City Council
Report
City Council Meeting: March 11, 2025
Agenda Item: 4.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Award Bid SP2739 and Agreement to Best Contracting Services, Inc. for the Arcadia Water Treatment Plant Roof Replacement Project
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 #SP2739 to Best Contracting Services, Inc. for the Arcadia Water Treatment Plant (WTP) Roof Replacement Project for the Public Works Department; and
3. Authorize the City Manager to negotiate and execute an agreement with Best Contracting Services, Inc. in an amount not to exceed $310,000 (including a 20% contingency).
Summary
The Arcadia Water Treatment Plant (WTP) Roof Replacement Project (Project) would consist of the full replacement of roofing systems to prevent further water leaks and protect the structural integrity of the WTP’s Administration, Laboratory, and Control buildings. Staff recommends awarding a construction contract to Best Contracting Services, Inc. for the Project in an amount not to exceed $310,000 (including a 20% contingency). The Project is funded with Water Resources Funds. Construction is expected to begin in spring 2025 and be completed within four months.
Discussion
The City of Santa Monica’s Arcadia Water Treatment Plant is located at 1228 South Bundy Drive in Los Angeles. The site contains numerous buildings that house essential 2 of 4
services to provide residents, commercial customers, and visitors with drinking water.
The Arcadia Water Treatment Plant is an important component of the City’s Sustainable Water Master Plan (Attachment A) and enhances resiliency of the local water supply.
The existing roofs of the WTP’s Administration, Laboratory, and Control buildings are beyond their useful life, have been repaired and patched multiple times over recent years, and are in need of replacement. The Project would consist of the full replacement of roofing systems to prevent further leaks and protect the structural integrity of these buildings that support the Water Resources Division in delivering public services.
Vendor Selection
Bidder Recommendation
Best Bidder Best Contracting Services, Inc.
Evaluation Criteria Base Price, Project Team, Experience, Added Value Municipal Code SMMC 2.24.180
Submittals Received
Vendor Total
(sum of base bid and additive bids)
Best Contracting Services, Inc. $257,360
AME Builders Inc. $287,788
Letner Roofing Company $346,000
Bid Data
Date Posted Posted On Advertise in (City
Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
11/12/2024 City’s Online
Bidding Site
Santa Monica
Daily Press 65 01/08/2025
Best Bidder Justification
On November 12, 2024, the City issued a formal Request for Bids (RFB) to obtain construction services for the Project. The City received a total of four construction bids; however, AC Pros, Inc.’s bid did not meet the basic requirements of the RFB and was considered nonresponsive and rejected without evaluation. An evaluation panel composed of Architecture Services staff evaluated the remaining three bids and recommend Best Contracting Services, Inc. as the best and lowest bidder.
Staff recommends Best Contracting Services, Inc. as the best bidder based on the 3 of 4
evaluation criteria. The recommended bidder has demonstrated the ability to perform and complete quality work on past projects for the City of Santa Monica.
Environmental Review
The project is categorically exempt from CEQA pursuant to Section 15301 and Section 15302 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) project 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. The project would replace the existing roofs of the Administration, Laboratory, and Control buildings at 1228 South Bundy Drive, and therefore, it has been determined that the project would fall within the Class 1 and Class 2 categorical exemptions. Furthermore, none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, section 15300.2, apply to this project.
Past Council Actions
Meeting Date Description
04/11/2023
(Attachment B)
Adoption of Fiscal Year 2022-2023 Midyear Budget – Arcadia Water Treatment Plant Roof and HVAC Repairs
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Water Fund to award a contract to Best Contracting Services, Inc. for construction services for the Project.
Funding Source FY 2024-25
Request Amount CIP Account # Total Contract Amount
Water Fund $310,000 C5008780.689000
Water Resources $310,000
Total $310,000 $310,000
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Prepared By: Tania Hoy, Architectural Associate
Approved Forwarded to Council
Attachments:
A. Sustainable Water Master Plan (Web Link)
B. April 11, 2023 Staff Report (Web Link)
C. Best Contracting Services - Oaks
D. Best Contracting Services - Levine Act