SR 08-14-2018 3B
City Council
Report
City Council Meeting: August 14, 2018
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Bid Award for Treated Lumber for the Santa Monica Pier
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4330 to Gemini Forest Products, a California-based company, to
furnish and deliver treated lumber to the Santa Monica Pier as required by the
Public Works Department; and
2. Authorize the Purchasing Services Manager to issue a purchase order with
Gemini Forest Products for the purchase of treated lumber in an amount not to
exceed $75,000 for one year, with two additional two-year renewal options
including increases of 2%, 4% and 5% for years three through five, for a total
amount not to exceed $389,598 over a five-year period, with future year funding
contingent on Council budget approval.
Summary
To maintain the structural integrity and safety of the Santa Monica Pier’s (Pier) wooden
deck surfaces, the Public Works Department purchases lumber for the replacement of
deck boards, stringers, pile caps and other portions of the Pier structure. Staff
recommends awarding Bid #4330 to Gemini Forest Products to furnish and deliver
treated lumber for the Pier for a total amount not to exceed $389,598 over a five-year
period.
Discussion
The Public Works Department purchases pressure-treated Douglas fir lumber to replace
approximately 40 wooden deck boards monthly to mitigate damage caused by vehicles,
exposure to the elements and general usage. In addition to deck board replacements
performed by staff, the City provides lumber to contractors performing Pier structural
repairs to reduce contracted services costs.
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The table below lists a breakdown of the amount that staff recommends awarding to
Gemini Forest Products for treated lumber:
Contract Term
Requested
% Increase Amount
Year 1 -75,000.00$
Year 2 -75,000.00$
Year 3 2%76,500.00$
Year 4 4%79,560.00$
Year 5 5%83,538.00$
Total Amount Not to Exceed -389,598.00$
Vendor Selection
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Gemini Forest Products to furnish
and deliver treated lumber for the Pier.
Purchase Order Request
Request Amount
FY 2018-19 Budget
Public Works Department Account #
Total Contract
Amount
$75,000 53500001.529160 $389,598
Bid Data
Bid Posting Date Bid Posted
On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
03/09/2018 City's Online
Bidding Site
Santa Monica Daily
Press 13 03 03/28/2018
Submittals Received Vendor Selection Recommendation
Gemini Forest
Products $697.00 Municipal Code SMMC 2.24.072
Jones Lumber
Company, Inc. $1,078.00
Evaluation Criteria Price, previous experience, ability to deliver, quality of
product, and compliance with City specifications.
Voorhees Wood &
Manufactured
Products
$1989.00
Best and Lowest
Bidder
Gemini Forest Products
Best Bidder Justification
Gemini Forest Products has satisfactorily furnished and delivered treated lumber for the Pier for several years. Gemini
Forest Products has continued to provide the City with prompt deliveries, competitive pricing, quality product and
dependable service. When factoring in Gemini Forest’s requested percentage increases, Gemini’s total bid amount
remains 30% less than the second lowest bidder. Based on these criteria, staff recommends Gemini Forest Product,
the lowest bidder, as the best bidder.
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Future year funding is contingent on Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Gemini Forest Products Oaks Form