SR-06-24-2014-3DCity Council Meeting: June 24, 2014
Agenda Item: 5 —V
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Modification to Contract 9856 (CCS) to Replace Five Additional Map
Directories on the Third Street Promenade
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to contract 9856 (CCS) with AD /S Companies, a California -
based company, in an amount not to exceed $132,750 (includes 10% contingency) for
the fabrication and installation of five additional map directories on the Third Street
Promenade between Broadway and Wilshire Boulevard. This would result in an
amended contract with a new total amount not to exceed $229,561.
Executive Summary
Two replacement map directories and one way- finding pylon will be installed by AD /S
Companies at the north end of the Promenade near Wilshire Boulevard under contract
9856 (CCS) as part of a pilot project awarded by Council on January 14 2014 in the
amount of $96,811. Staff recommends a first change order to contract 9856 (CCS) with
AD /S Companies in the amount of $132,750 for a new not -to- exceed amount of
$229,561 for the installation of five additional map directories on the Third Street
Promenade (Promenade) between Broadway and Wilshire Boulevard. AD /S
Companies' cost proposal for the installation of five additional map directories in
conjunction with the pilot project represents a cost savings of about 5% from its original
price for each map directory.
Discussion
Existing map directories were installed when the Promenade was first constructed in
1989. Five of the original twelve map directories have been removed because of
structural deterioration due to corrosion. Of the remaining seven map directories, two
are being replaced by AD /S Companies at the north end of the Promenade near
Wilshire Boulevard under contract 9856 (CCS) as part of a pilot project awarded by
Council on January 14 2014 for $96,811. AD /S Companies is currently finalizing the
design and the installation of the two pilot map directories.
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Staff has determined that the five remaining map directories are also in need of
replacement due to deterioration. The work produced by AD /S Companies to date has
been satisfactory. Staff believes that this modification to replace the five remaining
deteriorated map directories would result in greater cost savings and expedited
construction schedule than if they were to be replaced separately.
The two pilot map directories were priced at $21,650 each in the AD /S's original
proposal. For this proposed modification, the new map directories would be priced at
$20,700 each, resulting in an approximately 5% cost savings. Staff recommends a first
modification to contract 9856 (CCS) with AD /S Companies in an amount not to exceed
$132,750 (includes 10% contingency) for the fabrication and installation of the five
remaining map directories on the Promenade between Broadway and Wilshire
Boulevard. This would result in an amended contract with a new total amount not to
exceed $229,561.
Construction Schedule
Staff is currently working with AD /S Companies, Downtown Santa Monica (DTSM) and
Suisman Urban Design to finalize the shop drawings and begin fabrication of the pilot
project components, which will be installed in September 2014, after the busy summer
season. The additional map directories would also be installed at that time.
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Financial Impacts & Budget Actions
The contract modification for the five new map cases is for an amount not to exceed
$132,750. Funds in the amount of $132,750 are available in the FY 2013 -14 Capital
Improvement Program budget in the following accounts:
Account No. Description Available Funds
0010834.589100 Bayside District Improvements
$32,750
0010834.589200 Bayside District Improvements $100,000
Total $132,750
Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
OD-
Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
Attachment: 1 — Map Directories on Third Street Promenade
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Reference:
Amended Contract No. 9856
(CCS)