City Council
Report
City Council Meeting: August 27, 2019
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services Subject: Award Bid and enter into Master Services Agreement for General Construction Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2524 to nine California-based general contractors to provide asneeded general construction services on various projects for the Public Works Department.
2. Authorize the City Manager to negotiate and execute an as-needed master services agreement with nine general contractors in an amount not to exceed $5,000,000 over a five-year period for each agreement, subject to Council approval of the biennial operating budget and the biennial capital improvement program budget which would allow appropriation of funds for any task order issued under each as-needed master services agreement.
Summary
Timely delivery of high quality projects at the best price is the City’s long-standing approach to public construction contracting. Santa Monica Municipal Code Section
2.24.220(g) (Public Works Contracts) allows the City Council to award as-needed service agreements (Master Services Agreements or MSAs) to prequalified contractors for construction, maintenance or repair services in amounts not to exceed $5 million over a five-year period. MSAs enable the City to complete administrative procedures for procurement and contracting ahead of time and subsequently allow for timely delivery as service needs occur. Staff recommends awarding nine as-needed MSAs for various operations and capital improvement projects for the Public Works Department.
Discussion
The proposed agreements would enable the Public Works Department to expedite the commencement of work by an estimated 20-27 weeks because most of the administrative work in the procurement process, including vendor evaluation, 2 of 4
prequalification, authorization, and contract execution, would be completed upfront. This would result in the acceleration of the commencement of small, relatively simple Public Works projects, decrease the risk of potential escalation costs, and reduce the amount of staff time spent on procurement for each individual project.
Staff conducted a process to pre-qualify contractors to provide general construction services for various Public Works projects for five categories of work: interior remodels/tenant improvements, exterior building renovations, parks/playgrounds/site work, general engineering, and pier work. After the City Council’s approval in October 2018, only one contractor agreement was executed in two of the five categories. Having completed this second solicitation, staff is recommending additional contractors in order to obtain better competitive pricing from all five categories.
Past Council Actions
10/08/2018
(Attachment A)
Second Reading and Adoption of Ordinance Modifying Section
2.24.071 of the Santa Monica Municipal Code to Authorize AsNeeded Services Agreements for Public Works Projects 09/11/2018
(Attachment B)
Introduction and first reading of Ordinance amending Santa Monica Municipal Code Section 2.24.071 to update Public Works Contracts requirements; Award of Bid #SP2524 to eight general contractors to provide as-needed general construction services; and Authorization for the City Manager to execute a master on-call task order services agreement with each pre-qualified contractor, once the ordinance becomes effective
Vendor Selection
RFQual Data
RFQual
Posting Date
RFQual Posted
On
RFQual Advertised In
(City Charter & Municipal
Code)
# of Firms
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
05/17/2019 City's Online
Bidding Site
Santa Monica Daily
Press 46 9 06/13/2019
Pre-qualified List Vendor Selection Recommendation
West Valley
Investment
Group
Waisman
Construction,
Inc.
Municipal
Code SMMC 2.24.190
Olympos
Painting, Inc.
Granite
Construction
Evaluation
Criteria
Previous experience/technical competence,
answers to a questionnaire, references,
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Company resumes of relevant staff, and Department
of Industrial Relations project experience
Excel Paving (labor compliance).
Company
Sully-Miller
Contracting
Company
Metro Builders
& Engineering
Group
MTM
Construction,
Inc.
W.A. Rasic
Construction
Justification to Short-List
A panel of staff from the Engineering and Street Services and Architecture Services divisions of the Public Works Department rated all nine firms’ statements of qualifications for general construction services. Staff deemed all statements acceptable and placed them on a pre-qualified list. Attachment C shows the breakdown of the five categories (interior remodels/tenant improvements, exterior building renovations, parks/playgrounds/site work, general engineering, and pier work) each vendor is prequalified to perform as-needed work. Staff recommends awarding an MSA to each of these nine pre-qualified vendors. Staff will solicit bids from all pre-qualified contractors prior to commencing work valued at more than $25,000.
Financial Impacts and Budget Actions
Staff seeks authority to award an as-needed Master Services Agreement with each of the nine pre-qualified general contractors. All amounts are not to exceed $5,000,000 over a five-year period. Funding for existing projects to be completed under these MSAs was approved by Council in the FY 2019-20 Adopted Budget. Future year funding is contingent on Council budget approval. Expenditures would occur only upon issuance of a task order by the Public Works Director to an MSA vendor listed below.
Master Services Agreement Request
Vendor
FY 2019-20 through FY 2023-24 Budget
Various Departments/CIP Account #
Total Contract
Amount
West Valley Investment Group Various $5,000,000
Olympos Painting, Inc. Various $5,000,000
Excel Paving Company Various $5,000,000
Metro Builders & Engineering Various $5,000,000
Waisman Construction, Inc. Various $5,000,000
Granite Construction Company Various $5,000,000
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Sully-Miller Contracting Company Various $5,000,000
MTM Construction, Inc. Various $5,000,000
W.A. Rasic Construction Co, Inc. Various $5,000,000
Total $45,000,000
Prepared By: Phillip Ticun, CIP Project Manager
Approved Forwarded to Council
Attachments:
A. October 9, 2018 Staff Report
B. September 11, 2018 Staff Report
C. Pre-Qualified ShortList
D. MTM Oaks Initiative Disclosure Form
E. W.A. Rasic Oaks Initiative Disclosure Form
F. Waisman Oaks Initiative Disclosure Form
G. West Valley Oaks Oaks Initiative Disclosure Form
H. Olympos Painting Oaks Initiative Disclosure Form
I. Excel Oaks Initiative Disclosure Form
J. Sully-Miller Oaks Initiative Disclosure Form
K. Granite Oaks Initiative Disclosure Form
L. Metro Oaks Initiative Disclosure Form