City Council
Report
City Council Meeting: November 28, 2023
Agenda Item: 5.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Public Landscape Subject: Award Bid to Burkhardt Custom for Provision and Installation of Fencing and Gate Access Controls
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15303 of the California Environmental Quality Act (CEQA) Guidelines.
2. Award Bid #4462 to Burkhardt Custom for the provision and installation of fencing and access controls for the Public Works Department.
3. Authorize the City Manager to negotiate and execute an agreement with Burkhart Custom, for an amount not to exceed $480,000 over a five-year period, with future year funding contingent on Council budget approval. 2 of 5
Summary
The City of Santa Monica’s recreation areas serve as a focal point of the community experience with many economic, social, and environmental benefits for residents and visitors alike. The Public Works Department utilizes permanent fencing to help manage access to parks, the beach, and the Santa Moncia Pier. Additionally, facilities such as the City Yards and Water Treatment Plant require the installation of fencing and programming of gate access controls to limit entry to authorized staff. To help maintain these vital city assets, the City contracts out the provision and installation of fencing and gate access control services on an as-needed basis. Staff recommends awarding an agreement to Burkhardt Custom for the provision and installation of fencing and gate access control services in an amount not to exceed $480,000 over a five-year period.
Discussion
Stakeholders across the Public Works Department have identified approximately 35 locations managed by the Facilities Maintenance, Water Resources, and Public Landscape Divisions that require fencing or gate access controls. Permanent fencing is designed for longevity of use and to provide a high level of security and protection.
Fencing and gate access controls prevent unauthorized access and trespassing, they protect workers, equipment, and materials, reduce the risk of theft, vandalism, and sabotage. They also ensure compliance with applicable insurance policies while maintaining the aesthetic appeal of the location.
Staff recommends awarding an agreement to Burkhardt Custom for the provision and installation of fencing and gate access control services on an as-needed basis in an amount not to exceed $480,000 over a five-year period.
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Vendor Selection
Bidder Recommendation
Best Bidder Burkhardt Custom
Evaluation
Criteria
Price; the ability, capacity and skill of the bidder to perform or provide the materials or services; the capacity of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference; the reputation, experience and efficiency of the bidder.
The City is not required to select the bid with the lowest price.
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
8/17/2023 City's Online
Bidding Site
Santa Monica Daily
Press
24 9/21/2023
Best Bidder Justification
Two bids were submitted and evaluated by a panel comprised of staff from the Public Landscape Division of the Public Works Department. The bid was drafted to capture per foot installation rates on various fence sizes and labor hour costs, as repair work makes up the majority of the services required. Bids were evaluated on price of materials, repair labor rate, and types of services provided. Not all bidders provided pricing for the hardware or labor rates for access controls. Staff recommends Burkhardt Custom as the best bidder as they are the sole bidder who provided a bid for both gate access controls and permanent fencing and their hourly repair and installation service labor rate is the lowest of the two. Additionally, Burkhardt Custom is located within the City of Santa Monica and has had a positive working relationship with the City in the past.
Environmental Review
The award of an agreement for the provision and installation of permanent fencing and gate access controls service is exempt pursuant to Section 15303 (New Construction or Conversion of Small Structures) of the California Environmental Quality Act (CEQA) Submittals Received
Burkardt Custom $1,303.68 Everfence $1,118.00
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Guidelines. Section 15303 exempts Class 3 projects which consists of the construction and location of limited numbers of new, small facilities or structures; installation of small new equipment and facilities in small structures; and the conversion of existing small structures from one use to another where only minor modifications are made in the exterior of the structure. The installation of fencing and gate access controls are accessory structures as described in Section 15303(e) Therefore, the award agreement is categorically exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund, Pier Fund, and Water Fund to award an agreement with Burkhardt Custom for the provision and installation of permanent fencing and gate access controls. Funds are available within existing budgeted accounts noted below and would be charged to the appropriate account based on usage.
Agreement Request
FY 2023-24 Budget
Request Amount Account Number
Future
Year Amount
Total Contract
Amount
$40,000 01500023.529140 $160,000 $200,000
$8,000 53500001.529140 $32,000 $40,000
$40,000 01500020.529480 $160,000 $200,000
$8,000 50500001.550010 $32,000 $40,000
$96,000 $384,000 $480,000
Future year funding is contingent on Council budget approval. 5 of 5
Prepared By: Leah Cornelius, Staff Assistant III
Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form - Burkhardt Custom