Administrative
Report
H.9., File # 23-6684 Meeting Date: 11/7/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE THIRD AMENDMENT TO THE AGREEMENT WITH JILK HEAVY CONSTRUCTION, INC. FOR PIER REPAIR SERVICES TO INCREASE THE CONTRACT BY $450,000, FOR A NEW NOT TO EXCEED AMOUNT OF $3,721,730, AND TO EXTEND THE TERM TO JANUARY 1, 2027 ADOPT BY TITLE ONLY RESOLUTION NO. CC-2311-111, A RESOLUTION OF THE CITY OF
REDONDO BEACH, CALIFORNIA, DECLARING WORK ASSOCIATED WITH THE PIER STRUCTURES REPAIR PROJECT, JOB NO. 70350 AS “REPAIR” AND EXEMPTING IT FROM BIDDING REQUIREMENTS PURSUANT TO SECTIONS 19 AND 19.1 (A) OF THE CITY CHARTER
OF REDONDO BEACH
EXECUTIVE SUMMARY
As part of the FY 2023-24 budget adoption process, the City Council approved $650,000 of funding for the ongoing Pier Deck and Piling Structural Repair Program, Job No. 70350. The current agreement with Jilk Heavy Construction, Inc. (Jilk) has $200,000 of available not to exceed contract value. Approval of the third amendment, will increase the total amount by $450,000 and extend the term of the Agreement through January 1, 2027 to allow for the completion of needed pier repairs.
Staff is also requesting approval of a resolution declaring the work associated with the Pier Structures Repair Project, Job No. 70350 as “repair” and exempting it from the public project bidding requirements pursuant to Sections 19 and 19.1 (A) of the City Charter. The updated City Charter allows for work classified as “repairs” and “maintenance” to be exempt from these bidding requirements. All of the work associated with this contract is for in-kind pier bracing and pile repairs/replacements. No new structures or improvements will be made. Approval of the Resolution would declare the scope of work as “repairs” and allow the work to be performed through the third amendment to the agreement with Jilk.
BACKGROUND
On July 18, 2017, the City Council awarded John S. Meeks Company, Inc. a contract for a not-toexceed amount of $1,309,000 for a five-year term of July 18, 2017 through July 17, 2022. The scope of work included one-time priority repairs at the Municipal and Sport Fishing Piers and ongoing oncall repair services estimated at $200,000 per year for the 5-year contract term. On April 6, 2021, the Council approved an Amendment to the agreement to allow for the company name change to Jilk. At that time, the term was extended through July 17, 2025 with allowances for corresponding annual oncall funding of $200,000 per year, bringing the total not to exceed amount of the contract to $1,909,000. On February 1, 2023, the Council approved the second amendment to the Agreement,
H.9., File # 23-6684 Meeting Date: 11/7/2023
$1,909,000. On February 1, 2023, the Council approved the second amendment to the Agreement, for the demolition of the Sport Fishing Pier. The second amendment added $1,162,730 to the contract, bringing the total contract not to exceed amount to $3,071,730.
Storms in the winter of 2022-23 caused damage to the Pier, requiring additional funding for repairs beyond the scope of routine annual maintenance. An assessment was performed and the critical storm damage related work exceeded the typical $200,000 annual allocation. As a result, the City Council appropriated an additional $450,000 in funds to cover the cost of the identified repairs.
Approval of the third amendment to Jilk will allocate the $450,000 to the contract so that Jilk may perform the various repairs due to recent winter storms including the replacement of 3 broken timber piles. Other immediate repairs include repairs of pile wraps, pile mud seals, pile bolting, braces, bracing splice blocks, nails, and repairing the access catwalk. The third amendment will bring the total contract amount to $3,721,730. In addition, the term for the third amendment will be extended through January 1, 2027.
The third amendment is necessary to ensure the needed repairs are completed as quickly as possible, as the El NinÞo winter weather prediction forecasts heavy rains and tidal surges that could cause additional damage to the Pier.
Since 2017, Jilk has provided numerous and timely pier repair services, in addition to repairs located at the small hand launch dock and Seaside Lagoon facilities. Jilk has performed well and responded quickly to address the urgent needs that have come up. Staff recommends awarding the third amendment to allow the completion of the above and below water assessments, maintenance, and repairs.
As mentioned above, staff is also recommending approval of a Resolution declaring the work associated with the Pier Structures Repair Project, Job No. 70350 as “repair” and, thereby exempting it from the bidding requirements pursuant to Sections 19 and 19.1 (A) of the City Charter. The recently updated Charter allows for work classified as “repairs” and “maintenance” to be exempt from public project bidding requirements and approval of the Resolution would thereby formally declare the scope of work as “repairs,” Section 19 of the City Charter mandates every contract for public works projects-including construction and improvements of public entities such as buildings, streets, utilities, and parks-exceeding an expenditure of two hundred $200,000 be awarded either to: (1) the lowest responsible bidder, with notice published in the official newspaper at least 10 days prior to bid opening; or (2) the best value design-build entity or best value design-build-operate entity following a proposal request. The Charter offers an exception, allowing the City Council to forgo the bidding process for projects designated as maintenance or repair, as determined by the City Council through ordinance or resolution. The purpose of the exemption is to accommodate quick action using trusted contractors to address urgent needs.
The Pier requires frequent inspection and care to ensure its safety and functionality. Some portions of the Pier were built in the 1920’s and consist of a timber substructure including timber piles with timber bracing, pile caps, and decks. The Pier has numerous critical components that require continuous upkeep and repairs such as the various structural support components, the sanitary sewer piping, potable water piping, electrical wiring, and the thousands of nailing and bolting units.
Due to the age of the Pier, the constant wave and tidal surge action, and impacts due to exposure and climate, in-kind repairs and replacement of numerous components are very common.
H.9., File # 23-6684 Meeting Date: 11/7/2023
The upcoming repairs are scheduled to be completed before the end of the calendar year and consist of repairing and preserving the Pier without adding new structures or improvements. The Pier requires immediate repairs, including the replacement of three damaged timber piles, repair of up to twenty fiberglass pile jackets, mending of at least seven fiberglass and wrap pile mud seals, replacement of pile bolting across the pier, correction or replacement of at least eighteen pile wraps, replacement of over one hundred missing nails on existing pile wraps, and the repair of timber braces, and bracing splice blocks. Approval of the Resolution will allow staff to move forward with the urgent repairs as soon as possible.
COORDINATION
This report has been coordinated with the Public Works Department, the Waterfront and Economic Development Department, and the Community Development Department. The proposed Amendment and Resolution were reviewed and approved as to form by the City Attorney’s Office.
FISCAL IMPACT
Funding for the Third Amendment is available in the adopted FY 2023-24 CIP Budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Third Amendment with Jilk Heavy Construction
· Reso - Maintenance Municipal Pier Repairs
· Insurance - Jilk Heavy Construction