SR 01-10-2017 3G
Ci ty Council
Report
City Council Meeting : January 10, 2017
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Architecture Services
Subject: Construction Services for the Fire Training Center Lot Improvements
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP 2401 to West Valley Investment Group , a California -based
company , for construction services of the Fire Training Center Lot Improvements
project ;
2. Authorize the City Manager to negotiate and execute a contract with West Valley
Investment Group , in an amount not to exce ed $399,630 (including 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 Fire Depa rtment operates a training yard, including a t raining center trailer, located
at the City Yards. T he new facility location called for in the City Yards Master Plan
requires various site improvements and utility relocations in order to meet current
building standards. Staff recommends executing a contr act with West Valley Investment
Group for construction services of the Fire Training Center Lot Improvements project in
an amount not to exceed $399,630.
Background
On December 14, 2015, the City executed professional service s agreement #3094 with
IDS C ivil Engineers to design the Fire Department Training Center utility connections
and site improvements for a not to exceed amount of $37,600 .
O n February 23, 2016 (Attachment A), Council authorized Atlas Performance Industries,
Inc. to design, manufactur e and install two singular and one triple -wide modular
buildings and provide a metal deck and ADA ramp to access the buildings within the
City Yards Fire Department Training Yard for a not to exceed amount of $694,857 .
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On July 12, 2016 (Attachment B), Co uncil reviewed and approved the feasibility
analysis, concept design and the Phasing Package “A” financial option for the City
Yards Modernization project . The City Yards Master Plan lays out a reconfigured F ire
Department T raining Y ard area and a new loca tion for the F ire Department T raining
C enter facility.
Discussion
In early 2014, the Fire Department identified the need to replace the aging training
center housed in the City Yards . The facility is comprised of temporary trailers that have
been in serv ice for over 30 years , and are used on a daily basis to train Santa Monica
and other local municipality’s fire fighters.
T he lot where the existing training center is situated was deemed unsuitable as a long -
term solution for the new facility due to its proximity and the effects of being located
over a landfill . Over time the soils have settled unevenly and have caused problems at
the existing training center which required costly repairs. As part of the City Yards
Master Plan, the site for the training c enter trailers were moved to a new location in a
reconfigured fire training yard area. In the master plan, this work is identified as phase
0, or work that must be completed prior to the start of construction on the larger project.
Design of the first phas e of the City Yards Modernization is anticipated to commence in
the beginning of 2017, with construction anticipated to be completed in 2021.
Staff reviewed various options for the new training center site and determined the lot
currently occupied by the no longer functioning trash transfer pit and its adjacent lot as
the best alternative for the new City Yards Fire Department T raining C enter . This area
has an existing eight -inch thick concrete slab, which would provide sufficient foundation
support and ne gates the need for expensive foundation repair to occur. Another
advantage to relocating the new training center at this area is that the majority of
construction would occur outside of the existing Fire Department training yard and
would not interfere wit h current fire training and academy schedules during construction .
I mprovements to two areas are required in order to prepare for the installation of the
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new modular buildings. First, a cement -block wall would be demolished to allow direct
access from th e t raining y ard side in to the new training center. The trash transfer pit
would need to be demolished, backfilled and new pavement installed for use by the Fire
Department’s ladder truck that would station next to the training center. Utilities such as
wat er, sewer, gas and electrical would need to be installed. Second, the service
vehicles currently parked in the lot w ould be relocated to the former Flap Happy site at
233 0 Michigan Avenue, which would require a new gate and restriping for the modified
park ing layout.
Vendor Selection
On October 11, 2016, the City published Notices Inviting Bids to furnish and provide
construction services in accordance with City specifications. The bid was posted on t he
City’s on -line bidding site, and notices were advert ised in the Santa Monica Daily Press
in accordance with City Charter and Municipal Code provisions. 1 ,207 vendors were
notified, 41 vendors downloaded the bid. T he first non -mandatory job walk was held on
October 17 , 2016, and a second job walk took place on November 10, 2016. Eight bids
were received and publicly opened on November 16 , 2016 . Bid submissions are listed
as follows:
Vendor Base Bid Add Alternate Bid Amount
Caltec Corp $462,752.00 + $48,920.00 = $511,672.00
Lee Capital Builders $468,000.0 0 + $5,000.00 = $473,000.00
Salix Development $448,000.00 + $12,000.00 = $460.000.00
Hoffman Management & Construction
Corp.
$415,977.34 + $17,300.00 = $433,277.34
Concept Consultant $392,330.00 + $30,577.00 = $422,907.00
PCN3 $395,500.00 + $25,000.0 0 = $420,500.00
Custom Design Construction $368,000.00 + $17,000.00 = $385,000.00
West Valley Investment Group $332,700.00 + $30,600.00 = $363,300.00
The total bid amount includes a base bid price plus the add -alternate price . The add -
alternate is for a sliding gate replacement facing Delaware A venue. Staff has opted to
execute the add -alternate scope of work based on base bid pricing.
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Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, qualifications, re ferences, completeness of bid and compliance with City
specifications . West Valley Investment Group successfully completed the construction
of several significant projects in the City, including the City Hall seismic retrofit, Big Blue
Bus Shelters, and Pa rking Structure No. 5 seismic retrofit . These previous projects
demonstrated the vendor’s reliability and ability to keep the project cost within budget.
Based on these criteria, West Valley Investment Group, the lowest bidder, is
recommended as the best b idder.
Financial Impacts and Budget Actions
The contract to be awarded to West Valley Investment Group is for an amount not to
exceed $399,630 (including a 10% contingency ). Funds are available in the FY201 6 -1 7
Capital Improvement Program budget in accou nt C019047.589000 , Fire Training
Facility .
Prepared By: David Wang, Architectural Associate
Approved
Forwarded to Council
Attachments:
A. February 23, 2016 Staff Report
B. July 12, 2016 Staff Report
C. Oaks Form
Reference:
Contract No. 10412
(CCS)