SR 09-13-2016 3B
Ci ty Council
Report
City Council Meeting : September 13, 2016
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Architecture Services
Subject: 1342 5th Street Parking Lot Construction Contract
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2235 and 2363 to All American As phalt Corporation, a California -
based company, for the 1342 5th Street P arking L ot I mprovements P roject;
2. Authorize the City Manager to negotiate and execute a co ntract with All American
Asphalt Corporation, in an amount n ot to exceed $601,700 (includes a 10%
contingency); and
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The 1342 5th Street Parking Lot Improvements Project would improve th ree contiguous
land parcels on 5th Street . P arcels 1 and 2 are being p repared according to an in -
progress land exchange for the Fire Station No. 1 Project, and would be used as public
parking until the property exchange is completed. Parcel 3 would be used for the
insta llation of a temporary trailer by the Parking Operations Division and would have
nine public parking spaces . The temporary trailer would be used for public counters and
staff offices by staff located in Parking Structure #5, in preparation for the Transit and
Parking Services (TAPS) Project. Staff recommends All American Asphalt Corporation
as the best bidder for the 1342 5th Street Parking Lot Improvements Project in an
amount not to exceed $601,700 .
Background
This project will facilitate two important capital projects being undertaken: to replace the
current Downtown fire station; and to upgrade the dreary façade and facilities on the
first floor of Parking Structure #5 on 4 th Street. The Fire Station No. 1 Project will be
constructed on 7th Street on a property identified as the most suitable location, and for
which real estate negotiations are underway. The e xisting Fire Station No. 1 was built in
1955 and the facility has surpassed its expected useful life span. The City is in
negotiations for a pro perty exchange with the private owner of the 7 th S treet property for
the City -owned 5th Street property . Under separate contract, set to begin in September
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2016, the City is demolishing the exist ing Carlson Appliance Building. The construction
of 1342 5th Street Parking Lot Improvements will take place after the demolition of
Carlson’s to turn that property into a temporary public parking lot. The Transit and
Parking Services (TAPS) Project will construct offices for the City’s Big Blue Bus and
Parking Oper ations staff , public restrooms and retail space at Parking Structure #5.
P ublic counter services provided by TAPS staff cannot stop during construction in
Parking Structure #5; therefore, staff would be relocated to a temporary trailer located at
the 1342 5th Street parking lot until the TAPS Project estimated completion date of Late
2017 . To prepare for the installation of a temporary trailer on -site, utility construction is
required.
Discussion
Construction of the 1342 5 th S treet P arking L ot Improvement s includ e installation of site
utilities necessary to move forward two separate City projects : Fire Station No. 1 ; and
the TAPS Project in Parking Structure #5 . Both projects are finalizing design and are
preparing for the bidding of construction services, with estimated construction start
dates of December 2017 for Fire Station No. 1 and February 2017 for TAPS . B oth
projects have been approved by the Planning Commission and the Architectural Review
Board. The two component s of the 1342 5th Street Parking L ot Improvements Project
w ere bid together to minimize disruption to the public and to attract a greater number of
bidders.
The schematic design and original project cost estimate for the 1342 5 th Street Parking
Lot were based on development requirements u tilizing a Temporary Use Permit (TUP).
It was decided later on in project review by Planning and Community Development staff
that the project per City codes met the requirements for a Conditional Use Permit
(CUP). The additional requirements of a CUP devel opment (landscaping, irrigation,
lighting, storm water runoff mitigation, EV charging stations, bike parking) increased the
construction cost by roughly $110,000. Staff recommends transferring $110,670 in
budget savings from the Citywide Tenant Improvement budget to cover the additional
cost of the parking lot construction.
Contractor Selection
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On June 30, 2016, the City published Notices Inviting Bids to provide construction
services for the 1342 5th Street Parking Lot Improvements Project in accordance with
City specifications. The bid was posted on the City's on -line bidding site, and notices
were adve rtised in the Santa Monica Dail y Press in accordance with City Charter and
Municipal Code provisions. Seventy vendors downloaded the bid. Eight bids were
received and publicly opened on August 1, 2016 . Bids included:
Contractor Amount
Golden Sun Firm & Co., Inc. $345,000
Custom Design Construction $398,000
All American Asphalt Corporation $547,000
Minako America Corporation $577,000
Sully -Mi ller Contracting Company $585,200
Concept Consultant, Inc. $606,776
Line Tech Contractors $637,000
Palp, Inc. DBA Excel Paving Company $721,000
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, abil ity to deliver, quality of product, and compl iance with City specifications.
All American Asphalt Corporation offered the best verifiable experience for the
construction of asphalt parking lots, for major utility connections and for the landscaping
service s in a busy downtown/urban area. Staff contacted references provided by All
American Asphalt Corporation and verified information provided in the vendor’s bid
package. Golden Sun Firm & Co., Inc. was nonresponsive due to lacking references
and Custom Desig n Construction withdrew its bid. Based on these criteria, All American
Asphalt Corporation is recommended as the best bidder.
Financial Impacts and Budget Actions
The contract to be awarded to All American Asphalt Corporation is for an amount not to
exce ed $601,700 (includes 10% contingency). Funds are available in FY 2016 -17
Capital Improvement Program budget. Award of the contract requires a budget transfer
of $110,670 from account C010162.589000 to account C019115.589000. The contract
will be charged to the following accounts:
C010162.5890 19 $ 56,850
C040162.589000 $ 90,000
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C019115.589000 $ 454,850
TOTAL $ 601,700
Prepared By: Alex Parry, Senior Architect
Approved
Forwarded to Council
Reference:
Contract No. 10358
(CCS)