SR 07-24-2018 3E
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.E
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Award Agreement to John S. Meek Company, Inc. for Pier Deck Board
Replacements and Nail Patrol Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4331 to John S. Meek Company, Inc., a California-based company,
for deck board replacements, nail patrol services and related repairs at the Santa
Monica Pier; and
2. Authorize the City Manager to negotiate and execute an agreement with John S.
Meek Company, Inc., in an amount not to exceed $438,900 for two years, with
one additional three-year renewal option with a 9% increase per year, for a total
amount not to exceed $1,256,789 over a five-year period, with future year
funding contingent on Council budget approval.
Executive Summary
To maintain the structural integrity, safety and appearance of the Santa Monica Pier’s
(Pier) wooden deck surfaces, the City’s Facilities Maintenance Division contracts out
nail patrol services, deck board replacements, and related repairs. This contracted work
supplements the services provided by the City’s in-house Pier Maintenance crew. Staff
recommends awarding Bid #4331 to John S. Meek Company, Inc. for nail patrol
services, deck board replacements, and related repairs for a total amount not to exceed
$1,256,789 over a five-year period.
Discussion
The City replaces approximately 40 wooden deck boards monthly to prevent structural
damage caused by vehicles, exposure to the elements, and general usage. A contractor
is needed to provide equipment and labor to pull, cut and replace old deck boards. In
addition, nail patrol services are performed monthly to hammer down pr otruding nails to
eliminate trip and fall hazards. During the course of deck board replacements and nail
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patrols, potential structural deficiencies may be detected that would require additional
repairs to the Pier deck.
The table below lists a breakdown of the recommended amount that staff is requesting
to be awarded to John S. Meek Company, Inc. for these services:
Contract Term
Requested Annual %
Increase Amount
Year 1 -210,000.00$
Year 2 9%228,900.00$
Year 3 9%249,501.00$
Year 4 9%271,956.00$
Year 5 9%296,432.00$
Total Amount Not to Exceed -1,256,789.00$
Vendor/Consultant Selection
Bid Data
Bid Posting Date Bid Posted
On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
04/04/2018
City's
Online
Bidding
Site
Santa Monica
Daily Press 29 03 04/30/2018
Submittals Received Vendor Selection Recommendation
Action
Contractors $10,000/per visit
Municipal
Code SMMC 2.24.072
John S.
Meek
Company,
Inc.
$4,900/per visit
Evaluation
Criteria
Price, previous experience, ability to
deliver, quality of product, and compliance
with City specifications.
Schock
Contracting
Corporation
$7,335/per visit
Best and
Lowest Bidder
John S. Meek Company, Inc.
Best Bidder Justification
John S. Meek Company, Inc. offered the lowest bid and has performed work on the Pier since 2002.
In July 2014, John S. Meek satisfactorily completed the Pier’s Phase IV Structural Upgrade Project,
which involved the replacement of timber piles with concrete piles and the restoration of concrete
and metal walkways with wood decking. Moreover, John S. Meek Company, Inc. has provided the
City with quality service while maintaining the timely completion of replacements and repairs. Based
on these criteria, John S. Meek Company, Inc., the lowest bidder, is recommended as the best
bidder.
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Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with John S. Meek Company, Inc. for nail
patrol services, deck board replacements, and related repairs.
Agreement Request
Request Amount FY 2018-19 Budget
Public Works Department Account #
Total Contract
Amount
$210,000 53500001.529160 $1,256,789
Future year funding is contingent on Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. John S. Meek Oaks Form
REFERENCE:
Agreement No. 10717
(CCS)