City Council
Report
City Council Meeting: December 17, 2024
Agenda Item: 5.I
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Award Construction Contract for Department of Transportation Maintenance Building Resinous Flooring Replacement and Award Construction Management Contract for Maintenance Building Resinous Flooring Replacement, Propulsion Infrastructure, Facilities Greening, and Administration Building Tier 2 Seismic Retrofit Projects Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemptions pursuant to Sections 15301 (Existing Facilities) and 15302 (Replacement/Reconstruction), of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid #SP2713 to Stonhard, Division of Stoncor Group, Inc., for the SMDOT Maintenance Building Resinous Flooring Replacement Improvements Project for the Public Works Department;
3. Award Request for Proposal (RFP) SP#2713, SP#2720, SP#2577 and SP#2575 to Wildan Engineering to provide construction management and observation services for the SMDOT Maintenance Building Resinous Flooring Replacement Improvements Project, SMDOT Propulsion Infrastructure Project, SMDOT Facilities Greening Project and SMDOT Administration Building Tier 2 Seismic Retrofit Project for the Public Works Department;
4. Authorize the City Manager to negotiate and execute a contract with Stonhard, Division of Stoncor Group, Inc., in an amount not to exceed $1,441,000 (including a 10% contingency);
5. Authorize the City Manager to negotiate and execute a construction management agreement with Wildan Engineering in an amount not to exceed $1,026,148 for a term of five years; and
6. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.
Summary
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The Santa Monica Department of Transportation (SMDOT) Maintenance Building resinous flooring has reached the end of its service life and requires replacement.
As part of the City of Santa Monica’s ongoing commitment to safety and operational efficiency, it is essential to replace the existing resinous flooring with a new, durable, and safer alternative.
Staff recommends Stonhard, Division of Stoncor Inc., to provide construction services in an amount not to exceed $1,441,000 (including a 10% contingency) and the firm Wildan Engineering, Inc. to provide construction management and inspection services for four City projects in an amount not to exceed $1,026,148.
Discussion
The 48,000 square foot SMDOT Maintenance Building includes twenty-one heavy-duty vehicle bays with lift systems, a parts warehouse, and shipping and receiving area. The resinous flooring in the Maintenance Building has been in service for over fourteen years. During this time, it has endured constant wear and tear from day-to-day use, vehicular traffic, the movement of equipment, exposure to industrial chemicals, and the general heavy-duty operations within the maintenance facility.
The epoxy flooring material has deteriorated significantly, with visible signs of cracking, discoloration, and surface wear, rendering it increasingly difficult to maintain. Several areas of the floor have cracked, chipped, or discolored, leading to concerns regarding security, cleanliness, and overall functionality of the space. As a result, the flooring has now reached the end of its useful life and requires removal and replacement.
The following tasks will be involved in the flooring replacement process:
• Assessment and Preparation: Identification of areas of severe damage that may require specific attention or additional subfloor repair. • Removal of Existing Flooring: Disposing of the flooring and excess waste in accordance with environmental guidelines and regulations. 3 of 7
• Surface Preparation: Ensuring a clean, dry, and structurally sound floor.
Repairing of any cracks or damage to the substrate to ensure a level surface for the new flooring.
• Installation of new flooring: Installation of a new high-performance resinous flooring system that is resistant to chemicals, abrasions, heavy traffic, and varying temperatures,
• Post-Installation Inspection: Inspection of the completed installation to ensure it meets quality standards and adheres to all specifications. Providing a postinstallation maintenance guide for cleaning and care of the new flooring. .
Long-Term Cost Savings:
The flooring replacement will eliminate hazards associated with cracked and worn flooring and will provide superior traction and better chemical resistance. The new flooring system will be more durable and require less frequent repairs or replacement than the current flooring. The enhanced wear resistance will also reduce long-term maintenance costs.
Contractor Selection
Bidder Recommendation
Best Bidder Stonhard, Division of Stoncor, Inc.
Evaluation Criteria The quality of the material or services offered. The character, integrity, reputation, judgment, training, experience and efficiency of the bidder. The ability, capacity, and skill of the bidder to perform the services; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.180
Submittals Received
Petra CPS $773,606.41
Superior Systems $ 925,615.00
Genesis Floor Covering Inc. $ 1,013,541.00
Techniquex, Inc. $1,205,844.00
Techno Coatings Inc. $1,229,855.00
Stonhard, Division of Stoncor, Inc. $1,310,000.00
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Bid Data
Date
Posted Posted On Advertise In(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
04/30/2024 City's Online
Bidding Site
Santa Monica Daily Press 38 06/04/2024
Best Bidder Justification
Four of the six submitted bids, including Petra CPS, Superior Systems, Techniquex, Inc. and Techno Coatings Inc. failed to provide required bid form documents and certifications and were deemed non-responsive due to not meeting the City's solicitation requirements.
Staff recommends awarding the contract to Stonhard, a division of Stoncor, Inc., as the best bidder among the two responsive submissions. Stonhard’s bid offers significant additional value including necessary services such as industrial moving for the existing maintenance building equipment and a comprehensive ten-year warranty. These offerings contribute to lower long-term operational costs, making the higher initial investment more cost-effective over time.
The evaluation criteria also took into account the bidder’s character, integrity, reputation, judgment, training, experience, and efficiency. Stonhard’s extensive experience in completing large transit facility flooring projects, coupled with their proven success in project delivery, further supports their selection. The combination of added services, longterm benefits, and Stonhard’s exceptional qualifications positions them as the most suitable and best bidder for the project
Construction Management and Inspection Services
The firm Wildan Engineering, Inc., is recommended to provide construction management and inspection services for four projects: SMDOT Maintenance Building Resinous Flooring Replacement Project, the SMDOT Propulsion Infrastructure Phases 2-4 Project, the SMDOT Facilities Greening Project and the SMDOT Administration Building Tier 2 Seismic Retrofit Project. The firm would be responsible for observing the installed materials, work quality and progress of the construction contractor to ensure construction adheres to project design plans and specifications, answering contractor questions in the field, installed quantities, preparing daily reports, capturing and maintaining progress photos, communicating work activities with various City departments, distributing construction notifications, and addressing questions or concerns from the public. With a significant number of City projects currently in construction, City staff does not have the capacity to inspect the construction of this type of project, which requires full-time oversight.
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RFP Recommendation
Best Bidder Wildan Engineering, Inc.
Evaluation Criteria Price; the ability, capacity, and skill of the bidder to perform the services; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.190
Proposals Received
Willdan Engineering, Inc.
RFP Data
Date Posted Posted On Vendors
Downloaded
Date Publicly
Opened
06/13/2024 City’s Online Bidding Site 7 06/27/2024
Additional Vendor Outreach & Justification Award
One firm submitted a proposal in response to the RFP for construction management and inspection services. The proposal was evaluated by staff from the Architectural Division.
Staff recommend Wildan Engineering, Inc. as the best qualified firm to provide construction management and inspection services, based on its qualifications, price, and its directly related experience providing similar services for municipal agencies.
Seven construction management firms were invited to submit proposals for the project.
While all firms reviewed the project requirements and solicitation, six chose not to bid. Staff contacted the vendors who did not participate. Three vendors stated no interest on bidding with no further feedback. The other three cited resource limitations, particularly due to the complexity of the multi-phased, multi-year projects, including the electrical infrastructure component. These firms noted the technical and phasing challenges involved, which exceeded their available capacity at the time of the bid. Based on this outreach, Wildan Engineering, Inc is recommended as the best qualified firm.
Environmental Review
The project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Class 1 - Existing Facilities) and Section 15302 (Class 2 – Replacement/Reconstruction).
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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 projects, consisting of the replacement/reconstruction of existing facilities, including the replacement of existing utility systems involving negligible or no capacity expansion. The resinous flooring system would be designed to the original building perimeter footprint and would not represent an increase in of the City’s existing space, and therefore, would be exempt pursuant to Section 15301 and Section 15302.
In addition, none of the exceptions specified in Section 15300.2 of the CEQA Guidelines would apply that would preclude use of this CEQA exemption. The project site is not located in a sensitive environment, would not have a significant effect on the environment, would not damage scenic resources, would not be located on a hazardous waste site, and would not cause a change to a historical resource.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund to award an agreement with Stonhard, Division of Stoncor, Inc., for the construction of the SMDOT Maintenance Building Resinous Flooring Replacement Improvements Project.
Contract Request
FY 2024-25
Request Amount
CIP Account # Total Contract
Amount
$1,441,000 C6004830.689000 $1,441,000
Staff seeks authority to approve available funding from the Big Blue Bus Fund to award a contract with Wildan Engineering, Inc. to provide construction management and observation services for the SMDOT Maintenance Building Resinous Flooring Replacement project, the SMDOT Propulsion Infrastructure Phases 2-4 Project, the SMDOT Facilities Greening Project and the SMDOT Administration Building Tier 2 Seismic Retrofit Project.
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Contract Request
FY 2024-25
Request Amount
CIP Account # Total Contract
Amount
$1,026,148 C6007240.689000 $1,026,148
Prepared By: Brian Ochoa, CIP Project Manager
Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form - Stonhard
B. Levine Act Disclosure Form - Stonhard
C. Oaks Initiative Form - Wildan
D. Wildan_Levine_Act_Disclosure_Form_2.6.24