SR 11-27-2018 3C
City Council
Report
City Council Meeting: November 27, 2018
Agenda Item: 3.C
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Reject Bids for Pier Fire Sprinkler System Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Reject the single bid for Bid #SP2364 for the Pier Below Deck Fire
Sprinkler Replacement Project for the Public Works Department.
2. Direct staff to reissue a bid to obtain the best bidder for the Pier Below
Deck Fire Sprinkler Replacement Project.
Summary
The City received one bid for the Santa Monica Pier Below Deck Fire Sprinkler
Replacement Project (Project). The bid exceeded both the Project budget and
engineer’s estimate. Staff recommends that Council reject the bid and direct staff
to reissue a bid for the Project.
Discussion
On September 12, 2018, the City published a Notice Inviting Bids to replace the
below deck fire sprinkler systems at Santa Monica Pier in accordance with City
Charter and Municipal Code provisions. Nine prospective bidders downloaded the
bid documents, and eight contractors attended the mandatory pre-bid job walk. The
City, however, received only a single bid from John S. Meek Company in the amount
of $4,407,500. This exceeded the approved budget and the engineer’s cost estimate
of $2,343,500 and $1,800,000, respectively. Staff recommends rejecting the bid from
John S. Meek Company and reissuing a bid for the Project.
While the installation of fire sprinklers in an open outdoor structure is not
uncommon, working under the section of the pier over the ocean adds a layer of
complexity that requires additional expertise. Before rebidding the Project, staff
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would apply value engineering strategies, including revising the project phasing,
providing more flexibility in the types of required materials used, and provide more
time for bidders to submit proposals to potentially increase the number of
participating bidders and attract those bidders who did not provide a bid but
attended the mandatory job walk and downloaded the bid package.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
Prepared By: Selim Eren, Civil Engineer
Approved
Forwarded to Council