SR 01-24-2017 3B
Ci ty Council
Report
City Council Meeting : January 24, 2017
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Architecture Services
Subject: Construction Contract for Parking Structure No. 5 Tenant Improvement
Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP 2363 to West Valley Investment Group , Inc., a California -based
company, for the Parking Structure No. 5 Tenant Improvement Project;
2. Authorize the City Manager to negotiate and execute a contract with West Valley
Investment Group , Inc., in an amount not to exceed $3,920 ,400 (including 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 Parking Structure N o. 5 Tenant Improvement Project, located at 1440 4th Street,
would build a Transit and Parking Services Center including public counter services for
the Big Blue Bus along with parking and transit related business. Currently, transit
passes , parking permits and parking passes are sold out of two different locations, and
the facility that sells transit and parking passes is designed for only one business
transaction. Colocation of these services would provide a one stop shop with individual
counters for each type of transaction. Th is would result in more convenient service to
the public. Additionally, the project would provide enhanced public restroom amenities
and improve the pedestrian experience. Staff recommend s West Valley Investment
Group, Inc. for construction services of the Parking Structure No. 5 Tenant Improvement
Project in an amount not to exceed $3,920,400 . Construction of TAPS improvements
would start in March 2017 and is es timated to open in early 2018 .
Background
On March 24, 2015 (Attachment A), Council authorized executing a professional
services agreement with Studio Jantzen for design of the Transit and Parking Services
Center (TAPS) project. Studio Jantzen commenced design work on June 25, 2015. The
p roject scope of work included creating new public counters an d offices for Big Blue Bus
and Transit & Parking Services staff, new public restrooms in side Parking Structure No.
5, improvements to the parking structure facility street facade, and overall pedestrian
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experience improvements. The TAPS Center project is i ntended to provide public
services and restroom facilities within close proximity to the Expo Light Rail Terminus
Station.
On October 13, 2015, the facade design for Parking Structure No. 5 was presented for
review to Downtown Santa Monica, Inc. (DTSM) a nd to collect input. DTSM requested
additional facade work including a public art element to enliven the space during
evening hours.
In January 2016, the facade design for Parking Structure No. 5 was presented to the
Architectural Review Board and direct ion was provided to address the existing art in
place by Cliff Garten. In April 2016, Studio Jantzen presented the updated design to the
Architectural Review Board who approved the revised facade design .
On September 13, 2016 (Attachment B), Council autho rized the City to enter into a
contract with All American Asphalt Corporation to construct a parking lot and to provide
utility connections at 1342 5th Street. A portion of th is new parking lot will house the
temporary trailer for existing TAPS and Big Blu e Bus (BBB) staff . This site will allow
continuous service to the public while the Parking Structure No. 5 improvements are
under construction.
Discussion
Constructed in 1969, Parking Structure No. 5 was not originally built with ground -level
occupied sp ace. In the 1980s, the structure was retrofitted for multiple retail tenants to
occupy the ground floor. The project goals for the Parking Structure No. 5 Tenant
Improvement Project are: to rebuild the occupied space at the ground floor in order to
satisfy new tenant requirements from the City’s Big Blue Bus (BBB) and Transit &
Parking Services (TAPS), to provide enhanced public restroom amenities , and to
improve the pedestrian experience.
T o meet the project goals , the scope of work includes removal of a ll exi sting tenant
walls, floor slabs and nonstructural elevation elements. The parking structure’s gr ound -
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floor fac ade would be extended to the sid ewalk, improving the pedestrian experience by
eliminat ing the dark , shaded walkway currently used to access the recessed ground
floor offices.
BBB and TAPS staff will relocate in March 2017 to a temporary trailer located at 1342
5th Street between Santa Monica Boulevard and Arizona Ave nue . Signage to identify
the temporary facility will be installed on the tra iler for way finding. The estimated
completion date for the Parking Structure No. 5 Tenant Improvement Project is early
201 8 .
Contractor Selection
On July 27, 2016, t he City published a Notice Inviting Requests for Qualifications for
construction serv ic e s of Parking Structure No. 5 Tenant Improvement Project . The RFQ
was posted on the City’s on -line bidding site , and notices were posted in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions. 50
vendors downloaded the RFQ. Three qualification packages were received and publicly
opened on August 25, 2016.
City staff reviewed the qualification packages and approved the qualifications criteria for
the three contractors who submitted qualification packages.
O n October 19, 2016 , the three pre -qualified contractors were provided the Request for
Bid (RFB) for Parking Structure No. 5 Tenant Improvement Project. One of the
contractors withdrew from the process o n October 25, 2016, citing a scheduling conflict.
Two bids were received and publicly opened on December 8, 2016 .
Contractor Bid
Icon West , Inc. $3 ,755 ,937
West Valley Investment Group , Inc. $3 ,564 ,000
Bids were evaluated based on the criteria in SMMC 2.24.072, including price , direct
experience on similar p roject s , previous public sector work, contractor’s displayed
understanding of the scope of work and approach to the required work, the
qualifications of proposed staff, scheduling of project activities and compliance with City
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specifications . West Valley I nvestment Group, Inc. received positive references from
other municipalities and institutions for project completion timeliness , project
management and project billing professionalism. Additionally, the contractor has
successfully completed a number of hig h -profile and complex projects in Santa Monica,
most notably the Parking Structure No. 5 Seismic Retrofit, the City Hall Seismic
Retrofit/Jail Adaptive Reuse Tenant Improvement and the BBB Bus Shelters Project.
West Valley Investment Group, Inc. demonstrat ed its understanding for the importance
of traffic mitigation while working in Downtown Santa Monica and the contractor was
able to successfully minimize street closures. Based on these criteria, West Valley
Investment Group, Inc., the lowest bidder, is re commended as the best bidder.
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Financial Impacts and Budget Actions
The contract to be awarded to West Valley Investment Group , Inc. is for an amount not
to exceed $3,920 ,400 (i ncludes 10 % contingency). Fun ds are available in the FY 2016 -
17 Capital Impro vement Program budget in various accounts . The contract will be
charged to the following accounts:
Account Amount
C010162.589019 Parking Structure 5 TI $1,318,024
C040162.589000 Parking Structure 5 TI $2,138,362
C410749.589000 Transit Center Project $ 464,014
Total 3,920,400
Prepared By: Alex Parry, Senior Architect
Approved
Forwarded to Council
Attachments:
A. March 24, 2015 Staff Report
B. September 13, 2016 Staff Report
C. Oaks Form
Reference:
Contract No. 10417
(CCS)