SR 09-12-2017 3D
City Council Report
City Council Meeting: September 12, 2017
Agenda Item: 3.D
1 of 7
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award a Construction Contract for Pier Railing and Lighting Replacement and
Area 4 Decking Upgrade
Recommended Action
Staff recommends that the City Council:
1. Award Bid #2465 to John S. Meek Company, Inc. a California-based company,
for the Santa Monica Municipal Pier Railing and Lighting Replacement and Area
4 Deck Upgrade;
2. Authorize the City Manager to negotiate and execute a contract with John S.
Meek Company, Inc. in an amount not to exceed $1,483,327 (including a
$193,477 contingency); and
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
Improvements made through the Santa Monica Municipal Pier Railing and Lighting
Replacement and Area 4 Deck Upgrade Project will improve the existing Pier
infrastructure and enhance pedestrian safety. The proposed improvement would consist
of removal and replacement of corroded railings and light poles, removal and
replacement of the sub-standard wood decking and structural supports and installation
of new light poles and steel plates at the base of the existing railings posts.
Staff recommends John S. Meek Company, Inc. to construct the Santa Monica
Municipal Pier Railing and Lighting Replacement and Area 4 Deck Upgrade Project in
an amount not to exceed $1,483,327, including a 15% contingency.
Background
The Santa Monica Municipal Pier is over 100 years old and is an iconic destination
where traditional, athletic and educational events are programmed throughout the year.
2 of 7
Over the years, pier railings and light poles have been subject to environmental
challenges with salt air and moisture. The railings are also impacted by heavy use,
particularly in the fishing area, and are showing significant rusting/corrosion, including at
points of attachment and at joints that compromise their stability. Periodic replacement
of sections of corroded railing and light poles are necessary to ensure their integrity.
The 2008 Moffatt & Nichol Pier infrastructure assessment study concluded that these
infrastructure items are in need of complete replacement or upgrading.
During the FY 2016-17 budget process, the City Council appropriated funds for the Pier
Railing and Light Pole Replacement and Area 4 Deck Replacement projects.
Discussion
The Santa Monica Pier is comprised of two separate pier structures: the Municipal Pier
extending from the pier bridge to the outer westerly end which serves as the primary
access way, and the Newcomb Pier which serves as a platform for most of the
commercial buildings, the deck parking lot and Pacific Park amusement area.
In accordance with the 2008 Moffatt & Nichol Pier infrastructure assessment study,
recommended upgrades to Newcomb Pier include upgrading the structure in the
parking and walkway areas in order to support a 15-ton truck (H15-44 truck). Upgrades
in Area 4 of the Newcomb Pier (See Attachment 1 for Area 4 Location) is considered
one of the higher priority structural upgrade zones along the Newcomb Pier. The limits
of this area are bounded by Bent 12 to the east, Bent 16 to the west, an existing
building to the north and the edge of the Pier to the south.
In this zone, the stringers (which support the decking) are 3 inches by 16 inches at 22
inches on-center directly below the existing 3-inch wood decking. The calculated
loading capacity for the existing structural components in this area are capable of
supporting a 7-ton vehicle. In order to achieve the recommended capacity to support an
H-15 truck, existing stringers need to be supplemented. New 4-inch by 16-inch stringers
would be added between existing stringers. In addition, new 3-inch decking would
replace the existing substandard decking in this area.
3 of 7
The railing and light poles on the pier are subject to significant environmental
challenges with salt air and humidity. The railings are also impacted by heavy use,
particularly in the fishing area where heavy rusting at points of attachment and at joints
have reduced their stability. Light poles are displaying significant corrosion.
The purpose of this project is to enhance the Pier’s overall conditions while maintaining
and honoring its unique and historic character, ensuring its continued relevance and
vitality to present and future generations.
The project would remove and replace approximately 220 feet of the corroded railings at
the south end of the Pier, remove and replace four corroded cobra head light poles and
install five new tear-drop light poles with LED luminaire light fixtures consistent with
night sky standards and install approximately 340 base plates at the bottom of the
exiting railing posts.
All new improvements would match the existing improvements in terms of height,
material and color.
Staff recommends John S. Meek Company, Inc. to construct the Santa Monica
Municipal Pier Railing and Lighting Replacement and Area 4 Deck Upgrade projects for
a total amount not exceed $1,483,327. This figure includes $399,000 for the Pier Railing
and Lighting Replacement Project, $890,850 for the Pier Decking Replacement Project
plus a 15% contingency of $193,477.
Environmental Analysis
The project is categorically exempt from the provisions of the California Environmental
Quality Act (CEQA) pursuant to Section 15301(c) and Section 15302 of the CEQA
Guidelines. Section 15301(c) exempts Class 1 projects consisting of the "operation,
repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public
or private structures, facilities, mechanical equipment, or topographical features,
involving negligible or no expansion of use beyond that existing at the time of the lead
4 of 7
agency’s determination." This exemption includes: “Existing highways and streets,
sidewalks, gutters, bicycle and pedestrian trails, and similar facilities." Section 15302
exempts Class 2 projects consisting of the “replacement or reconstruction of existing
structures and facilities.” The project's replacement of the existing railings with new
railings; replacement of four corroded light poles and new lights, and replacement of the
decking area 4 at the Santa Monica Pier qualifies as Class 1 and 2 projects exempt
from CEQA. In addition, none of the exceptions specified in Section 15300.2 of CEQA
Guidelines would apply that would preclude the use of this CEQA exemption: The
project site is not located in a sensitive environment; the project will not have a
significant effect on the environment; the project would not damage scenic resources;
the project would not be located on a hazardous waste site; and the project would not
cause a change to a historical resource including the Santa Monica Pier as all
replacements will be replacements-in-kind. Therefore, this project is categorically
exempt from CEQA.
Contractor Selection
On June 26, 2017, the City published Bid #SP2465 for construction services for the
Santa Monica Municipal Pier Railing and Lighting Replacement and Area 4 Deck
Upgrade Projects. 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
Santa Monica Municipal Code Section 2.24.071(a) provisions. A total of 52 vendors
downloaded the bid. Two bids were received and publically opened on July 26, 2017.
Bid results are as follows:
Contractor Name Bid Amount
Bellingham Marine Industries $1,420,710
John S. Meek Company, Inc. $1,289,850
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.
5 of 7
Staff recommends John S. Meek Company, Inc., the lowest bidder, as the best bidder
based on price, quality of services offered and experience with similar projects. John S.
Meek Company, Inc. provided four references for recently completed projects, and a
similar number of ongoing projects. All references contacted reported that the work
performed by John S. Meek Company, Inc. was completed in a timely and cost-effective
manner while maintaining consistent quality. John S Meek Company, Inc. has
completed several projects for the Santa Monica Pier over the years, and staff is very
pleased with their performance and professionalism. The Contractors State License
Board also verified that the contractor and subcontractors’ licenses are current, active
and in good standing.
Construction Management
Construction management and public outreach for this project would be provided by
City staff. Construction management would include inspecting the contractor's work
during construction, verifying and documenting field changes and unforeseen
conditions, monitoring and mitigating impacts as a result of the construction activities,
attending the contractor's safety meetings, attending periodic progress meetings and
maintaining all necessary inspection documentation relevant to the work conducted
during construction.
Public Outreach
Engineering staff met with the Pier Management staff, Pier businesses, Pier
Corporation staff and the Pier Board about upcoming Pier projects in March and April
2017. At these public outreach meetings, staff presented preconstruction
activities, project team roles, preliminary schedules and preliminary cost estimates for
the upcoming project. Staff will continue to communicate with Pier tenants regarding all
pre-construction public outreach while fostering open lines of communication and
responding to the day to day concerns of the community, visitors and local businesses.
Public outreach during construction of this project would be provided by the City and
supplemented by the City’s communications consultant CALTROP as part of the
6 of 7
Contract for Pier Electrical Upgrade Project. The consultant is currently preparing and
implementing a public information plan for this project and the Pier Electrical Upgrade
Project. During construction, the construction management team would foster open
lines of communication to receive feedback from the public and disseminate project
information, ensuring constant outreach to the public, Pier tenants and other
stakeholders. Public outreach would include notifications distributed to adjacent
properties and the surrounding community on the scope of the project, potential impacts
and the schedule, with additional periodic updates.
Construction Timeline
Upon Council approval, staff anticipates that construction would begin in January 2018
and would be completed by June 2018. To mitigate construction impacts to the Pier
patrons, the project will implement early working hours commencing at 6 a.m. Monday
to Friday and on Saturdays as needed. Early starts will help complete work earlier in a
given day, thus mitigating impacts to Pier patrons in the afternoons.
Financial Impacts and Budget Actions
The construction contract to be awarded to John S. Meek Company, Inc. is for an
amount not to exceed $1,483,327 (includes a 15% contingency). Funds are available in
the FY 2017-18 Capital Improvement Program budget in the following accounts:
Account Number Account Name Amount
C309184.589000 Pier Railing Account $ 398,993
C309185.589100 Pier Decking Account $1,084,334
Total $1,483,327
7 of 7
Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. Pier Loading Limits
B. Oaks Initiative Disclosure Form
REFERENCE:
CONTRACT NO. 10535
(CCS)