City Council
Report
City Council Meeting: February 13, 2018
Agenda Item: 3.H
1 of 5
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services Subject: Construction Change Order for the Santa Monica Swim Center Locker Room Tile Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to construction contract #4418 in the amount of $50,000 with STB Stone, Inc., a California-based company, for additional construction services for the Santa Monica Swim Center Locker Room Tile Replacement Project. This will result in an amended contract with a new total amount not to exceed $207,300.
2. Authorize the City Manager to negotiate and execute a first modification to agreement #10531 (CCS) in the amount of $107,845 with Plumbing by Todd R.
Marsh, Inc., a California-based company, for additional plumbing contractor services for the Santa Monica Swim Center Locker Room Tile Replacement Project. This will result in an amended contract with an amount not to exceed $307,845 for one year, with two additional two-year renewal options in the amount of $840,808 including an increase of 2% each year, for a total amount not to exceed $1,148,653, over a five-year period, with future year funding contingent on Council budget approval.
Executive Summary
On December 20, 2017, STB Stone, Inc. began demolition of the existing tile and associated drywall substrate in the locker rooms at the Santa Monica Swim Center as part of the Santa Monica Swim Center Locker Room Tile Replacement Project. During construction, the contractor discovered extensive corrosion and deterioration of the existing metal stud framing throughout both the male and female locker rooms. The damage was so severe that the existing metal stud framing members were no longer attached to the floor. Moreover, during the demolition of the wall that separates the men’s and women’s locker rooms the contractor discovered that the plumbing drains, vent systems and water lines were compromised. Repair of these severe structural and plumbing issues were not part of the original scope of the Santa Monica Swim Center 2 of 5
Locker Room Tile Replacement Project; however, it was critical that it be completed immediately. Due to the urgent nature of the repairs and to avoid extensive delays to the public programming that occurs at the Swim Center or to use by Santa Monica College, staff directed the contractor to proceed with the urgent repairs and is now seeking formal Council approval. Staff requests Council authorization to execute first modifications to: construction contract #4418 in the amount of $50,000 with STB Stone, Inc. to repair the locker room framing and first modification to agreement #10531 in the amount of $107,845 with Plumbing by Todd Marsh to repair the locker room plumbing.
The City anticipates reopening the Swim Center to the public and resuming regularly scheduled programming in February 2018.
Background
On December 14, 2017, the City Manager executed construction contract no. 4418 with STB Stone, Inc. in an amount not to exceed $157,300 (includes 10% contingency and $5,800 allowance for unforeseen conditions) for the Santa Monica Swim Center Locker Room Tile Replacement Project. The contracted scope of services is for construction services for the removal and replacement of the existing tile and drywall substrate in the locker rooms at the Santa Monica Swim Center located on the campus of Santa Monica College. This project is being completed as part of the annual facility renewal that occurs during the closure of the Swim Center at the end of each year. The project was bid formally, but because the selected best bidder was below the Council threshold of $175,000, Council approval was not required to initiate the project. As the unforeseen structural issues are so extensive, the cost of repairs will result in a modified contract amount which will require Council approval.
On September 12, 2017, (Attachment C), Council authorized the City Manager to execute an agreement with Plumbing by Todd R. Marsh, Inc., for citywide plumbing contractor services, in an amount not to exceed $200,000 for the first year and a total contract amount not to exceed $1,040,808 over a five-year period. Due to unforeseen plumbing repair costs, a first modification to the first-year contract amount is also needed.
3 of 5
Discussion
In December 2017, STB Stone, Inc. began demolition of the existing tile and associated drywall substrate in the locker rooms at the Santa Monica Swim Center. It became evident that the condition of the existing metal stud framing and plumbing would not be able to accommodate the reinstallation of new drywall and tile due to extensive rust, corrosion, and deterioration that was uncovered.
The Santa Monica Swim Center Tile Replacement Project was originally planned to be completed in 30 calendar days, in order to not produce adverse impacts or extensive delays to the public programming that occurs at the Swim Center or to facility use by Santa Monica College. City staff determined that immediate repairs to the framing and plumbing were required to complete all construction work in a timely manner. Staff directed the contractor to proceed with the urgent repairs and is now seeking formal Council approval.
Staff recommends:
A first modification to construction contract #4418 in the amount of $50,000 with STB Stone Inc. to add framing repair to the original scope of work at the Santa Monica Swim Center, which will extend the structural life of the locker rooms for up to 15 years. This will result in an amended construction contract total amount not to exceed $207,300.
A first modification to agreement #10531 (CCS) in the amount of $107,845 with Plumbing by Todd R. Marsh, Inc. for the plumbing repairs of drains, vent systems and water lines at the Santa Monica Swim Center locker rooms. This will result in an amended agreement total amount not to exceed $1,148,653.
Vendor Selection
4 of 5
On October 11, 2017, the City published Notices Inviting Bids to furnish construction services for a tile replacement project at the Santa Monica Swim Center in accordance with City specifications. The bid was posted on the City’s on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code Section 2.24071(a) provisions. Twenty-three vendors downloaded the bid. Two bids were received and publicly opened on October 30, 2017.
Vendor Bid Amount
STB Stone, Inc. $137,200
P & P Develop, Inc. $177,956
Bids were evaluated based on criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality of product, and compliance with City specifications.
The bid submitted by STB Stone, Inc. demonstrated an understanding of the approach, tasks, and methodology necessary to complete the required services. Based on these criteria, STB Stone, Inc., the lowest bidder, was recommended as the best bidder.
On May 9, 2017, the City published Notices Inviting Bids for citywide plumbing contractor services that included multi-year renewal options in accordance with City specifications. The bid was posted on the City's on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code Section 2.24.100(a). A total of 20 vendors downloaded the bid. Four bids were received and publicly opened on May 25, 2017, per Attachment D. Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality of product, and compliance with City specifications. Todd R.
Marsh Inc. was not the lowest bidder when considering the hourly labor rates, but offered competitive pricing, the fastest guaranteed response time and the second lowest pricing for renewal options. Moreover, Todd R. Marsh, Inc. has provided the City with responsive and satisfactory service. Amgreen Solutions offered the lowest hourly labor rate, but its pricing is significantly lower than the established Prevailing Wage rates required by state law, demonstrating non-compliance and thus its bid was inadmissible. 5 of 5
Construction Schedule
Staff originally anticipated construction at the Santa Monica Swim Center to be completed in early February 2018. However due to the unforeseen structural issues, staff now anticipates construction to be completed in late February 2018.
Financial Impacts & Budget Actions
The first modification to be awarded to STB Stone, Inc. is $50,000, for an amended construction contract total amount not to exceed $207,300. Funds are available in FY 2017-2018 Capital Improvement Program budget in account M014078.589000.
The first modification to be awarded to Plumbing by Todd R. Marsh Inc. for an amended agreement not to exceed $307,845 for one year, for a total amount not to exceed $1,148,653 over a five-year period. Funds are available in FY 2017-18 Capital Improvement Program budget in account M010085.589000.
Prepared By: Sebastian Felbeck, Public Works Construction Specialist Approved Forwarded to Council
Attachments:
A. STB Stone Inc - Oaks Initiative Form
B. Todd R Marsh Oaks Form
C. Staff Report 9.12.2017
D. F4281 PLUMBING CONTRACTOR BID RESULTS