City Council
Report
City Council Meeting: March 14, 2023
Agenda Item: 5.H
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Award Bids for 3200 Airport Ave Renovation Hazmat Abatement and Adopt a Finding of Categorical Exemption Under Sections 15301, 15302, and 15308 of the California Environmental Quality Act Guidelines
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2660 to Unlimited Environmental, Inc. for 3200 Airport Avenue hazardous material abatement services for the Public Works Department;
2. Authorize the City Manager to negotiate and execute an agreement with Unlimited Environmental, Inc., in an amount not to exceed $229,702 (including a $38,284 contingency);
3. Award Bid #SP2660 to Unlimited Environmental, Inc. for on-call hazardous material abatement services for the Public Works Department;
4. Authorize the City Manager to negotiate and execute agreements with Unlimited Environmental, Inc., in an amount not to exceed $1,500,000 for three years, with two-additional one-year renewal options in the amount of $500,000, on the same terms and conditions for a total amount not to exceed $2,500,000 over a fiveyear period, with future year funding contingent on Council budget approval.
5. Award Bid #SP2660 to Castlerock Environmental, Inc. for on-call hazardous material abatement services for the Public Works Department;
6. Authorize the City Manager to negotiate and execute agreements with Castlerock Environmental, Inc., in an amount not to exceed $1,500,000 for three years, with two-additional one-year renewal options in the amount of $500,000, on the same terms and conditions for a total amount not to exceed $2,500,000 over a fiveyear period, with future year funding contingent on Council budget approval.
7. Adopt a finding of Categorical Exemption pursuant to Sections 15301 (Existing Facilities), 15302 (Replacement/Reconstruction), and 15308 (Actions for Protection of the Environment) of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The Santa Monica Airport seeks to renovate the 3200 Airport Avenue building to comply 2 of 5
with current code regulations, address deferred maintenance issues, minimize ongoing maintenance costs, and maximize the building’s revenue potential. To properly and safely dispose of material generated from areas of demolition during the renovation, a certified hazardous material abatement contractor must be utilized. In addition, the City has identified a need to establish on-call agreements for hazardous material abatement services for similar Public Works projects Citywide. Therefore, Staff recommends awarding hazardous material abatement services for 3200 Airport Avenue to Unlimited Environmental, Inc. and hazardous material abatement on-call services to Unlimited Environmental, Inc and Castlerock Environment, Inc.
Discussion
Built between 1940 and 1947, the 3200 Airport Avenue building was constructed with materials that would no longer be utilized by today’s standards. In preparation for the 3200 Airport Avenue Renovation project, certain sections of the building will need to be abated and monitored for proper disposal. For this process, South Coast Air Quality Management District (SCAQMD) requires the use of a certified hazardous material abatement contractor.
Staff recommends awarding hazardous material abatement services for 3200 Airport Avenue to Unlimited Environmental, Inc. and hazardous material abatement on-call services to Unlimited Environmental, Inc. and Castlerock Environmental, Inc. This selection is based on their proposed experience, quality of the teams, and cost of the proposed services.
Recommendations
Selection Criteria
Evaluation Criteria The training, credentials and experience of the firms; the Recommended Vendors (Hazardous Material Abatement)
Unlimited
Environmental, Inc.
Castlerock
Environmental, Inc.
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demonstrated competence, ability, capacity and skill of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay; the capacity of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay; the sufficiency of the person’s or firm’s financial and other resources; and the character, integrity, reputation and judgment of the person or firm; the ability of the person or firm to provide such future service as may be needed; and the price which the person or firm proposes to charge, including the price being fair, reasonable and competitive. The City shall have absolute discretion in determining the applicability and weight of the criteria listed above.
The city is not required to select the proposal with the lowest price.
Municipal Code SMMC 2.24.180
RFQual Data
Date
Posted Posted On
Advertised In
(City Charter &
SMMC)
Vendors
Downloaded
Submittals
Received
Date
Publicly
Opened
10/28/2022
City's
Online
Bidding Site
Santa Monica
Daily Press 21 2 10/11/2022
Justification to Short-List
Both firms have demonstrated competence, capacity, and the skill in performing hazardous material abatement. In addition, both firms have provided competitive pricing to the city. Based on these criteria, these vendors are recommended as the best qualified firms. Although the 3200 Airport Avenue Renovation abatement scope will be awarded to Unlimited Environmental, Inc., staff recommends awarding on-call agreements to both firms to address future City abatement needs. Multiple agreements will allow City staff to perform a competitive procurement process to award future projects.
Environmental Review
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The project is categorically exempt from CEQA pursuant to Section 15301, Section 15302, and Section 15308 of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which include 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 existing or former use. Section 15302 exempts Class 2 (Replacement or Reconstruction) projects which include the replacement or reconstruction of existing structures and facilities where the new structure will be located in the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced. Section 15308 exempts actions taken by regulatory agencies for protection of the environment (Class 8). The project would renovate and conduct hazardous materials abatement for the existing city facility at 3200 Airport Avenue, and therefore, it has determined that the project is categorically exempt pursuant to Section 15301, Section 15302, and Section 15308 of the CEQA Guidelines. 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.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Airport and various Funds to award agreements to Unlimited Environmental, Inc. and Castlerock Environmental, Inc. for hazardous material abatement. Future year funding is contingent on Council budget approval.
Contract Request
Vendor
FY 2022-23
Request Amount
Future Years
Request Amount
Various
Departments/CIP
Account #
Total Contract(s)
Unlimited
Environmental, Inc.
$229,702 $0 C5704690.689000 $229,702
Unlimited
Environmental, Inc.
$1,500,000 $1,000,000 Various $2,500,000
Castlerock
Environmental, Inc.
$1,500,000 $1,000,000 Various $2,500,000
$3,229,702 $2,000,000 Total $5,229,702
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Prepared By: Phillip Ticun, CIP Project Manager
Approved Forwarded to Council
Attachments:
A. Oaks_Initiative_Disclosure_Form_Unlimited
B. Oaks_Initiative_Disclosure_Form_Castlerock