City Council
Report
City Council Meeting: January 10, 2023
Agenda Item: 5.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award Bid and Enter into Construction Contract with Jilk Heavy Construction, Inc. for Pier Below Deck Fire Sprinkler Replacement Project - Phase 2 Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2676 to Jilk Heavy Construction, Inc. for construction services for the Pier Below Deck Fire Sprinkler Replacement Project – Phase 2 for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a contract with Jilk Heavy Construction, Inc. in an amount not to exceed $2,086,140 (including a 20% contingency);
3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority; and
4. Adopt a finding of Categorical Exemption pursuant to Section 15302, Replacement or Reconstruction, of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The City of Santa Monica is committed to ensuring a safe experience for visitors to the Santa Monica Pier (Pier). The Pier below deck fire sprinkler system, which protects the wooden decking and substructure of the Pier from a significant fire, needs replacement due to corrosion and deterioration of the sprinkler heads, piping, and pipe supports caused by salt air and sun exposure. The Pier Below Deck Fire Sprinkler Replacement Project – Phase 2 (Project) is the second of six planned phases to replace the existing fire sprinkler system. Staff recommends awarding a contract to Jilk Heavy Construction, Inc. in an amount not to exceed $2,086,140 (including a 20% contingency) to provide construction services for the Project.
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Discussion
The Pier is composed of combustible wood decking on top of a combination of both combustible and noncombustible substructure elements. In 1996, a below deck fire sprinkler system was installed to protect the wooden decking and substructure against fire. In 2015, at the request of the Fire Department and Office of Pier Management, the Public Works Department retained the fire protection engineering services of Cosentini Associates, Inc. for a visual inspection and review of the existing Pier fire protection system. The resulting report recommends replacing the existing Pier fire sprinkler system (Attachment A).
The report identifies corrosion of the sprinkler heads, pipe supports, and riser piping due to exposure to salt air and seawater. Corrosion could have detrimental effects on the performance of the sprinkler heads, cause pipe supports to fail, and lead to leaks in the riser piping. The report also identifies discoloration of the existing chlorinated polyvinyl chloride (PVC) sprinkler piping due to prolonged exposure to the sun. The discoloration could signify damaged piping at risk of failure during a fire event. The report calls for replacement of the sprinkler heads, pipe supports, and sprinkler piping with corrosionresistant materials.
Project Phasing
The Project is the second of six planned phases to replace the existing Pier below deck fire sprinkler system. The first phase was completed in March 2021. Phase 2 would be completed in early 2024. Staff anticipates that the remaining four phases could be completed by 2028, provided funding for the subsequent phases is approved. The replacement is phased from east to west, with each phase covering approximately 50,000 square feet of the Pier. Staff anticipates that each phase moving west will increase in cost, with Phases 4-6 requiring the largest investment because the work occurs over the tidal zone. The total cost for all phases is estimated to be $15-20 million.
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Vendor Selection
Bidder Recommendation
Best Bidder Jilk Heavy Construction, 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
10/11/2022 City's Online
Bidding Site
Santa Monica Daily
Press
26 11/14/2022
Best Bidder Justification
Staff recommends Jilk Heavy Construction, Inc., the lowest bidder, as the best bidder when evaluating bid price, previous project experience, and completion of past projects for the City of Santa Monica, including the Santa Monica Phase 4 Municipal Pier Replacement Project and the Pier Deck and Emergency Work Annual Maintenance Agreement. Due to the complexity of routing the fire sprinkler pipes around existing utilities and other potential conflicting elements, the award of this contract requires a 20% contingency. This would allow the construction team to quickly address unforeseen conditions and changes that may arise in the field.
Public Outreach
Construction is expected to begin in summer 2023 and continue through early 2024.
Prior to and during construction, City staff and the contractor would distribute notifications to Pier tenants and adjacent properties detailing the project scope, construction schedule, and potential impacts. Periodic updates would be provided, as necessary. Social media would be utilized to notify the public about general construction updates.
Submittals Received
Jilk Heavy Construction, Inc. $1,738,450
Serenity Fire Protection $1,989,600
Metro Builders & Engineers Group, Ltd. $2,110,342
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Environmental Review
The Project is categorically exempt as a Class 2 exemption pursuant to Section 15302 of the CEQA Guidelines, which exempts replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced. This project would replace the existing fire sprinkler system with a new fire sprinkler system and will continue to provide fire safety for the Pier.
Furthermore, Staff has determined that none of the Exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2, apply to this project.
Past Council Actions
March 28, 2017
(Attachment B)
Authorized an agreement with Jensen Hughes, Inc. to
provide fire protection engineering services to design
the Pier Below Deck Fire Sprinkler Replacement Project
October 15, 2019
(Attachment C)
Awarded Bid #SP2364 for construction services for the
Pier Below Deck Fire Sprinkler Replacement Project –
Phase 1
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Pier Fund to award a contract with Jilk Heavy Construction, Inc. to provide construction services for the Pier Below Deck Fire Sprinkler Replacement Project – Phase 2.
Contract Request
FY2022-23
Request Amount CIP Account # Total Contract Amount
$2,086,140 C5306150.689000 $2,086,140
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Prepared By: Robert Zak, Civil Engineer
Approved Forwarded to Council
Attachments:
A. Pier Fire Protection Assessment Report
B. March 28, 2017 Staff Report (Web Link)
C. October 15, 2019 Staff Report (Web Link)
D. Oaks Form (Jilk Heavy Construction, Inc.)