SR 03-26-2019 3A
City Council
Report
City Council Meeting: April 9, 2019
Agenda Item: 3.A
1 of 3
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: Third Modification to Design Agreement with Birdi & Associates, Inc. for
Airport Security Enhancement Project
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a third modification to agreement #10373 (CCS) in the amount of $50,000 with
Birdi & Associates, Inc., a California-based company, for security enhancement project
services for the Public Works Department. This will result in a one-year amended
agreement with a new total amount not to exceed $316,342, with future year funding
contingent on Council budget approval.
Summary
The City of Santa Monica strives to maintain a safe and secure environment at the
Santa Monica Airport. The City engaged Birdi & Associates, Inc. (B&A) to provide
design services for improving and upgrading the Airport’s existing security system. The
City is now implementing the proposed security design. B&A provides construction
administration services to ensure design conformance during construction. The project
design required a larger amount of construction than originally anticipated. Therefore,
additional funds are needed for construction administration. Staff recommends a third
modification to the agreement with B&A to add $50,000 for the additional construction
administration services.
Discussion
Acquiring the services of a consultant to evaluate and enhance the airport’s security to
ensure that it meets federal, state, and local regulations and provides an improved level
of security and safety for the people that utilize the airport facilities was essential. On
October 25, 2016, Council approved an agreement with B &A to design a system that
will address, at a minimum, any gaps in the airport’s vehicle and pedestrian access
2 of 3
points, the airport’s perimeter fence, and access points from buildings located alongside
the restricted area of the airport (Attachment A). Additionally, B&A studied avenues to
enhance the security of passengers and pilots and others working in restricted areas of
the airport. The City executed the first modification to this agreement to account for
changes to the airport layout as a result of the Airport Runway Shortening Project,
which added design fees and extended the timeline for this project. At the completion of
the design phase, B&A’s construction cost estimate exceeded staff’s estimate. Staff
asked B&A to value engineer the design to closely align the scope of construction work
with staff’s original estimate, which only included costs for software upgrades. B&A
identified the need for many hardware upgrades as well, which increased the cost of
construction. After B&A performed value engineering services, the construction cost
estimate still exceeded the original budget.
The original contract included fees for construction administration services, which were
based on staff’s original estimate for construction. After completing the design of the
security system enhancements, it became clear that additional funds for construction
administration services are needed since the scope of the construction project was
larger than staff had expected. Staff recommends adding $50,000 to the budget to
compensate B&A for additional construction administration services.
Staff is in the process of soliciting bids for construction, which is anticipated to start in
July 2019. Staff will return to Council for approval of the construction contract, additional
budget for the larger scope (estimated to be $775,000), and a phasing schedule of the
security improvements at a future date.
Past Council Actions
10/25/16 (Attachment A) Authorize agreement with Birdi & Associates for design
services for Airport Security Enhancement Project
5/22/18 (Attachment B) First Modification with Birdi & Associates for Airport
Security Enhancement Project
Financial Impacts and Budget Actions
Staff seeks authority to increase the amount of the agreement with Birdi & Associates
3 of 3
for construction administration services for the Airport Security Enhancement Project.
Contract Modification Request
Agreement # Current
Authorized
Amount
Modified
Request
Amount
FY2018-19 Budget
CIP Account #
Total Revised
Contract
Amount
10373 $266,342 $50,000 C5704690.689000 $316,342
Future year funding is contingent on Council budget approval.
Prepared By: Alex Parry, Senior Architect
Approved
Forwarded to Council
Attachments:
A. October 25, 2016 Staff Report (Web Link)
B. May 22, 2018 Staff Report (Web Link)
C. Birdi & Associates, Inc. Oaks Initiative Disclosure Form
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(Attachment A)
City of Santa Monica
Oaks Initiative Disclosure Form
All persons or entitie s receiving public ben efits defined below from the City of Santa Monica
shall provide the names of trustees, directors, partners and officers and names of those with
more than a 10% equity, participation or revenue in te rest. This information is required by City
Charter Article XX/I-Taxpayer Protection.
Name of Entity: Birdi & Associates, Inc.
NAME(S) OF PE RSONS OR ENTITIES RECEIVING PUBLIC B ENEFIT:
Birdi & Associates, Inc .
NAME(S) OF TRUSTEES, DIRECTORS , PARTNERS, AND OFFICERS:
Moninder Birdi, President
Thomas McCloskey, Vice President
Garry Wood, Vice President
Louis Barnum, Vice President
Michael Roeder, Vice President
NAME(S) OF THOSE WITH MORE THAN A 10 % EQUITY, PARTICIPATION OR
REVENUE INTEREST:
Moninder Birdi
Public benefits include:
I . Personal services contracts in excess of $25,000 over any 12-month period ;
2. Sale of material , equipment or suppli es to the City in excess of$25,000 over a 12-m onth period;
3. Purchase, sale or lease of real property to or from the C ity in excess of $25,000 over a 12-month period ;
4 . Non-competitive franchise awards wit h gross revenue of$50,000 or more in any 12-mo nth period ;
5. Land use variance , special use permit, or other exception to an established land use plan , w here the decision has a valu e
in excess of$25 ,000 ;
6. Tax "a batement, exception, or benefit" of a va lu e in excess of $5 ,000 in any 12-mont
7. Payment of "cash or spec ie" of a net va lue to the recipient of $10 ,000 in any 12-m th
Prepared by: Les F. Martin Sig nature:
Date : 01/15/2019 Title: Contracts Manager
FOR C ITY USE ONLY:
Bid/PO/Contract # _________ _ Permit # ____________ _
(1 /06)
REFERENCE:
Modified
Agreement No. 10373(CCS)