City Council Meeting: September 11, 2012

Agenda Item: 3-K

To:                   Mayor and City Council 

From:              Martin Pastucha, Director of Public Works

Subject:          Bid Award for Deck Board Replacement and Nail Patrol Services at the Santa Monica Pier

 

 

Recommended Action

Staff recommends that the City Council award Bid #4004 for deck board replacement and monthly nail patrol services at the Santa Monica Pier to John S. Meek Company, a California-based company, in an amount not to exceed $68,400 for FY 2012-13, with two one-year renewal options and a total not to exceed amount of $238,400 for a three-year period.

 

Executive Summary

The City contracts out the replacement of 20 deck boards per month and monthly nail patrol services to maintain the structural integrity, safety, and appearance of the Santa Monica Pier (Pier) wooden deck surfaces.  In June 2012 the City solicited bids for such services.  After reviewing all four bids received, staff recommends John S. Meek Company as the best bidder to provide deck board replacement and monthly nail patrol services at the Pier for a total not to exceed amount of $238,400 for a three-year period.

 

Discussion

The City replaces a minimum of 20 wooden deck boards per month at the Pier to maintain the structure against damage caused by vehicles, the elements, and general usage of the Pier.  The contractor provides equipment and labor to pull up, replace, and cut up old deck boards for disposal.  In addition, nail patrols covering all Pier wooden deck surfaces are performed monthly to eliminate any trip hazards from nails that rise due to vehicles and Pier movements that may cause deck boards to dislodge.  An interim blanket purchase order has been awarded to John S. Meek Company for services from July through September 2012 to maintain the integrity of the Pier structure to ensure the safety of the public, Pier vendors, and City staff.  

 

Vendor Selection

In June 2012 the City published Notices Inviting Bids to provide deck board replacement and monthly nail patrol services at the Pier.  The bid was posted on the City’s online bidding site and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and Municipal Code provisions.  Four bids were received and publicly opened on June 19, 2012, per Attachment A.  Bids were evaluated on price, vendor qualifications, experience, and compliance with City specifications.  Based on these criteria, staff recommends John S. Meek Company as the best bidder to provide deck board replacement and monthly nail patrol services at the Pier in accordance with City specifications.  Although John S. Meek Company was not the lowest bidder based on the estimated annual cost, its 17 years of experience in marine construction and maintenance of municipal piers including satisfactory performance of deck board replacements and pile repairs at the Santa Monica Pier makes them the best bidder.

 

Financial Impacts & Budget Actions

The purchase order to be awarded to John S. Meek Company will not exceed $68,400.  Funds are included in the FY 2012-13 budget in account 30455.555010.  Budget authority for subsequent years will be requested in each budget cycle for Council approval.  Future funding is contingent upon Council approval.

 

Prepared by:  Kevin Nagata, Administrative Analyst 

 

 

Approved:

 

Forwarded to Council:

 

 

 

 

 

 

Martin Pastucha

Director of Public Works

 

Rod Gould

City Manager

 

 

Attachments:   A – Bid Summary