SR 09-11-2018 3J
City Council
Report
City Council Meeting: September 11, 2018
Agenda Item: 3.J
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: First Modification to Contract with Hoffman Management and Construction
Corporation for Fire Station 3 Seismic Retrofit
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to construction contract #10431 (CCS) in the amount of
$275,000 with Hoffman Management & Construction Corporation, a California-based
company, to provide additional construction work on the Fire Station 3 Seismic Retrofit
Project for the Public Works Department. This will result in a one-year amended
agreement with a new total amount not to exceed $1,342,250, with future year funding
contingent on Council budget approval.
Summary
Hoffman Management & Construction Corporation (HMCC) is the contractor for the
ongoing Fire Station 3 Seismic Retrofit Project. This project will upgrade the existing
structure, located at 1302 19th St., to current seismic code and make Americans with
Disabilities Act (ADA) improvements to the facility. Asbestos, mold and termite damage
were encountered during construction and need to be addressed. Hence, staff
recommends increasing HMCC’s contract by $275,000 to address these unforeseen
conditions.
Discussion
During construction of the Fire Station 3 Seismic Retrofit Project, HMCC discovered
asbestos material and mold within the walls of the building. In addition, various
structural wooden columns and beams had deteriorated due to termite infestation.
Asbestos and mold remediation, replacement of structural wooden members damaged
by termites, and miscellaneous work related to remediation such as relocating the
Information Technology cabinet will need to be done to complete the project. The
project completion date is not impacted and remains February 2019. The original
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contract authority did not account for this additional work. Therefore, staff recommends
adding $275,000 to HMCC’s contract for a new total amount not to exceed $1,342,250.
Past Council Actions
02/14/17
(Attachment A)
Award of Construction Contract to Hoffman Management &
Construction Corporation for Fire Station 3 Seismic Retrofit Project
Financial Impacts and Budget Actions
Staff seeks authority to increase the amount of contract authority with Hoffman
Management & Construction Corporation for additional construction work on the Fire
Station 3 Seismic Retrofit Project.
Funds are available in the FY 2018-19 Capital Improvement Program budget at the
accounts below.
Contract Modification Request
Current Authorized
Amount
$1,067,250
Modified Request
Amount
$125,000 Contract #:
10431 (CCS)
C0105230.689000
(General Fund)
FY 2018-19
CIP Account
$150,000 Contract #:
10431 (CCS)
C0104580.689000
(Citywide Facility
Maintenance Program)
FY 2018-19
CIP Account
Total Revised
Contract Amount
$1,342,250
Prepared By: Sebastian Felbeck, Senior Construction Manager
Approved
Forwarded to Council
Attachments:
A. February 14, 2017 Staff Report
B. Hoffman Management Construction Corp Oaks
City Council
Report
City Council Meeting: February 14, 2017
Agenda Item: 3.J
1 of 5
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: Construction Contract for Fire Station #3 Seismic Retrofit
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2261 to Hoffman Management & Construction Corporation, a
California-based company, for construction services for Fire Station No. 3
Seismic Retrofit project;
2. Authorize the City Manager to negotiate and execute a contract with Hoffman
Management & Construction Corporation, in an amount not to exceed
$1,067,250 (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 Fire Station No. 3 Seismic Retrofit project, located at 1302 19th Street, would
upgrade the existing structure to current seismic code requirements as well as make
American with Disabilities Act (ADA) improvements to the building. The fire station has
two engine companies and the region’s Type I Hazardous Materials Program. A total of
nine (9) personnel are housed at the station. During construction, fire personnel from
Engine 3 would remain living in the station, while personnel from Engine 4 and the
Hazardous Materials Team would be moved to a temporary fire station located at the
City Yards through the completion of construction, estimated to be in fall 2018. Staff
recommends Hoffman Management & Construction Corporation (HMCC) for
construction services of the Fire Station No. 3 Seismic Retrofit project in an amount not
to exceed $1,067,250.
Background
In August 2012, the City solicited proposals from qualified consulting firms to provide
professional services for the structural evaluation and the design of seismic upgrades
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for Fire Station No. 3. The Request for Proposals (RFP) outlined two phases for the
design process: 1) Feasibility and Schematic Design and 2) Construction Documents.
In November 2012, the City executed Professional Services Agreement (PSA) No. 2569
with IDS Group, Inc. for the amount of $28,000 to provide feasibility and schematic
design services including structural evaluation for the Fire Station No. 3 Seismic Retrofit
project.
This project started in November 2012 as a feasibility study only. At the conclusion of
the study the City implemented a phased design process that rolled out over the course
of a number of modifications, ensuring the project would continue before proceeding
further. Implementation of the design has been further delayed by the construction
logistics of establishing a temporary fire station at the city yards to house half the
station’s fire fighters. This process, along with staffing limitations and change over,
caused the design phase to proceed slower than originally anticipated and required
modifications 3, 4, and 5.
On July 23, 2013 (Attachment A), Council authorized the City to execute the first
modification to PSA No. 2569 / 9771 (CCS) with IDS Group, Inc. for an amended
contract amount of $64,350, and a new not to exceed contract tota l of $92,350.
Additionally, the City executed contract modifications 2, 3, and 4 with IDS Group, Inc. to
both extend the contract term and encumber project funds that were within the Council
authorized budget.
On June 28, 2016 (Attachment B), Council authorized the City to execute the fifth
modification to PSA No. 2569 / 9771 (CCS) with IDS Group, Inc. to complete final
design services including bidding assistance and construction administration for a new
not to exceed contract total of $129,090.
On January 10, 2017 (Attachment C), Council authorized the City to execute a
construction contract with West Valley Investments, Inc. to construct the site
improvements necessary for the temporary trailers at the city yards. The trailers have
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been manufactured and are ready for delivery once this construction is complete.
Discussion
Fire Station No. 3, a two story, wood frame and stucco structure built in the early 1970s,
was originally constructed as a temporary facility under a less stringent seismic building
code. In the event of a large earthquake, the structure could sustain severe damage
and consequently emergency services to the community could be negatively impacted.
The Fire Station No. 3 Seismic Retrofit project would strengthen the building and its
infrastructure in order to maintain functionality after a large earthquake. Retrofit scope
includes installing new shear walls and steel column and beam moment frames. ADA
upgrades would bring the existing building up to code for publicly-accessible areas
including a new main entry and access ramp. Additional ADA upgrades include the
Officers’ quarters and public restrooms on the ground floor.
Fire Station No. 3 houses two engine companies, Engine 3 and Engine 4, which are
comprised of fire personnel. Areas of the building would be vacated to allow
construction of the seismic upgrades. During construction, Engine 3 would remain at
Fire Station No. 3 and would transition occupancy to one half the building while work is
done on the other half. Engine 4 would be temporarily relocated into the newly
constructed Fire Training Center trailers at the City Yards. The fire apparatus (fire
truck), located in the apparatus bay, would also transition between locations within Fire
Station No. 3 depending on the construction schedule. The fire apparatus is required to
be functional throughout construction in order to meet Type I Hazardous Materials
Response Program requirements. Existing kitchen and restrooms that would serve the
fire personnel during construction are outside of the work zones and would not be
disrupted.
Because the Fire Department and Fire Station No. 3 are required to provide community
services 24 hours per day, seven days per week throughout the year, several
alterations would be made to the traditional contracting schedule. These include work
stoppage times between the hours of 12:00 pm – 2:00 pm and the curtailment of
excessively noisy construction practices in certain areas of the facility.
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Vendor Selection
On November 8, 2016, the City published a No tice Inviting Bids to provide construction
services for the Fire Station No. 3 Seismic Retrofit project in accordance with City
specifications. 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
Municipal Code provisions. A total of 1,666 vendors were notified, 61 vendors
downloaded the bid, and 11 vendors attended the mandatory pre-bid job walk. One bid
was received and publicly opened on De cember 12, 2016, per Attachment D. The bid
was evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, capacity and skill, ability to deliver, quality of product, and compliance with
City specifications and scope of work.
Public Works staff conducted additional outreach to vendors who downloaded the bid to
see why they did not submit a bid; responses included concerns related to work being
too complicated, the work would be in an occupied building, problems with the fire
apparatus coming and going throughout the day, the constricted work hours (8:00 am to
6:00 pm limits with 10:00 am to 2:00 pm the only time to do noisy work) combined with
quiet time requirements for fire fighters to sleep (12:00 pm to 2:00 pm), and some
vendors were too busy to submit a bid.
Hoffman Management & Construction Corporation (HMCC) submitted a bid within the
project’s budget, was fully responsive in its bid documents, provided timely responses to
inquiries from staff and received positive responses from references. Staff also verified
with the Contractors State License Board that Hoffman Management and
Construction Corporation and its subcontractors’ licenses are current, active, and in
good standing. Based on these criteria, HMCC is recommended as the best bidder.
Financial Impacts and Budget Actions
The contract to be awarded to HMCC is for an amount not to exceed $1,067,250. Funds
are available in the FY 2016-17 Capital Improvement Program budget in account
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C010529.589010.
Prepared By: Alex Parry, Senior Architect
Approved
Forwarded to Council
Attachments:
A. July 23, 2013 Staff Report
B. June 28, 2016 Staff Report
C. January 10, 2017 Staff Report
D. Attachment D
REFERENCE:
Contract No. 10431
(CCS)