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SR-06-09-2015-3CID City Council Report :ianda Monica` City Council Regular Meeting: June 9, 2015 Agenda Item: C To: Mayor and City Council From: Susan Cline, Interim Director of Public Works Subject: Award Contract for Santa Monica Pier South Stairs Upgrade Project Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2352 to RSB Group, Inc., a California -based company, for the construction services of the Santa Monica Pier South Stairs Upgrade Project; 2. Authorize the City Manager to negotiate and execute a contract with RSB Group, Inc., in an amount not to exceed $526,900 (including a 10% contingency); 3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority. Executive Summary The Pier South Stairs Upgrade project (Project) would construct new wooden stairs west of the existing south side pier stairway, and reconstruct and widen the existing stairway to increase the emergency exiting capacity of the Pier. Current emergency exiting capacity has been deemed inadequate for the daily visitors and events that are regularly held at the Santa Monica Pier (Pier). The City received permit approval from the California Department of Parks and Recreation in August 2014 and from the California Coastal Commission in February 2015. Staff recommends RSB Group, Inc. to construct the Pier South Stairs Upgrade project in the amount of $526,900. An after -hours construction permit would be obtained for the duration of the project to allow contractor operations between the hours of 5 a.m. and 6 p.m. Monday thru Friday and 5 a.m. thru 10 a.m. on Saturday. Construction work would begin mid - September 2015 for a period of approximately four months. The anticipated completion date would be January 2016. Discussion The Pier is an iconic destination where traditional, cultural, athletic and educational events are programmed and held year round. Pier events such as Twilight Concert i[.5illA. Series, Front Porch Cinema, Educational S.T.E.A.M. and many others are organized on the south -east portion of the Pier deck with the general public attending in the thousands. One existing narrow timber stairway at the south side of the Pier serves as the primary access and emergency exit for daily visitors as well as for the Pier events. Figure 1 - Existing Condition Santa Monica Fire and Police Department staff has expressed concerns about the limited capacity of the narrow stairway, emphasizing its inadequacy for the large volume of people that need to exit the pier in the case of an emergency. The current stairway is the only emergency exit at the south side not only during events but also for the businesses serving the public on the Pier such as Pacific Park and the Carousel . . The proposed project includes the reconstruction and widening of the existing deteriorated south side pier stairway and the construction of a new additional wooden stairway west of the existing stairway. The proposed project would increase the current emergency exit capacity at south of the Pier fourfold. 2of6 Figure 2 - Layout of Proposed Improvements The new stairways would be timber structures and look similar to the existing stairways with wider pathways. Existing pathways are 5 -feet wide and the new stairs will be 10- feet wide. Figure 3 - Construction Detail of the New Stairs Construction hours would be between 5 a.m. and 6 p.m. Monday thru Friday and 5 a.m. to 10 a.m. on Saturdays, for the duration of the project. An after -hours construction permit would be obtained by the contractor for the work contingent on satisfying notification requirements per Santa Monica Municipal Code 4.12.110. 3 of 6 Contractor Selection On March 18, 2015, the City published Bid #SP2352 for the Santa Monica Pier South Stairs Upgrade project as required by the Civil Engineering Division in accordance with the City scope of work. The bid was posted on the City's on -line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. A total of 1,859 vendors were notified, 24 downloaded the bid, and 13 bids were received and publicly opened on April 9, 2015. Bids results are as follows: Bidder City /State Bid Amount RSB Group, Inc. Lake Forest, CA $ 479,000 Carbon Activated Corporation Compton, CA $ 489,500 AVA Builders, Inc. N. Hollywood, CA $ 549,000 Associated Pacific Constructors, Inc. Morro Bay, CA $ 641,000 Concept Consultant, Inc. Los Angeles, CA $ 649,980 John S. Meek Company, Inc. Gardena, CA $ 748,800 Mallcraft, Inc. Altadena, CA $ 983,000 Ruiz Brothers Construction Co. Inc. & Fast- $ 1,152,000 Track Construction Corp. Culver City, CA Engineer's Estimate $ 495,000 Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, capacity and skill, ability to deliver and provide future maintenance or service, and compliance with City scope of work. RSB Group, Inc. has completed successful projects for Caltrans, such as slope repairs, roundabout construction, and roadway construction at various locations in and out of Los Angeles County. Also, RSB Group, Inc. installed the second floor addition to the pier harbor master office in Avalon, CA and reconstructed the main beach boardwalk in Laguna Beach. Staff contacted references listed in the bid package and all respondents reported that work performed by RSB Group, Inc. was completed within the project requirements. Staff also verified 4of6 with the Contractors State License Board that RSB Group, Inc. and its subcontractors' licenses are current, active, and in good standing. Based on these criteria, RSB Group, Inc., the lowest bidder, is recommended as the best bidder for the construction of the Santa Monica Pier South Stairs Upgrade project in accordance with City scope of work. Construction Management and Public Outreach Construction management and public outreach for this project would be provided by City staff. Construction management would include inspecting the contractor's work during construction, verifying and documenting field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activities, attending contractor's safety meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction. Construction management staff would coordinate with the businesses at the Pier, the Santa Monica Pier Corporation, and with other activities on the Pier on a daily basis. Public outreach would include notifications on the scope of the project, periodic updates at the Pier Board and Pier Lessees meetings, as well as weekly updates on the City's "Know Before You Go" (aka KBUG) website and in the Santa Monica Daily Press. For work requiring temporary closures or detours, highly visible signs would be placed to notify the travelling public. Updates regarding the project would be provided on the City's "Be Excited Be Prepared" website and various social media channels. Properties impacted by the project would receive the construction notice two week before the start of construction. The notices would be prepared and distributed by Public Works staff. Construction Schedule 5 of 6 Material procurement is anticipated to start in July 2015. Construction work would tentatively be scheduled to begin in mid - September 2015, after the summer concerts on the Pier, for a period of approximately four months. The anticipated completion date would be in January 2016. During the construction, approximately ten parking spaces will not be available. The construction will be phased to keep one set of stairway available for public use at all times. Financial Impacts and Budget Actions The contract to be awarded to RSB Group, Inc., for the Pier South Stairs Upgrades Project is for an amount not to exceed $526,900 (including a 10% contingency). Funds in the amount of $510,000 are included in the proposed FY 2015 -16 Capital Improvement Program budget in account C309082.589000. Funds in the amount of $16,900 are available in the FY 2014 -15 Capital Improvement Program budget in account M304006.589000. Prepared By: Selim Eren, Civil Engineer Approved Forwarded to Council Susan Cline, Interim Director of FRIBBt` WT3 Elaine M Polachek, Interim City M&rY 9605 6of6 Reference: Contract No. 10069 (CCS)