SR-09-08-2015-3E
City Council
Report
City Council Regular Meeting: September 8, 2015
Agenda Item: 3.E
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To: Mayor and City Council
From: Miriam Mulder, City Architect, Public Works, Architecture Services
Subject: Santa Monica Swim Center Pool Deck Replacement
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2316 to California Commercial Pools Inc., a California based
company, for the Santa Monica Swim Center Pool Deck Replacement Project;
2. Authorize the City Manager to negotiate and execute a contract with California
Commercial Pools Inc., in an amount not to exceed $1,310,300 (including
contingency);
3. Authorize the budget changes as outlined in the Financial Impacts & Budget
Actions section of this report.
Executive Summary
This project would remove and replace the failing concrete pool decks, the inefficient
and corroded underwater light fixtures and housings, and replace the pool plaster and
tile work. Additionally, new hose bibs would be installed per Los Angeles County
Department of Public Health requirements and the facility would be updated to meet
current accessibility code requirements. In July 2015, the City published a Notice
Inviting Bids for construction services for the repair and replacement of facilities at the
Swim Center. After reviewing the three bids received, staff recommends California
Commercial Pools Inc. for the construction of the Swim Center pool deck replacement in
an amount not to exceed $1,310,300.
Background
The Santa Monica Swim Center has been owned and operated by the City since its
construction in 2002. The original concrete decks and underwater pool lights have had
problems over the years and have substantially deteriorated. Full replacement of both is
recommended.
Discussion
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Due to a poor quality concrete mix the splash and fitness pools’ original concrete decks
have seen accelerated deterioration which cannot be repaired, thus a full replacement
of the pool decks is needed. In addition, the existing halogen pool light sockets have
corroded and the light housings are obsolete and also require replacement. This project
would also replace the light fixtures with high efficiency L.E.D fixtures, which will save
money in both energy consumption and ongoing bulb replacement and maintenance .
During the design phase of this project it was determined that the replacement of the
light housing would cause significant damage to the pools’ plaster lining. It was also
determined that the tile throughout the pool required replacement, therefore full
replacement of the plaster and tile is planned. Additionally, new hose bibs would be
installed per Los Angeles County Department of Public Health requirements and the
facility must be updated to meet current accessibility code requirements.
Contractor Selection
On May 14, 2015, the City published Notices Inviting Statements of Qualifications to
provide construction services as required by the City's Public Works/Architectural
Services Division responsible for project management in accordance with City
specifications. The Request for Qualifications was posted on the City's on-line bidding
site. A total of 82 vendors were notified and 23 vendors downloaded the request for
qualifications documents. One Statement of Qualifications was received and publicly
opened on June 4, 2015. The sole Statement of Qualifications was submitted by
California Commercial Pools Inc. The Statement of Qualifications was evaluated based
on the criteria in SMMC 2.24.072, including previous experience, capacity and skill,
ability to deliver, quality of product, and compliance with City specifications and scope of
work. Procurement conducted additional outreach to vendors who downloaded the bid
to see why they did not submit a bid. The consensus response was that the non-
submitting bidders did not meet the minimum qualifications. To ensure the broadest
possible response, the statement of qualification process was discontinued and the
project was published for open bid.
On July 22, 2015, the City published Notices Inviting Bids to furnish and provide
construction services for the repair and replacement of facilities at the Swim Center as
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required in accordance with City specifications. 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 1,276 vendors
were notified and 38 vendors downloaded the bid. Three bids were received and
publicly opened on August 10, 2015:
Bidder Amount
American Construction Engineers $1,157,249
California Commercial Pools Inc. $1,213,000
Condor Inc. $1,376,000
The bids were evaluated based on the criteria in SMMC 2.24.072, including price,
previous experience, ability to deliver, quality of product, and compliance with City
specifications. The lowest bidder, American Construction Engineers, did not meet the
minimum qualifications prescribed by the bid documents for the requisite number of
projects completed of similar size and scope in addition to lack of commercial pool
construction experience requirements. California Commercial Pools Inc., the second
lowest bidder, demonstrated the experience and qualifications required for this project.
Based on these criteria, California Commercial Pools Inc. of Glendora, CA is
recommended as the best bidder for the construction of the Swim Center pool deck
replacement in accordance with City specifications.
The original estimated budget for this project in the amount of $953,000 was allocated
by Council on June 24, 2014 (attachment A). The original scope did not include
replacement of the pools plaster and tile work. During the design phase of this project it
was determined that the replacement of the light housing would cause significant
damage to the pools’ plaster lining. It was also determined that the tile throughout
required replacement, due to problems with the grout a nd therefore full replacement of
the plaster and tile was added to the project scope. Additionally, the Division of the
State Architect required the Swim Center facility to undergo a full accessibility code
review and mandated that the entire facility be updated to meet 2013 accessibility code
requirements. These costs were not anticipated in the original budget. On June 23,
2015 (attachment B), Council appropriated an additional $400,000 for this scope,
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bringing the project budget to $1,353,000. Finally, all bid results had higher costs for
demolition than anticipated. Procurement conducted additional outreach to bidders to
determine the reason for the higher cost. The consensus response was that the unique
site conditions limiting access to the existing pool decks meant demolition would need
to be done entirely with small machinery and in some situations by hand. The site
specific access limitations have significant time and cost implications. Additionally, the
limited number of approved disposal facilities decreased competitive pricing and
increased cost.
Financial Impacts and Budget Actions
The contract to be awarded to California Commercial Pools Inc. is for an amount not to
exceed $1,310,300 (including contingency). After expending funds on design and an
accessibility survey and report for the project, remaining f unds in the amount of
$1,281,064 are available in the FY 2015-16 Capital Improvement Program budget in
account M014078.589000. Award of the contract and project completion would require
an appropriation in the amount of $155,937 to account M014078.589000, to fully fund
the contract and to cover $126,701 in costs for permit fees, Inspectors of Record,
Deputy Inspection, materials testing, and maintenance costs for boiler repairs and light
fixture replacement. The funding is available in realized General Fund project savings
from the FY 2014-15 Capital Improvement Program budget.
Prepared By: Danny Welch, Architectural Associate
Approved
Forwarded to Council
Attachments:
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A. January 24, 2014 Staff Report (web link)
B. June 23, 2015 Staff Report (web link)
Reference:
Contract No. 10186
(CCS)