,358; however a number of factors impacted these
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original estimates. The foundations, sidewalk work and irrigation relocation came in
above estimated costs. Staff conducted an extensive search in order to ensure that all
qualified veterans were included in the memorial. The names of twenty -one repatriated
veterans were added, which also added some cost. The updated cost estimate is as
follows:
Direct Costs Amount
Hard Costs (precast walls, footings, pavers, sidewalk) $30,000
Contractors Overhead and Profit (7 %) $2,100
Bonds and Insurance (3 %) $900
Construction Contingency (10 %) $3,300
Total $36,300
Contractor Selection
On February 25, 2014, the City published a Request for Bids (RFB) for the construction
and installation of a memorial wall at the Woodlawn Cemetery. The RFB was posted on
the City's online bidding website in accordance with the City Charter and Municipal
Code provisions. A total of 1,087 vendors were notified. On March 20, 2014, staff
received two bids for construction of the memorial wall which were $20,000 above the
construction estimate. Staff rejected the bids and investigated alternative approaches
to the sidewalk work and construction detailing which would lower cost without
compromising the design.
Staff solicited informal bids from three contractors for the newly revised scope in
accordance with the City Charter and Municipal Code provisions. On March 26, 2014,
three bids were received:
Contractor Bid
Omega Construction Company, Inc. $42,000
Rick Hamm Construction, Inc. $40,957
Ramco General Engineering & Building Contractor ( Ramco) $33,000
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Bids were reviewed by Public Works staff and evaluated on understanding of the
project's scope, direct experience on similar projects, technical capabilities, cost of
services and the ability to meet the desired time frames. Based on the selection criteria,
Staff selected Ramco as the best bidder and entered into an agreement within budget
authority. Construction of the project began on April 14, 2014 with scheduled completion
by May 26, 2014.
Financial Impacts & Budget Actions
The contract awarded to Ramco is for an amount not to exceed $36,300 (includes a
10% contingency). To date, private donations to this project total $13,250, which staff
has deposited in the Cemetery Fund at account 37641.555010. Total costs of $36,300
have been charged to the Cemetery Fund, of which $23,050 was unreimbursed. The
following budget actions are required to reimburse the Cemetery Fund:
1. Appropriation of $23,050 to account 37641.555010.
2. Decrease of $23,050 from account 01201.577850,
3. Appropriation of budgets in the amount of $23,050 for transfers from the General
Fund (01695.579320) to the Cemetery Fund (37695.579320).
Staff will continue to raise funds and accept private donations. Any additional donated
funds would be applied to the project with remaining funds returned to General Fund.
Prepared by: Miriam Mulder, City Architect
Approved:
Forwarded to Council:
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Martin Pastucha Rod Gould
Director of Public Works City Manager
El
City Council Meeting: May 13, 2014
Agenda Item: 33 ®G
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Construction of the Woodlawn Cemetery Memorial Project
Executive Summary
This report is a supplemental to the staff report that was previously provided to the City
Council and amends the third paragraph of the Background section, located on page 2
of the staff report.
Background
During the February 12, 2013, Council meeting, a discussion took place regarding the
criteria for inclusion on the memorial walls. Council agreed that the criteria should
reflect the desire to honor all those from Santa Monica who died while in service during
a time of war or conflict. These criteria, which have been well received by the
community, are determined to be someone who:
a. was born in Santa Monica and died while in service during a time of war or
conflict, after Santa Monica was established as a City in 1875;
b. had a Santa Monica address when he or she died while in service during a time
of war or conflict; or
c. died while in service during a war or conflict and chose to be interred in Santa
Monica.
Prepared by: Miriam Mulder, City Architect
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
E