SR 04-09-2019 3B
City Council
Report
City Council Meeting: April 9, 2019
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Second Modification to Professional Services Agreement with Jensen
Hughes, Inc. for Pier Below Deck Fire Sprinkler Replacement Project
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to agreement #10442 (CCS) in the amount of $151,470
with Jensen Hughes, Inc., a Maryland-based company, to provide construction
administration services during construction of the Pier Below Deck Fire Sprinkler
Replacement Project – Phase 1 for the Public Works Department. This will result in a
four-year amended agreement with a new total amount not to exceed $283,470, with
future year funding contingent on Council budget approval.
Summary
The City of Santa Monica is committed to ensuring a safe experience for members of
the public who visit the Santa Monica Pier. On March 28, 2017, the City Council
awarded an agreement with Jensen Hughes, Inc. to provide fire protection engineering
services for the Pier Below Deck Fire Sprinkler Replacement Project. Design of the
replacement fire sprinkler system is complete. Staff recommends a second modification
to the agreement with Jensen Hughes, Inc. in the amount of $151,470 to include
construction administration services for the Pier Below Deck Fire Sprinkler Replacement
Project – Phase 1, for a new total amount not to exceed $283,470 . The additional
services would include engineering support during the bidding, construction, testing,
and commissioning phases of the project.
Discussion
The Santa Monica Pier (Pier) is composed of combustible wood decking on top of a
combination of both combustible and noncombustible substructure elements. In 1996,
the Pier sprinkler system was installed to protect the wood decking and substructure in
the event of a significant fire. In 2015, staff worked with a fire protection consultant to
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prepare a Pier fire protection assessment report, which identified system deficiencies.
The assessment report contains recommendations for system improvements,
addresses concerns regarding system functionality, and recommends replacing the
existing fire sprinkler systems at the Pier.
On March 28, 2017, the City Council authorized execution of an agreement with Jensen
Hughes, Inc. to provide fire protection engineering services to design the Pier Below
Deck Fire Sprinkler Replacement Project in an amount not to exceed $132,000
(including a 10% contingency). On May 1, 2018, a first modification to the agreement
was executed by the City Manager to access $12,000 of available contingency for
additional design services. The design was completed on July 12, 2018, and the
construction bid was posted on September 12, 2018.
On November 27, 2018, the City Council rejected the single bid received for the Pier
Below Deck Fire Sprinkler Replacement Project – Phase 1, because the bid exceeded
the approved budget. Council also directed staff to reissue a bid to obtain the best
bidder. Staff is currently revising the bid package in an effort to obtain lower bids and
anticipates reposting the bid this spring.
Construction of the project will involve numerous technical submittals that will need to
be reviewed and approved by the designer, Jensen Hughes, Inc., prior to being
installed. Once installed, the system will require significant testing before being
commissioned for use. As the designer of record, Jensen Hughes, Inc. would need to
provide these services, and there is currently no available budget in their agreement to
compensate them for these services.
Staff recommends that Council modify the agreement with Jensen Hughes, Inc. to
include construction administration services for the Pier Below Deck Fire Sprinkler
Replacement Project – Phase 1. The additional services during the bidding,
construction, and testing phases of the project would include responding to contractor
requests for information, review of fire sprinkler shop drawing submittals, performing site
visits to inspect the fire sprinkler system during construction, witnessing of final
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acceptance testing, and review of contractor as-built plans (building plans). The
agreement would be extended by two years, and the amount of the agreement would be
increased by $151,470, with a new total amount not to exceed $283,470. The
modification to the agreement is being requested to secure construction -phase services
from the designer of record in anticipation of reissuing the bid and awarding a
construction contract later this spring.
Past Council Actions
March 28, 2017
(Attachment A)
Awarded RFP #2364 to Jensen Hughes, Inc. and authorized
an agreement to provide fire protection engineering services
for the Pier Below Deck Fire Sprinkler Replacement Project
November 27, 2018
(Attachment B)
Rejected the single bid for Bid #SP2364 for the Pier Below
Deck Fire Sprinkler Replacement Project – Phase 1 and
directed staff to reissue a bid to obtain the best bidder
Financial Impacts and Budget Actions
Staff seeks authority to increase the amount of the agreement with Jensen Hughes, Inc.
to provide construction administration services for the Pier Below Deck Fire Sprinkler
Replacement Project – Phase 1.
Agreement Modification Request
Agreement
#
Current
Authorized
Amount
Modified
Request
Amount
FY 2019-20 Budget
CIP Account #
Total Revised
Contract
Amount
10442 $132,000 151,470 C5306150.689000 $283,470
Future year funding is contingent on Council budget approval.
Prepared By: Robert Zak, Civil Engineer
Approved
Forwarded to Council
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Attachments:
A. March 28, 2017 Staff Report (Web Link)
B. November 27, 2018 Staff Report (Web Link)
C. Jensen Hughes Oaks Initiative Disclosure Form
(Attachment A)
City of Santa Monica
Oaks Initiative Disclosure Form
All persons or entities receiving public benefits 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 interest. This information is required by City
Charter Article XXII—Taxpayer Protection.
Name of Entity: ____________________________________________
NAME(S) OF PERSONS OR ENTITIES RECEIVING PUBLIC BENEFIT:
NAME(S) OF TRUSTEES, DIRECTORS, PARTNERS, AND OFFICERS:
NAME(S) OF THOSE WITH MORE THAN A 10% EQUITY, PARTICIPATION OR
REVENUE INTEREST:
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12-month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;
5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value
in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-month period.
Prepared by: __________________________ Signature: ________________________
Date: __________________________ Title: ________________________
FOR CITY USE ONLY:
Bid/PO/Contract # ___________________________ Permit # _____________________________________
(1/06)
JENSEN HUGHES, Inc.
JENSEN HUGHES, Inc.
Paul Orzeske, CEO
Derek White, Vice President
Ryan Earle, Controller
Not applicable.
Vidar Landa
3/4/2019 Director
REFERENCE:
Modified
Agreement No. 10442(CCS)