City Council
Meeting: January 8, 2008
Agenda Item: 1-F
To: Mayor and City Council
From:
Subject: Construction Contract for the Civic
Auditorium Electrical Upgrade Project
Recommended
Action
Staff recommends that the City Council:
1.
award a
construction contract to A-1 Electrical Service Company, Inc., the best bidder,
in the amount of $446,000 plus a 10% contingency for a total amount not to
exceed $490,600; and
2.
authorize
the City Engineer to issue any necessary change orders to complete additional
work within budget authority.
Executive Summary
The Civic Auditorium
Electrical Upgrade Project will
bring major components of the facility’s electrical equipment up to current code
and will provide additional electrical service to meet Civic
Auditorium event requirements. Construction costs for the project are expected not to
exceed $490,600. The total
project cost, including a previously approved purchase order to Southern
California Edison for the purchase and installation of a new transformer, is
expected not to exceed $551,735. This project is funded with Civic Auditorium funds.
Discussion
This project will update
critical elements of the Civic Auditorium’s electrical system, bringing it up
to current safety code standards. The
current electrical equipment, installed in 1958, has deteriorated over time and no longer
effectively meets the power requirements of modern equipment. The Civic Auditorium’s current event schedule
includes exhibit shows, concerts, and television award shows, which require
expanded electrical service and modern equipment. Additional generators and electrical equipment are brought in at the
expense of the tenant, making the Civic Auditorium less appealing for events. The new electrical service will accommodate
exterior and interior event requirements, which contribute to the marketing
efforts and booking potential of the facility, providing an economic benefit to
the City and downtown area.
A-1 Electrical Service Company,
Inc., will coordinate their work with Southern California Edison during the
installation of the new transformer. The Civic Auditorium will be closed for 35
days during the construction of this project.
This project requires extensive schedule planning and efforts have been
underway almost a year already to schedule this project as efficiently as
possible. Specific dates for
construction have been blocked out and any change to the planned schedule will
necessitate cancelling additional events, which will create a loss of revenue
for the facility.
Improvements
under this project are required to maintain the Civic Auditorium’s electrical
service needs for current and future events.
Failure to complete the upgrade will lead to further deterioration,
unsafe working conditions and electrical outages during events in addition to
limiting the marketing opportunities for the Civic Auditorium.
Contractor Selection
A Notice Inviting Bids was
published in the Santa Monica Daily Press on September 27 and September
29, 2007, and the bid document was sent to nine public plan rooms. The Notice Inviting
Bids was also posted on the Civil Engineering and Architecture Division’s
webpage. Five contractors requested
bid documents and two sealed bids were received by the City Clerk’s office. The bids were publicly opened and read aloud
on October 22, 2007 by the Deputy City Clerk.
The bid results were as follows:
|
Contractor |
Base Bid |
|
A-1 Electric Service Company, Inc. Hampo Engineering Contractors (HEC), Inc. |
$ 446,000 $ 545,000 |
|
City
Engineer's |
$ 320,000 to $ 370,000 |
Bids
were evaluated based on competitive pricing, understanding of the project’s
scope, direct experience on similar projects, approach to the work, technical
competence, qualifications of the proposed staff, and the ability to meet the
desired time frames. The
City received only two bids, as the electrical upgrade work to this type of
facility is highly specialized work where general contractors have great
difficulty bidding competitively. An
attempt to put this project out to bid again would likely result in higher
prices due to rapid escalation of wiring and electrical component material
costs. It will also create a loss in
revenue for the Civic Auditorium by necessitating the cancellation of
additional events. Lastly, electrical
components and wiring have undergone multiple cost increases over the last
several months, which resulted in bids higher than estimated.
A-1
Electric Service Company, Inc., is recommended the best bidder, based on the quality
of services offered and their experience with similar projects including facility
improvements for Quest Diagnostics, Boeing Company and the City of
Construction
Management
Construction
management will be provided by Environmental and Public Works Management
staff. Construction management will
include inspection of the contractor’s work during construction, reporting
field changes and unforeseen conditions to the construction manager, monitoring
and mitigating impact as a result of the construction activities, attending periodic
progress meetings, maintaining all necessary inspection documentation relevant
to the work conducted during construction, and ensuring that all the
requirements of the contract are properly completed.
Financial Impacts and Budget Actions
Funds
in the amount of $490,600 for construction are available in C320810.589000 (Civic
Auditorium Electrical).
Prepared
by:
Greg de Vinck, Civil Engineer
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Approved: |
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Forwarded to Council: |
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Director
– Environmental and Public Works Management Department |
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P. City
Manager |