Council Meeting:  June 22, 2004                                                                                                                              Santa Monica, California

 

 

TO:                  Mayor and City Council                               

 

FROM:            City Staff

 

SUBJECT:     Construction Contract for SAMOSHEL Facility Upgrade

 

 

Introduction

This report recommends that City Council award a construction contract for the upgrade to SAMOSHEL with AWI Builders, Inc. the best bidder, in the amount of $441,020 and approve a contingency amount of $44,100 (10%). 

 

Background

The SAMOSHEL Homeless Shelter was constructed in 1994 as a 100-bed emergency shelter for homeless in Santa Monica.  The 7,800 square-foot tension fabric structure houses bunk beds, restrooms, counselor offices, sitting areas, kitchenette and a dining area.    Occupants are allowed to reside in the shelter for up to 6 months, during which time they can receive counseling, apply for employment and locate permanent housing. 

 

On November 13, 2001, Council approved using Federal Community Development Block Grant (CDBG) funds to complete the first phase of necessary upgrades including replacing the skin of the tension structure and adding an air conditioning system and insulation.   In Fiscal Years 2001/02 and 2002/03, funds were approved for additional upgrades to ensure that the facility could continue to effectively serve its clients.  JCCA Design Consultants were hired to provide architectural and engineering design services related to this second phase of upgrades including constructing a commercial grade kitchen, constructing full height partitions separating the various uses in the facility and installing a sprinkler and fire alarm system to meet life/safety requirements, and the project is ready to construct. 

 

Discussion

A Notice Inviting Bids for the construction contract was published on April 1 and 3, 2004 in The Los Angeles Times. The bid package was sent to eleven public plan rooms including five women/minority business enterprise associations. Six contractors requested the bid package and the City Clerk's office received one sealed bid, which was publicly opened on April 19, 2004 by the Deputy City Clerk.    

The bid result was as follows:

            AWI Builders, Inc.                                                      $441,020

                    Architect’s Estimate                                          $315,000

 

Other contractors who purchased bid packages were contacted and indicated that they did not submit bids because of workload or difficulty obtaining prices from subcontractors.  The contractors contacted also indicated that the current construction market has been greatly impacted by the increased cost of materials and workers compensation insurance.  rices, since CWS Inc., one of the non-bidding contractor’s confirmed their estimate was $467,270.59, $26,250.59 higher than the bid submitted by AWI Builders.  As the current costs of construction continue to increase, there is no evidence that re-bidding the project would result in lower bids.

 

AWI Builders, Inc. supplied the City with six references, all of which reported that the contractor's work quality was good and that the work was completed in a timely and cost efficient manner.  AWI Builders, Inc. recently successfully completed Animal Shelter Improvements for the City of Santa Monica and is currently recommended to construct Woodlawn Cemetery improvements.  The State Contractors' License Board verified that the Contractor's license is current, active, and in good standing. 

 

Budget/Financial Impact

CONSTRUCTION FUNDS REQUIRED:

 

Contract

 

$441,020

 

 

Contingency

 

$  44,100

 

 

 

 

 

 

 

Total Required

 

$485,120

 

 

Funds are available in the following accounts:

 

C19069202.589000

 

$  55,438

 

 

C19069203.589000

 

$214,979

 

 

C19003998.589000

 

$  58,891

 

 

C19041704.589000

 

$100,000

 

 

C19067301.589000

 

$  55,812

 

 

 

 

 

 

 

Total Available:   

$485,120

 

 

Recommendation

Staff recommends that the City Council:

1.                  Award a construction contract for the SAMOSHEL Facility Upgrade with AWI Builders, Inc. the best bidder, in the amount of $441,020 and approve a contingency amount of $44,100 (10%); and

2.                  Authorize the City Engineer to issue any necessary change orders to complete additional work within budget authority.

 

Prepared by:  Craig Perkins, Director, Environmental and Public Works Management

                        Anthony Antich, P.E., City Engineer

                        Barbara Stinchfield, Director, Community and Cultural Services

                        Karen Ginsberg, Assistant Director, Community and Cultural Services

                        Tracy Scuggs, Human Services Supervisor                                 

                        Lauren Friedman AIA, City Architect

                        Miriam Mulder, Architect

                        Sam Aslanian AIA, Architectural Associate