SR 06-28-2016 3C
City Council
Report
City Council Meeting: June 28, 2016
Agenda Item: 3.C
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Architecture Services
Subject: Agreement Modification No. 5 for Fire Station 3 Seismic Retrofit Design
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a fifth modification to agreement #9771 (CCS) in the amount of $36,740 with
IDS Group Inc., a California-based company, for bidding assistance and construction
administration for the Fire Station 3 Seismic Retrofit project. This would result in a one-
year amended agreement with a new total amount not to exceed $129,090.
Executive Summary
The City is undertaking a seismic retrofit of Fire Station No. 3 because the existing
facility is not in compliance with current earthquake and structural codes as a State
Essential Services Building, defined by California Building Standards Codes. Staff
recommends that Council approve a fifth modification in an amount $36,740 to
professional services agreement #9771 (CCS) with IDS Group, Inc., to complete final
design services which include bidding assistance and construction administration for the
Fire Station No. 3 project for a total amount not to exceed $129,090. The modification is
the result of completing the final phase of the design services, which began in
November 2012. The service agreement was executed in phases to cope with the
uncertainty in funding.
Background
Fire Station No. 3 is a two-story, wood frame and stucco structure built in the early
to current seismic building standards. The fire station is located at 1302
19th Street and services the northern and central areas of the city. The seismic retrofit
is necessary to bring the station in compliance with current building codes and the State
Essential Services Building requirements.
In August 2012, the City solicited proposals from qualified consulting firms to provide
professional services for the structural evaluation and the design of seismic upgrades
for the station in two phases. The first phase is to assess the structural integrity of the
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existing facility and produce an analysis report. The second phase, based on the result
of the report and funding availability, is to hire a firm to engineer the seismic retrofit to
bring the facility in compliance with the current building codes. Per the Request for
Proposals (RFP), the project would be awarded to one firm whereby phase one would
be completed immediately. Award of phase two would be dependent upon funding
availability as the cost of phase two would be determined by the findings in phase one
report.
On November 14, 2012, the City entered into a professional services agreement with
IDS Group, Inc. to perform phase one of the project consisting of a structural evaluation
of the existing facility in the amount of $28,000. Phase one was completed on May 20,
2013. The study identified numerous irregularities and incomplete/deficient structural
elements in the building that would impair performance objectives for an essential
facility. Additionally, the study confirmed that these deficiencies can be corrected
though a seismic retrofit of the existing building.
On July 23, 2013 (Attachment A), Council authorized staff to enter into a modification of
the agreement with IDS Group, Inc. to perform phase two of the Fire Station No. 3
project to provide design and construction administration services with a contract
modification total of $64,350 and a total project not to exceed amount of $92,350.
Discussion
Consultant Selection
On August 29, 2012, the City published a Request for Proposal to provide professional
services for the structural evaluation and the design of seismic upgrades for Fire Station
No. 3 in two phases in accordance with City specifications. The request 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. 91 vendors
downloaded the bid. 10 proposals were received and publicly opened on September 20,
2012.
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, team member qualifications, references, and compliance with City
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specifications. Staff contacted references provided by IDS Group, Inc. for prior project
experience with the, the City of Orange, and the LA County Public Works Department.
All respondents reported that work was completed in a timely and cost-efficient manner
while maintaining consistent quality. The City of Santa Monica has also worked
previously with IDS Group on the Santa Monica Pier stair replacement and the work
was completed in a timely and cost efficient manner. Based on these criteria, IDS
Group, Inc., the lowest bidder, was recommended as the best bidder.
Next Steps
Fire Station No. 3 retrofit design has been approved by Building and Safety Division and
is slated for construction in fall 2016. Staff is requesting the additional budget to
complete the Final Phase Two recommended services which include bidding assistance
to select the contractor and construction administration support during the retrofit.
These services were left out of the original contract and subsequent contract
modifications because funding availability and project momentum were postponed for
an extended period.
Financial Impacts and Budget Actions
The agreement modification to be awarded to IDS Group, Inc. is $36,740, for an
amended agreement total not to exceed $129,090. Funds are available in the FY 2015-
16 Capital Improvement Program budget in account C019047.589000.
Prepared By:
David Wang, Architectural Associate
Approved Forwarded to Council
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Attachments:
A. July 23, 2013 Staff Report
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