Loading...
SR-09-08-2015-3P City Council Report City Council Regular Meeting: September 8, 2015 Agenda Item: 3.P 1 of 5 To: Mayor and City Council From: Martin Pastucha, Director, Public Works, Civil Engineering Subject: Award Construction Contract for Pier Vehicle Barrier Project Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2387 to John S. Meek Company, Inc., a California-based company, for construction services for the Pier Vehicle Barrier Project; 2. Authorize the City Manager to negotiate and execute a contract with John S. Meek Company, Inc. in an amount not to exceed $258,000 (including 10% contingency); 3. Authorize the budget changes as outlined in the Financial Impacts & Budget Actions section of this report; 4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority. Executive Summary The Pier Vehicle Barrier Project (project) would construct a new vehicle bollard system and the structure to support the system at the start of pedestrian path on the pier deck. The new retractable barrier would stop passenger vehicles from entering the main pedestrian area of the Santa Monica Municipal Pier (Pier). The retractable barrier will allow limited entry of delivery and service vehicles on the Municipal Pier. A vehicle barrier at this location is necessary based on assessments by the Fire and Police Departments to improve pedestrian safety on the Pier. Staff recommends John S. Meek Company, Inc. to construct the project in the amount of $258,000. Construction work would begin in January 2016 for a period of approximately four weeks. The 2 of 5 anticipated completion date would be in March 2016. Discussion The Fire and Police Departments and Office of Pier Management jointly requested an engineered solution for a new vehicle barrier to protect against the accidental entry of vehicles into the pedestrian area on the Pier. Staff has received supportive feedback from the Pier Board for the project. The Public Works/Civil Engineering Division coordinated with the Harbor Patrol, Fire and Police Departments as well as the Office of Pier Management. The design offers a retractable bollard system to minimize operational impacts. The retractable barrier would be key operated by Pier staff to allow limited entry for certain vehicles such as delivery and service vehicles and installed as identified in the image below. Contractor Selection On July 31, 2015, the City published Bid #SP2387 for the Pier Vehicle barrier project as required by the Public Works/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 1,024 vendors were notified, 32 downloaded the bid, and three bids were received and publicly opened on August 17, 2015. Bid results are as follows: Bidder Bid Amount 3 of 5 Ramco General Engineering Contractor $ 183,000 (non-responsive bidder) John S. Meek Company, Inc. $ 234,300 Associated Pacific $ 259,000 Engineer’s Estimate $ 215,000 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. During the bid evaluation process, Ramco General Engineering Contractor (Ramco) indicated that their bid submittal was based on a non-approved substitute product for the vehicle barrier that would require additional engineering. Ramco’s bid package did not include a substitution request form as required by the bid documents and was consequently determined to be non- responsive. Staff evaluated the second lowest bid submittal and determined John S. Meek Company as a responsive bidder. John S. Meek Company, Inc.’s successful completion of structural upgrade and pier construction projects on similar timber piers in the Cities of Ventura, Avalon/Catalina Island, and Santa Monica exhibit the experience, capacity, skill, and ability required to deliver this project. Staff contacted references listed in the bid package and all respondents reported that work performed by John S. Meek Company, Inc. was completed within the project requirements. Staff also verified with the Contractors State License Board that John S. Meek Company, Inc. and its subcontractors’ licenses are current, active, and in good standing. Based on these criteria, John S. Meek Company, Inc., the lowest responsive bidder, is recommended as the best bidder for the construction of the Pier Vehicle barrier 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 4 of 5 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 tenant meetings, as well as weekly updates on the City’s “Know Before You Go” (aka KBUG) website and in the Santa Monica Daily Press. Updates regarding the project would be provided on the City’s “Be Excited Be Prepared” website and various social media channels. Properties directly impacted by the project would receive the construction notice two weeks before the start of construction. The notices would be prepared and distributed by Public Works staff. Construction Schedule Material procurement is anticipated to start in October 2015. Construction work would tentatively be scheduled to begin in January 2016, for a period of approximately four weeks. The anticipated completion date would be in March 2016. Financial Impacts and Budget Actions The contract to be awarded to John S. Meek Company, Inc. for the Pier Vehicle Barrier Project is for an amount not to exceed $258,000 (including a 10% contingency). Funds in the amount of $108,000 are available in the FY 2015 -16 Capital Improvement Program budget in account C309106.589000. Award of the contract requires a budget transfer from account C309103.58900 (Pier Switchgear Project) in the amount of $150,000 to account C309106.589000. Based on engineering estimates there is still adequate funding in the Pier Switchgear Project to cover the cost of that project. Prepared By: Selim Eren, Civil Engineer 5 of 5 Approved Forwarded to Council Attachments: