SR 01-12-2021 3A
City Council Report
City Council Meeting: January 12, 2021
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Acting Assistant City Manager, Public Works, Engineering and
Street Services
Subject: Award Bid #SP2636 and enter into Agreement with West Valley Investment
Group, Inc. for Construction Services for the Pier Improvements Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2636 to West Valley Investment Group, Inc. for construction
services for the Pier Improvements Project for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a contract with West Valley
Investment Group, Inc. in an amount not to exceed $5,584,127 (including a 15%
contingency); and
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Summary
The Santa Monica Pier (Pier) is an iconic destination, historically drawing more than 10
million visitors per year, and is also a valuable asset to the local community. The harsh
coastal conditions and heavy usage require upgrades to enhance both the safety and
utility of the Pier to support heavier vehicles required by businesses for events and
operations as well as other improvements. With upgrades to the Pier deck, as well as
the substructure elements including stringers and pile caps, the Pier Improvements
Project (Project) would both enhance the safety and increase the utility of the Pier. Staff
recommends awarding a contract to West Valley Investment Group, Inc. in an amount
not to exceed $5,584,127 (including a 15% contingency) to provide construction
services for the Project. Staff would initially enter in a contract not to exceed $3,440,120
(including a 15% contingency) for Area 10 only, the westerly portion of parking lot.
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Discussion
The Project would provide the needed maintenance and capital improvements in the
following areas: (1) upgrades to decking; (2) replacement of damaged stringers and
installation of additional stringers; and (3) replacement of pile caps.
Pier Deck Upgrade – Areas 2 and 10
To plan for and address the maintenance requirements of the Pier, an updated Pier
Infrastructure Assessment Study was completed in 2020 (2020 Study). The 2020 Study:
(1) focused on the evaluation of the existing condition of the Pier’s various structural
components; (2) conducted an in depth analysis, which included recommendations to
structurally upgrade large sections of the Pier to support 15-ton (H-15) and 20-ton (H-
20) vehicles; (3) developed a maintenance program in conjunction with a proposed 10-
year improvement plan; and (4) updated and supplemented the 2008 Pier Infrastructure
Assessment Study. Both studies recommend upgrades to the Pier deck parking and
event area.
As outlined by the infrastructure studies and to better utilize the open areas of the Pier,
the City has begun upgrading areas of the Pier for H-15/H-20 vehicles. Multiple City
departments, including Public Works, the Fire Department, the Police Department, and
the Office of Pier Management, coordinated internally to prioritize the next areas to
upgrade. Due to numerous events held on the Pier throughout the year and the poor
condition of decking and substructure, staff recommends upgrades to Areas 2 and 10,
where events generally take place. The current condition of Areas 2 and 10 is very poor.
Decking material has split and worn thinner and stingers are cracking and beginning to
sag. Further, as decking and stringers degrade, greater load is transferred to the lower,
larger structural components. This additional stress accelerates the wear on the larger
and more costly components of the Pier structure. According to the 2020 Study, these
areas should be upgraded before 2022. Awarding a contract and beginning construction
in 2021 would ensure the repairs are completed within the recommended timeframe and
ensure the Pier could be fully utilized when Los Angeles County reopens. Moreover, the
current closures, which permit essential construction activity, provide an opportunity to
construct the Project with less impact to Pier businesses and events. A portion of the
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previously upgraded Area 6 is also included with the Project. Upon completion of the
Project, the entire parking area of the Pier would be upgraded to H-15/H-20 loading
capacity (see Figure 1).
Figure 1
The purpose of this project is to repair the Pier’s damaged and worn components while
maintaining its unique historic character. This project would help to preserve its
continued relevance and vitality to present and future generations by allowing
unencumbered use of the Pier deck. In general, the upgrades consist of the following
measures: installation of new 4-inch by 16-inch timber stringers between the existing
timber stringers, replacement of deteriorated stringers in-kind, replacement of the 2-inch
thick timber decking with a 3-inch thick timber decking, upgrades or replacement of the
existing pile caps, and retrofits to deteriorated piles. Staff recommends awarding a
contract for only Area 10 at this time in order to avoid exhausting the Pier Fund, which
has experienced a reduction in revenues due to the impacts of COVID-19. However, not
moving forward at this time would potentially result in higher construction costs in the
future and would certainly result in a more disruptive project if constructed after
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businesses on the Pier reopen. If closures continue for a prolonged period and
revenues fall short of current projections, it is possible the Pier Fund could require a
subsidy from the General Fund. If recovery commences and the Pier Fund is able to
support additional work, Area 2 which was part of the Request for Bids package and
was an alternative (optional) scope of work, would be incorporated into the project with
a change order.
Past Council Actions
3/6/18 (Attachment A) Award RFP# SP2473 to Moffatt & Nichol to provide
services to prepare construction documents for the Pier
Area 2 Upgrades at the Santa Monica Pier.
Vendor Selection
Bidder Recommendation
Best Bidder West Valley Investment Group, Inc.
Evaluation Criteria
Price; the ability, capacity, and skill of the bidder to perform the
services; the capacity of the bidder to perform the contract within
the time specified; the sufficiency of the bidder’s financial
resources; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
10/6/2020 City's Online
Bidding Site
Santa Monica Daily
Press
79 11/12/2020
Best Bidder Justification
Staff recommends West Valley Investment Group, Inc., the lowest bidder, as the best
bidder based on bid price and completion of past projects for the City of Santa
Monica, University of California, Los Angeles, and Azusa Unified School District. The
Submittals Received – Areas 10 & 2
West Valley
Investment Group,
Inc.
$4,855,762.50 Jilk Heavy
Construction, Inc.
$5,235.779.00
CS Legacy
Construction, Inc.
$5,120,789.00 PCN3, Inc. $5,608,503.75
Zusser Company, Inc. $5,899,287.50 Metro Builders &
Engineers Group,
Ltd.
$5,803,811.65
Cushman Contracting
Corporation
$7,061,090.00 Bellingham Marine
Industries, Inc.
$8,313,071.55
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recommended bidder has demonstrated the ability to perform quality work on general
building and engineering projects.
Construction Management and Public Outreach
City staff would provide construction management and public outreach for this project.
Public outreach and specialized electrical inspections would be supplemented by
specialized consultants. These consultant services would be procured within the City
Manager’s authority at a later date. Construction management would include inspecting
the contractor’s work during construction, verifying and documenting City or contractor
requested changes and unforeseen conditions, monitoring and mitigating impacts due
to construction activities, leading progress meetings, and maintaining all necessary
inspection documentation. Public outreach would include notifications posted on the
Pier and notices distributed to Pier tenants detailing the scope of the project, potential
impacts, schedule, and construction manager contact information. City staff would
attend regularly scheduled meetings on the Pier, such as the Pier Tenants meeting, and
meetings with the Pier Corporation and Office of Pier Management to provide updates
about the Project. The notifications would be prepared by City staff with consultant
support and distributed by the construction contractor. Monthly construction updates
would be posted on the City’s “Know Before You Go” (KBUG) website and in the Santa
Monica Daily Press once per month.
Staff worked closely with the Pier Corporation and the Office of Pier Management
during the design of the project. A phasing plan for the decking work was developed as
a result of the coordination; the phasing plan was developed prior to the pandemic but
was included in the bid package and remains a condition by which the contractor must
abide. The initial construction duration estimate during design was approximately one
year. However, during the bidding process several bidders expressed concerns that the
allotted time was insufficient to complete the Project. The City’s coordinated phasing
requirements, craft labor shortages, soaring timber prices, reduced timber supply, and
other effects related to the current pandemic were some of the reasons cited for
requesting additional time. After evaluating these concerns, staff increased the
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construction duration to 15-18 months if both Areas 10 and 2 are upgraded. Should
Area 2 not be included, the construction duration for Area 10 would be approximately
12-14 months. Staff informed the Office of Pier Management and the Pier Corporation
of this longer construction period and notified Pier tenants as well. Routine schedule
updates will be provided before and during construction.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Pier Fund to award a contract with
West Valley Investment Group, Inc. for construction services for the Pier Improvements
Project in an amount not to exceed $5,584,127. However, due to the uncertainty of
economic recovery and to avoid depleting the Pier Fund, staff seeks authority to
execute a contract for the work in Area 10 only in an amount not to exceed $3,440,120.
If future Pier Fund revenues can support Area 2 improvements, an additional
$2,144,007 would be added to the contract with a contract change order resulting in a
total contract authority of $5,584,127. Future year funding is contingent on Council
budget approval.
Contract Request
FY 2020-21
Request Amount CIP Account # Total Contract
Amount
$2,696,772 C5306750.689000 $2,696,772
$743,348 C5307190.689000 $2,887,355
$3,440,120 Total $5,584,127
Prepared By: Robert Zak, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. March 6 2018 Staff Report
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B. West Valley Investment Group, Inc. Oaks Initiative Disclosure Form
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City Council Report
City Council Meeting: March 6, 2018
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award RFP for the Pier Infrastructure Assessment Study, Pier West End
Retrofit and Pier Area 2 Upgrades at the Santa Monica Pier
Recommended Action
Staff recommends that the City Council:
1. Award RFP# SP2473 to Moffatt & Nichol, a California-based company, to provide
structural engineering consulting and design services to develop a new Pier
Infrastructure Assessment Study and prepare construction documents for the
Pier West End Retrofit and Pier Area 2 Upgrades at the Santa Monica Pier;
2. Authorize the City Manager to negotiate and execute an agreement with Moffatt
& Nichol, in an amount not to exceed $328,000 (including a 10% contingency)
over a two-year period.
Executive Summary
The last Pier Infrastructure Assessment Study was completed in 2008 (Attachment A).
The study evaluated the Santa Monica Pier structures and provided recommendations
and cost estimates for upgrades over a 10-year period. A new assessment is required
to reevaluate the present-day condition of the Pier’s structural components (above and
below water) and to provide recommendations and cost estimates for future
improvements. Staff recommends Moffatt & Nichol to provide engineering design
services including the preparation of a new infrastructure assessment study, and the
development of construction plans and documents. Staff also recommends that Moffatt
& Nichol provide engineering support during the construction phases of the Municipal
and Newcomb Pier upgrade projects recommended by the 2008 Study. The total
contract award would be for an amount not to exceed $328,000 (including a 10%
contingency).
Background
The Santa Monica Pier (Pier) is over 100 years old and is an iconic destination where
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community and educational events are programmed throughout the year. It is an
internationally recognized destination that draws over 6 million visitors each year. Over
the years, the Pier has been subjected to harsh environmental and user impacts due to
its coastal location and heavy usage.
In an effort to plan for and address the maintenance requirements of the Pier, in 2008
the City completed a Pier Infrastructure Assessment Study (2008 Study) that: (1)
focused on the evaluation of the existing condition of the Pier’s various structural
components; (2) conducted upgrade studies for the various structural systems, which
included accommodations for 15-ton (H-15) and 20-ton (H-20) truck loading that the
Pier is currently incapable of handling and; (3) developed a maintenance program in
conjunction with a proposed 10-year improvement plan (Attachment A). Many
recommendations of the 2008 Study have been implemented, and numerous areas
have been upgraded at the Pier.
Discussion
The Santa Monica Pier is composed of two separate structures, the Municipal Pier and
the Newcomb Pier, as shown in Figure 1.
Municipal Pier
The Municipal Pier begins at the concrete approach of the Pier Bridge and extends
approximately 1,480 feet west over the ocean. The Municipal Pier is the main
thoroughfare for pedestrian and vehicular access to commercial and recreational
destinations. While the Municipal Pier is decked entirely with timber boards fastened to
timber stringers (similar to joists), three different structural substructures are currently in
place. The term substructure refers to structural elements below the decking including
piles, caps, beams, and stringers. The westernmost 440 feet is composed of concrete
piles supporting a concrete waffle system. The easternmost 675 feet is entirely timber,
and the middle 365 feet was upgraded in 2014 to concrete piles, concrete caps, and
concrete tie-beams.
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Newcomb Pier
The Newcomb Pier is approximately 1,050 feet long by 265 feet wide and supports the
majority of the commercial tenants, including an amusement park, the historic carousel,
and on-deck parking for passenger cars. The majority of this pier is also made of timber,
except for a 350-foot by 135-foot section in the southwest corner that supports the
amusement park rides. This section has a substructure consisting of concrete piles and
beams with timber stringers and decking.
The sections with concrete substructures in both piers are relatively new compared with
the timber sections and are generally in good condition. The condition of the timber
sections varies from good in the recently upgraded portions to poor in some areas of the
Newcomb Pier deck system.
Figure 1
New Pier Infrastructure Assessment Study (New Study)
The new Pier Infrastructure Assessment Study will provide inspection of elements both
above and below the water’s surface, GIS database documentation, assessment of the
existing condition of all structural elements including the decking, and recommendations
for a new 10-year improvement plan based on the findings.
2008 Study Upgrade Recommendations – Remaining Work
There are limited locations identified in the 2008 Study that still require upgrades to
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increase structural capacity, including: (1) the easterly portion of the Newcomb Pier
referred to as Pier Area 2 (Fig. 2); and (2) the west end of the Municipal Pier referred to
as West End (Fig. 2). These proposed upgrades would allow access for larger vehicles
including, but not limited to, emergency and delivery vehicles. Part of the new study
would reassess and/or revalidate the previous recommendations made in the 2008
Study, which may require new or additional recommendations for these areas. If
deemed necessary, these recommendations would be vetted prior to proceeding with
the upgrades.
Area 2 Upgrade (Newcomb Pier)
Recommended upgrades to the Newcomb Pier include improving the structure to an H-
15 rating (15-ton vehicle). Current structural capacities in different portions of the
Newcomb Pier range from 3 to 15 tons. A priority area for structural upgrade is Area 2,
as shown in Figure 2. Area 2 is approximately 25,000 square feet. The limits of this area
are bounded by approximately 70 feet of the Hippodrome to the east, edge of the
parking lot to the west, the Hippodrome to the north and the edge of the parking lot to
the south.
In this zone, 2-inch-thick wood decking is supported by 3-inch-thick by 12-inch-deep
stringers that are spaced 22 inches apart. The current calculated capacity for this area
is 3 tons. To upgrade this section to an H-15 rating (15-ton vehicle), the stringers must
be removed and replaced with larger stringers spaced closer together.
Pier West End Upgrade (Municipal Pier)
The existing concrete waffle structure portion of the Municipal Pier at the west end is not
capable of supporting a 20-ton vehicle, such as a fire engine. Strengthening the existing
members is necessary to safely accommodate the additional loading requirements of a
20-ton vehicle. Moffat & Nichol would be tasked with developing alternatives for
upgrading the waffle slab. The West End is approximately 10,400 square feet.
Figure 2
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Environmental Analysis
The project is categorically exempt from the provisions of the California Environmental
Quality Act (CEQA) pursuant to Section 15301(c) and Section 15302 of the CEQA
Guidelines. Section 15301(c) exempts Class 1 projects consisting of the "operation,
repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public
or private structures, facilities, mechanical equipment, or topographical features,
involving negligible or no expansion of use beyond that existing at the time of the lead
agency’s determination." This exemption includes “existing highways and streets,
sidewalks, gutters, bicycle and pedestrian trails, and similar facilities." Section 15302
exempts Class 2 projects consisting of the “replacement or reconstruction of existing
structures and facilities.” The project's West End and Area 2 improvements at the Santa
Monica Pier qualify as Class 1 and 2 projects exempt from CEQA. In addition, none of
the exceptions specified in Section 15300.2 of CEQA Guidelines would apply that would
preclude the use of this CEQA exemption: The project site is not located in a sensitive
environment; the project would not have a significant effect on the environment; the
project would not damage scenic resources; the project would not be located on a
hazardous waste site; and the project would not cause a change to a historical resource
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including the Santa Monica Pier as all materials would be replaced with the same
material type and would look exactly the same. Therefore, this project is categorically
exempt from CEQA.
Consultant Selection
On September 28, 2017, the City issued a Request for Proposals (RFP) for the
design of the Pier West End Retrofit and Pier Area 2 Upgrades and structural
engineering services for preparation of a new Pier Infrastructure Assessment Study.
The RFP was posted on the City’s online bidding site, and notices were advertised in
the Santa Monica Daily Press in accordance with City Charter and Municipal Code
provisions. Fifty-three vendors downloaded the RFP, and seven firms responded. The
following firms submitted proposals:
AECOM
COWI North America, Inc.
Holmes Structures
Moffat & Nichol
Walker Consultants
Walter P. Moore
WJE Associates, Inc.
A selection committee consisting of staff from the Civil Engineering Division reviewed
the proposals. Evaluation was based on the following selection criteria: experience,
references, proposed project work plan and timelines, proposed project team, quality
work products, creativity, demonstrated technical competence and understanding of the
project scope, and value added services and cost. Based on these criteria and criteria in
SMMC 2.24.073, staff recommends Moffat & Nichol as the best qualified firm to provide
structural engineering design services in an amount not to exceed $328,000 (including a
10% contingency). Moffat & Nichol demonstrated extensive knowledge and experience
with similar projects in the cities of Seal Beach, Redondo Beach, Manhattan Beach,
Newport Beach, Goleta, Los Angeles (San Pedro), Los Angeles (Wilmington), Malibu
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and Santa Monica. Moffat & Nichol also demonstrated through past projects their ability
to offer experienced design teams that can complete high quality project designs and
reports in an expeditious manner and at competitive hourly rates.
Next Steps
The anticipated timeline for the infrastructure assessment and design phase of the
project is approximately 8-12 months. After completion of the design work, the project
team would prepare the bidding documents, advertise the project on the City’s on-line
bidding site, select a contractor, and return to the City Council for award of the
construction contract.
Financial Impacts and Budget Actions
The agreement to be awarded to Moffat & Nichol is for an amount not to exceed
$328,000. Funds are available in the FY 2017-18 Capital Improvement Program budget
in the following accounts:
Account No. Description FY 17-18
C309187.589000 Structural Engineering Inspection / Assessment $ 191,000
C309186.589000 Pier Substructure Retrofit – West End $ 74,000
C309185.589200 Pier Deck Upgrade – Area 2 $ 63,000
Total Funds Available $ 328,000
Prepared By: Joshua Carvalho, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. 2008 Pier Infrastructure Assessment Study (PIAS)
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B. MN_OAKS_INITIATIVE_2_7_18
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Packet Pg. 117 Attachment: West Valley Investment Group, Inc. Oaks Initiative Disclosure Form (4295 : Award Construction Contract for Pier Improvements