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SR-09-08-2015-3E City Council Report City Council Regular Meeting: September 8, 2015 Agenda Item: 3.E 1 of 5 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 2 of 5 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 3 of 5 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, 4 of 5 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: 5 of 5 A. January 24, 2014 Staff Report (web link) B. June 23, 2015 Staff Report (web link) Reference: Contract No. 10186 (CCS)