City Council
Report
City Council Meeting: January 24, 2023
Agenda Item: 5.A
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Facilities Maintenance Subject: Award Bid and Authorize Agreements to Provide Citywide General Contracting Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4432 to Bayview Construction, Inc., Olympos Painting, Inc. and RAMCO, General Engineering Contractor, for citywide as-needed general contracting services as required by the Public Works Department.
2. Authorize the City Manager to negotiate and execute an agreement with Bayview Construction, Inc., in an amount not to exceed $340,000 for two years, with one additional three-year renewal option in the amount of $510,000 for a total amount not to exceed $850,000 over a 5-year period with future year funding contingent on Council budget approval.
3. Authorize the City Manager to negotiate and execute an agreement with Olympos Painting, Inc., in an amount not to exceed $750,000 for two years, with one additional three-year renewal option in the amount of $1,125,000 for a total amount not to exceed $1,875,000 over a 5-year period with future year funding contingent on Council budget approval.
4. Authorize the City Manager to negotiate and execute an agreement with RAMCO, General Engineering Contractor, in an amount not to exceed $900,000 for two years, with one additional three-year renewal option in the amount of $1,350,000 for a total amount not to exceed $2,250,000 over a 5-year period with future year funding contingent on Council budget approval.
5. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The City utilizes general contractor services to perform work that requires specialized equipment, contractor licensing and technical expertise that cannot be provided by City staff. Staff solicits the services of a general contractor approximately 90 times per year 2 of 6
to ensure effective and efficient maintenance of the City’s infrastructure. These contracted services range from jobs that require immediate attention due to safety concerns to large-scale repairs that require specific State Contractor Licenses and equipment certifications. Staff recommends a split award for the three best bidders:
• Bayview Construction, Inc. – to provide general contractor repair services in an amount not to exceed $340,000 for two years, with one additional three-year renewal option in the amount of $510,000 including an increase subject to the Cost-of-Living Adjustment (COLA) for renewal years 2 through 5, for a total amount not to exceed $850,000 over a 5-year period
• Olympos Painting, Inc. – to provide general contractor repair services in an amount not to exceed $750,000 for two years, with one additional three-year renewal option in the amount of $1,125,000 including an annual 10% increase for renewal years 3 through 5, for a total amount not to exceed $1,875,000 over a 5- year period
• RAMCO, General Engineering Contractor – to provide general contractor repair services in an amount not to exceed $900,000 for two years, with one additional three-year renewal option in the amount of $1,350,000 including an annual 2% increase for renewal years 2 through 5, for a total amount not to exceed $2,250,000 over a 5-year period
Discussion
The Facilities Maintenance Division employs four in-house staff to provide carpentry services at City facilities. Such services include furniture modifications, locksmith repairs, stucco patching, weather stripping, partition/door installations and the repair of various fixtures throughout the City. Staff solicits the services of a general contractor approximately 90 times per year to respond to citywide general contractor requests and to assist with the overall maintenance of City-owned facilities. These services range from jobs that require immediate attention due to safety concerns such as window repairs, trip hazards and roof leaks to large-scale projects such as wall framing, floor replacements, concrete repairs, playground equipment repairs and office renovations 3 of 6
and remodeling. The City has historically contracted out general contracting services.
The “Contract and As-Needed Staffing Review Policy, Practice, Recommendations” report (Attachment A) approved on January 13, 2015, recommended that general contracting services be contracted due to equipment requirements, specialized expertise, and risk management. Additionally, to expedite responsiveness to requests for such services, staff recommends a split award to three contractors.
On September 26, 2017 (Attachment B), Council awarded Bid #4285 and authorized the City Manager to negotiate and execute Contract 10550 (Attachment C) with RAMCO General Engineering Contractor, in an amount not to exceed $1,946,211 over a fiveyear period to perform citywide general contractor services. The need for these services are continual thus staff seeks to execute agreements to address: 1) small-scale, urgent and after-hour general contractor repair services, 2) general contractor repair services that require painting and/or waterproofing, and 3) general construction repair services that require renovations, demolition, and framing. The requested not to exceed amounts account for increases in the City’s demand for as-needed general contractor services, prevailing wage rates, material costs and fuel and equipment surcharges.
Vendor Selection
Bidder Recommendation
Best Bidders Bayview Construction, Inc.
Olympos Painting, Inc.
RAMCO, General Engineering Contractor
Evaluation Criteria Bid evaluated on years of municipal general construction experience, pricing, renewal options and requested increases, and price preference for local businesses.
Municipal Code SMMC 2.24.180
Submittals Received
Vendor Hourly Rate Overtime Rate
Bayview Construction, Inc. $71.32 $94.94
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Bid Data
Date Posted Posted On Advertised in (City
Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
09/13/2022 City’s Online
Bidding Site
Santa Monica
Daily Press
32 10/11/2022
Best Bidder Justification
Bids were evaluated based on the criteria in SMMC 2.24.180 including years of municipal general construction experience, pricing, renewal options and requested increases, and price preference for local businesses. Staff determined that Bayview Construction, Inc., Olympos Painting, Inc., and RAMCO, General Engineering Contractor are the best bidders based on the following criteria: 1) years of municipal general construction experience, 2) pricing and 3) renewal options and requested increases, and 4) price preference for local businesses. Additionally, staff assessed ability, capacity, and skill by evaluating various California State Contractors licenses each firm possessed.
Environmental Assessment
The awards for general contractor services are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301. Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities) exemption for projects that Plumbing by Todd R. Marsh, Inc. dba TRM $75.00 $95.00
RAMCO, General Engineering Contractor $72.00 $98.50
Olympos Painting, Inc. $76.00 $103.00
Omega Construction Company, Inc. $79.00 $118.50
Concept Consultant, Inc. $137.00 $131.63
Metro Builders & Engineers Group $70.00 $250.00
Tiger Construction, LLC $120.00 $240.00
M. Brey Electric, Inc. $165.00 $220.00
Waisman Construction, Inc. $175.00 $250.00
PUB Construction, Inc. $160.00 $300.00
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consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The awards for the general contractor services would not result in any modifications to existing facilities. The existing facilities would be maintained and repaired with the general contractor services and the award of services would not expand or materially change existing facilities or operations. Therefore, the project is categorically exempt as set forth in Section 15301 of the CEQA State Guidelines.
Past Council Actions
Meeting Date Description
01/13/15
(Attachment A)
Staff Report – As-Needed and Contract Staffing Review Report 09/26/17
(Attachment B)
Staff Report – City Council authorization to award Bid #4285 to RAMCO and negotiate and execute Contract 10550 for general contractor services
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from various General Fund, Enterprise Funds and CIP accounts to award agreements with Bayview Construction, Inc., Olympos Painting, Inc., and RAMCO, General Engineering Contractor for citywide general contractor services. Future year funding is contingent on Council budget approval.
Contract Request
Vendor
FY 2022-23
Request Amount
Future Years
Amounts
Department/
CIP Accounts #
Total Contract
Amount
Bayview Construction, Inc. $60,000 $790,000 Various Accounts $850,000 Olympos Painting, Inc. $250,000 $1,625,000 Various Accounts $1,875,000 RAMCO General
Engineering Contractor $325,000 $1,925,000 Various Accounts $2,250,000 6 of 6
Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. January 13, 2015_Staff Report
B. September 26, 2017_Staff Report
C. RAMCO_Contract 10550
D. Bayview_OAKS
E. Olympos_OAKS
F. RAMCO_OAKS