SR-07-14-2015-3QID
City of
® ®® Santa monica®
To: Mayor and City Council
City Council Regular Meeting: July 14, 2015
Agenda Item: 3-0
From: Martin Pastucha, Director, Public Works, Architecture Services
Subject: Fairview Branch Library Renovations
Staff recommends that the City Council:
1. Award Bid SP2263 to JR Universal Construction, Inc., a California -based
company, for the Fairview Branch Library Renovation project.
2. Authorize the City Manager to negotiate and execute a contract with JR
Universal Construction, Inc. in an amount not to exceed $907,975 (including a
10% contingency).
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
This project improves and upgrades kitchen and staff areas, plumbing and electrical
systems and replaces the heating, ventilating and air - conditioning (HVAC) components
at Fairview Branch Library. On April 11, 2015, the City solicited bids for construction
services associated with the improvements. Four bids were received and opened on
June 1, 2015. Staff recommends JR Universal Construction, Inc., as the best bidder for
the Fairview Branch Library Remodel project at a cost not to exceed $907,975.
Background
Fairview Branch Library was built in 1958. The structure has undergone a number of
additions and is in need of improvements, upgrades and replacement of existing
mechanical, electrical and plumbing systems.
Discussion
The reception, kitchen, office and staff break areas at Fairview Library are inefficient.
1 of 4
Additionally, plumbing and light fixtures, electrical panels and the HVAC system are in
need of replacement. This project would reconfigure the reception, office, kitchen and
staff break areas to provide separate public and staff kitchenettes, two staff offices, a
staff break room and an upgraded and reduced size receptionist area. Three single
pane window units, numerous plumbing and light fixtures, electrical panels and the
HVAC system would be replaced to increase energy and operational efficiency and
improved comfort for library patrons and staff.
Contractor Selection
On April 11, 2015, the City published a Notice Inviting Bids on the City's online bid
website. The notice was also advertised in the Santa Monica Daily Press in accordance
with the City Charter and Municipal Code provisions. Thirty -two vendors downloaded
the bid documents and twenty -nine prospective bidders attended a mandatory pre -bid
job walk held May 12, 2015. Four bids were received and publicly opened on June 1,
2015.
The bid results are as follows:
Base Bid Total Bid Amount
JR Universal Construction, Inc. $799,432.00 $825,432.00
Future DB International, Inc. $895,657.62 $921,657.62
Ian Thomas Group $995,000.00 $1,021,000.00
Upon review of the original bids, a typographical error contained in the electrical light
fixture schedule was discovered and resulted in an addition of $26,000 to each base
bid. Additionally, the bid from Graph Company did not include line item costs as
requested on the bid form and was determined to be non - responsive. The remaining
bids were evaluated based on price, experience, qualifications and references. Based
on these criteria, JR Universal Construction, Inc. is recommended as the best bidder for
construction services. Staff contacted references provided by JR Universal
Construction, Inc., for prior project experience at the Mission Viejo Fitness Center,
2 of 4
Allergan headquarters in Irvine and Newport Beach Tower Jazz Semiconductor facility.
All respondents reported that work was completed in a timely and cost - efficient manner
while maintaining consistent quality. Staff confirmed that JR Universal Construction, Inc.
and their twelve designated subcontractors are registered with the Department of
Industrial Relations. Staff also verified with the Contractors State License Board to
ensure that the licenses of JR Universal Construction, Inc. and their designated
subcontractors are current, active, and in good standing.
Construction Schedule
Construction work is tentatively scheduled to begin in August 2015 and is anticipated to
last approximately 180 days. The library will be closed during the construction period.
3 of 4
Financial Impacts and Budget Actions
The contract to be awarded to JR Universal Construction, Inc. is for an amount not to
exceed $907,975 (Includes a 10% contingency). Funds in the amount of $657,975 are
available in the FY 2015 -16 Capital Improvement Program budget in accounts
C019107.589000 ($161,500) and M010085.589000 ($496,475). Funds in the amount of
$250,000 are available in the Library Department expenditure control budget in account
5010410.589000. Award of the contract requires the following FY 2015 -16 budget
changes:
® Appropriate $250,000 to account 0019107.589000 (Fairview Library
Renovation).
® Decrease budget at account S010410.589000 in the amount of $250,000.
The contract will be charged to the following accounts:
C019107.589000 $411,500
M010085.589000 $496,475
TOTAL $907,975
Prepared By: Voneelya Simmons, Project Manager
Approved Forwarded to Council
U--Nk-
Martin Pastucha, Director 7/1/2015
Elaine M Polachek, Asst. City Manager 7/6/2015
4 of 4
Reference:
Contract No. 10100
(CCS)