City of Santa Monica
California

Staff Report
2421

Award a Construction Contract for Pier Railing and Lighting Replacement and Area 4 Decking Upgrade

Information

Department:Public Works, Civil EngineeringSponsors:
Category:03. Consent Calendar

Recommended Action

Recommended Action

Staff recommends that the City Council:

1.              Award Bid #2465 to John S. Meek Company, Inc. a California-based company, for the Santa Monica Municipal Pier Railing and Lighting Replacement and Area 4 Deck Upgrade;

2.              Authorize the City Manager to negotiate and execute a contract with John S. Meek Company, Inc. in an amount not to exceed $1,483,327 (including a $193,477 contingency); and

3.              Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.

 

Staff Report Body

Executive Summary

Improvements made through the Santa Monica Municipal Pier Railing and Lighting Replacement and Area 4 Deck Upgrade Project will improve the existing Pier infrastructure and enhance pedestrian safety. The proposed improvement would consist of removal and replacement of corroded railings and light poles, removal and replacement of the sub-standard wood decking and structural supports and installation of new light poles and steel plates at the base of the existing railings posts.

 

Staff recommends John S. Meek Company, Inc. to construct the Santa Monica Municipal Pier Railing and Lighting Replacement and Area 4 Deck Upgrade Project in an amount not to exceed $1,483,327, including a 15% contingency.

 

Background

The Santa Monica Municipal Pier is over 100 years old and is an iconic destination where traditional, athletic and educational events are programmed throughout the year. Over the years, pier railings and light poles have been subject to environmental challenges with salt air and moisture. The railings are also impacted by heavy use, particularly in the fishing area, and are showing significant rusting/corrosion, including at points of attachment and at joints that compromise their stability. Periodic replacement of sections of corroded railing and light poles are necessary to ensure their integrity. The 2008 Moffatt & Nichol Pier infrastructure assessment study concluded that these infrastructure items are in need of complete replacement or upgrading.

 

During the FY 2016-17 budget process, the City Council appropriated funds for the Pier Railing and Light Pole Replacement and Area 4 Deck Replacement projects.

 

Discussion

The Santa Monica Pier is comprised of two separate pier structures: the Municipal Pier extending from the pier bridge to the outer westerly end which serves as the primary access way, and the Newcomb Pier which serves as a platform for most of the commercial buildings, the deck parking lot and Pacific Park amusement area.

 

In accordance with the 2008 Moffatt & Nichol Pier infrastructure assessment study, recommended upgrades to Newcomb Pier include upgrading the structure in the parking and walkway areas in order to support a 15-ton truck (H15-44 truck). Upgrades in Area 4 of the Newcomb Pier (See Attachment 1 for Area 4 Location) is considered one of the higher priority structural upgrade zones along the Newcomb Pier. The limits of this area are bounded by Bent 12 to the east, Bent 16 to the west, an existing building to the north and the edge of the Pier to the south.

 

In this zone, the stringers (which support the decking) are 3 inches by 16 inches at 22 inches on-center directly below the existing 3-inch wood decking. The calculated loading capacity for the existing structural components in this area are capable of supporting a 7-ton vehicle. In order to achieve the recommended capacity to support an H-15 truck, existing stringers need to be supplemented. New 4-inch by 16-inch stringers would be added between existing stringers. In addition, new 3-inch decking would replace the existing substandard decking in this area.

 

The railing and light poles on the pier are subject to significant environmental challenges with salt air and humidity. The railings are also impacted by heavy use, particularly in the fishing area where heavy rusting at points of attachment and at joints have reduced their stability. Light poles are displaying significant corrosion.

 

The purpose of this project is to enhance the Pier’s overall conditions while maintaining and honoring its unique and historic character, ensuring its continued relevance and vitality to present and future generations.

 

The project would remove and replace approximately 220 feet of the corroded railings at the south end of the Pier, remove and replace four corroded cobra head light poles and install five new tear-drop light poles with LED luminaire light fixtures consistent with night sky standards and install approximately 340 base plates at the bottom of the exiting railing posts.

 

All new improvements would match the existing improvements in terms of height, material and color.

 

Staff recommends John S. Meek Company, Inc. to construct the Santa Monica Municipal Pier Railing and Lighting Replacement and Area 4 Deck Upgrade projects for a total amount not exceed $1,483,327. This figure includes $399,000 for the Pier Railing and Lighting Replacement Project, $890,850 for the Pier Decking Replacement Project plus a 15% contingency of $193,477.

 

Environmental Analysis

The project is categorically exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15301(c) and Section 15302 of the CEQA Guidelines. Section 15301(c) exempts Class 1 projects consisting of 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 use beyond that existing at the time of the lead agency’s determination." This exemption includes: “Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities." Section 15302 exempts Class 2 projects consisting of the “replacement or reconstruction of existing structures and facilities.” The project's replacement of the existing railings with new railings; replacement of four corroded light poles and new lights, and replacement of the decking area 4 at the Santa Monica Pier qualifies as Class 1 and 2 projects exempt from CEQA. In addition, none of the exceptions specified in Section 15300.2 of CEQA Guidelines would apply that would preclude the use of this CEQA exemption: The project site is not located in a sensitive environment; the project will not have a significant effect on the environment; the project would not damage scenic resources; the project would not be located on a hazardous waste site; and the project would not cause a change to a historical resource including the Santa Monica Pier as all replacements will be replacements-in-kind. Therefore, this project is categorically exempt from CEQA.

 

 

 

Contractor Selection

On June 26, 2017, the City published Bid #SP2465 for construction services for the Santa Monica Municipal Pier Railing and Lighting Replacement and Area 4 Deck Upgrade Projects. The bid was posted on the City’s on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Santa Monica Municipal Code Section 2.24.071(a) provisions. A total of 52 vendors downloaded the bid. Two bids were received and publically opened on July 26, 2017. Bid results are as follows:

 

              Contractor Name                                                                                    Bid Amount

Bellingham Marine Industries                                                        $1,420,710

John S. Meek Company, Inc.                                                        $1,289,850

 

Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality of product, and compliance with City specifications. Staff recommends John S. Meek Company, Inc., the lowest bidder, as the best bidder based on price, quality of services offered and experience with similar projects. John S. Meek Company, Inc. provided four references for recently completed projects, and a similar number of ongoing projects. All references contacted reported that the work performed by John S. Meek Company, Inc. was completed in a timely and cost-effective manner while maintaining consistent quality. John S Meek Company, Inc. has completed several projects for the Santa Monica Pier over the years, and staff is very pleased with their performance and professionalism. The Contractors State License Board also verified that the contractor and subcontractors’ licenses are current, active and in good standing.

 

Construction Management

Construction management and public outreach for this project would be provided by City staff. Construction management would include inspecting the contractor's work during construction, verifying and documenting field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activities, attending the contractor's safety meetings, attending periodic progress meetings and maintaining all necessary inspection documentation relevant to the work conducted during construction.

 

Public Outreach

Engineering staff met with the Pier Management staff, Pier businesses, Pier Corporation staff and the Pier Board about upcoming Pier projects in March and April 2017. At these public outreach meetings, staff presented preconstruction activities, project team roles, preliminary schedules and preliminary cost estimates for the upcoming project. Staff will continue to communicate with Pier tenants regarding all pre-construction public outreach while fostering open lines of communication and responding to the day to day concerns of the community, visitors and local businesses.

 

Public outreach during construction of this project would be provided by the City and supplemented by the City’s communications consultant CALTROP as part of the Contract for Pier Electrical Upgrade Project. The consultant is currently preparing and implementing a public information plan for this project and the Pier Electrical Upgrade Project. During construction, the construction management team would foster open lines of communication to receive feedback from the public and disseminate project information, ensuring constant outreach to the public, Pier tenants and other stakeholders. Public outreach would include notifications distributed to adjacent properties and the surrounding community on the scope of the project, potential impacts and the schedule, with additional periodic updates.

 

Construction Timeline

Upon Council approval, staff anticipates that construction would begin in January 2018 and would be completed by June 2018. To mitigate construction impacts to the Pier patrons, the project will implement early working hours commencing at 6 a.m. Monday to Friday and on Saturdays as needed. Early starts will help complete work earlier in a given day, thus mitigating impacts to Pier patrons in the afternoons.

 

Financial Impacts and Budget Actions

The construction contract to be awarded to John S. Meek Company, Inc. is for an amount not to exceed $1,483,327 (includes a 15% contingency). Funds are available in the FY 2017-18 Capital Improvement Program budget in the following accounts:

 

Account Number                            Account Name                                                        Amount

C309184.589000                            Pier Railing Account                                          $   398,993

C309185.589100                            Pier Decking Account                                          $1,084,334

Total                                                                                                                                            $1,483,327

 

 

Meeting History

Sep 12, 2017 5:30 PM  City Council Regular Meeting
draft Draft