SR-07-22-2014-3B - 417-007City Council Report
City of Santa mosica°
City Council Meeting: July 22, 2014
Agenda Item: 3—
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Contract and Construction Management Contract for
the Parking Structure 2, 4, and 5 Elevator Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2262 for the Parking Structure 2, 4, and 5 Elevator Project to Icon
West, Inc., a California -based company, in an amount not to exceed $5,230,544
(includes 10% contingency and additive alternate bid).
2. Authorize the City Manager to negotiate and execute a contract with Icon West,
Inc., a California -based company, in an amount not to exceed $5,230,544
(includes 10% contingency and additive alternate bid) for the Parking Structure 2,
4, and 5 Elevator Project.
3. Authorize the City Manager to negotiate and execute a professional services
agreement with Kitchell, a California -based company, in an amount not to exceed
$435,242 (includes 10% contingency) to provide construction management
services for the Parking Structure 2, 4, and 5 Elevator Project.
4. Authorize the Director of Public Works to issue any necessary change orders and
modifications to complete the work within budget authority.
Executive Summary
This project would replace existing elevators in Parking Structures 2, 4, and 5 with new
elevator machines and cabins. The new elevators would reduce maintenance costs,
enhance customer experience and bring the parking structure elevators into compliance
with all applicable seismic, ADA, and building code requirements.
In April 2014, the City solicited bids for the Parking Structure 2, 4, and 5 Elevator
Project. After reviewing two bids received, staff recommends Icon West, Inc. as the
best bidder for construction in an amount not to exceed $5,230,544. Additionally, staff
recommends Kitchell to provide construction management services in the amount of
$435,242.
1
Discussion
The elevators in Parking Structures 2, 4, and 5 were installed when the structures were
built in the 1960's. Each structure is served by three elevators. Although the existing
elevators receive periodic maintenance, due to the age and high volume of traffic the
elevators are frequently out of service, are costly to maintain and are not code
compliant.
This project would install new code compliant elevators and reduce maintenance costs
while improving customer experience. The scope of the project includes:
• Removal of existing elevator equipment
• Replacement of roofing at elevator shafts
• Provision of new elevator equipment and controls
• Provision of fire alarm system including plans and specifications for Fire
Department approval
• Upgrades to one elevator in each structure to provide gurney access
• Install a new HVAC system for existing elevator equipment rooms in addition to
all accessibility, and life and safety upgrades as required by current code.
Contractor Selection:
On April 17, 2014, the City published Bid #SP2262 to replace the existing elevators in
downtown Parking Structures 2, 4, and 5. The bid was posted on the City's online
bidding website and notices were advertised in the Santa Monica Daily Press in
accordance with the City Charter and Municipal Code provisions. Forty -nine vendors
downloaded the Notice Inviting Bids and four prospective bidders attended a mandatory
pre -bid job walk. Two bids were received and publicly opened on May 22, 2014. The
bid results are as follows:
Bidder
Icon West, Inc.
Fast Track Construction Co.
Base Bid Additive Alternate Bid
$4,497,440 $257,600
$7,588,500 $206,200
2
Total Bid Amount
$4,755,040
$7,794,700
The additive alternate is based on unit prices for any unforeseen conditions that may
arise including: masonry, stud and stucco repair, conduit replacement if necessary, and
the provision of emergency battery packs for the elevators. Staff estimated the additive
alternate bid costs based on submitted unit prices and potential site conditions.
The bids were evaluated based on price, experience, qualifications and references.
Based on these criteria, Icon West is recommended as the best bidder. Staff contacted
references provided by Icon West for prior project experience for the UCLA Dykstra Hall
Repair and Renovation and UCLA Hitch Suites Building Complex projects. All
respondents reported that work was completed in a timely and cost - efficient manner
while maintaining consistent quality. Staff also verified with the Contractors State
License Board to ensure that Icon West's license is current, active, and in good
standing.
Construction Management Selection
On April 21 2014, the City issued a Request for Proposals (RFP) for construction
management services for the replacement of the elevators at Parking Structures 2, 4,
and 5. The RFP was posted on the City's online bidding website. Twelve proposals
were received and evaluated by Public Works staff on the following criteria: technical
competence, staffing capability, project approach, past performance, dispute resolution,
quality control, cost control, management services, customer service and the ability to
meet required time frames. The top three firms were invited to interview with Public
Works staff on June 12, 2014.
Based on the above criteria, Kitchell is recommended as the best bidder to provide
construction management services based on their competitive prices and their direct
experience working on similar projects for the City of Santa Monica. Staff contacted
reference agencies and all respondents reported that Kitchell provided exceptional
construction management services. Since the RFP was originally posted, City staff has
determined that the initial timeframe of 14 months to complete this construction project
may be inadequate. Staff therefore added an additional four months of construction
management services onto the proposed pricing at the hourly rates provided. This
3
adjustment raised the price from the originally proposed amount of $309,302 to current
proposed amount of $395,674.
Construction Schedule
Construction work is tentatively scheduled to begin in September 2014 for a period of
approximately 470 working days, in order to sequence the construction so that at
minimum one elevator is always available in each structure.
Financial Impacts & Budget Actions
The contract to be awarded to Icon West is for an amount not to exceed $5,230,544
(includes a 10% contingency and additive alternate bid). The agreement to be awarded
to Kitchell is for an amount not to exceed $435,242 (includes a 10% contingency) for a
total project cost not to exceed $5,665,786. Funds in the amount of $5,665,786 are
available in FY 2014 -15 Capital Improvement Program budget in account
0014079.589000.
Prepared by: Danny Welch, Project Manager
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
G!
S
Z
L
3
i.�
pm
T
a
N
N
O
N
L
v
N
LL
Av
�x $
6 r
lu
� wr.
Ad
snv
I xvem` w
I
W118
Y6
P
Q
b
en
tt'
AY ' ®ae•.a
>nY
E
°
IBO
i
A
e
j
MlY
Ln
i
3
nr
i
n
i
�
1
�
�
1
S ♦
a
o�
c
8
y
a
Attachment 2
After Hours Permit Details for Annual Paving & Sidewalk Repair Project
Street paving on 2nd Street between Colorado Avenue and Wilshire Boulevard in the downtown and
Ocean Avenue between Seaside Terrace and Pico Boulevard.
To mitigate impacts to business, and to maintain daytime access to parking structures and
driveways, paving on 2nd Street will be performed after hours, Monday through Thursday
between 9pm and 7am, for duration of approximately 4 days. An after -hours construction
permit would be obtained by the contractor contingent on satisfying notification requirements
per Santa Monica Municipal Code 4.12.110. Cold- milling and removal of existing asphalt across
the full width of the street is to occur during daytime normal working hours.
Paving of westbound 1 -10 Freeway Lincoln Boulevard off -ramp, including the intersection of Lincoln
Boulevard and Olympic Drive, and westbound 1 -10 Freeway 4th & 5th Street off - ramps.
All paving at freeway off -ramps will be performed Monday through Thursday between the hours
of 11pm and 6am. An after -hours construction permit would be obtained by the contractor
contingent on satisfying notification requirements per Santa Monica Municipal Code 4.12.110.
Pavement reconstruction on Moomat Ahiko Way
Roadway closure and construction activities for Moomat Ahiko Way would be performed
Monday through Friday between 7am and 8pm and on Saturdays and Sundays between gam to
7pm, for the duration of the project. Recommended working hours and weekend work hours
are necessary to ensure the timely completion of the project. An after -hours construction
permit would be obtained by the contractor contingent on satisfying notification requirements
per Santa Monica Municipal Code 4.12.110.
Reference:
Contract No. 9936
(CCS)
E'?1
Agreement No. 9937
(CCS)