PLAN TO EXPEDITE THE REOPENING OF THE

MUNICIPAL PIER - PLAN APPROVAL

Purpose:

The purpose of this report is to obtain City Council's approval to change the improvement phasing of the pier project. Staff believes that the proposed phasing delineated in this report will enable Council to reopen the pier for the public's use by February of 2000.

Background:

In an effort to keep the pier renovation project moving forward and expedite the reopening of the pier; staff is recommending the deck surface repair work, the work related to the installation of the new lighting system and safety railing be combined and bid as Phase II A of the Phase II - Municipal Pier Architectural Upgrades. Staff believes this will enable Council to reopen the pier for the public's use by February of 2000.

Subsequently, the work that includes the improvements to the plaza, lifeguard facilities and new restrooms would become Phase II B - Municipal Pier Architectural Upgrades. While the work on Phase II A is underway, staff will be working to engage the service of an architect to develop the construction documents for Phase II B. It is anticipated that the Phase II B work can be designed and the improvement work completed by October of 2000. This is predicated on maintaining a very tight work schedule.

Analysis:

Assuming that returning the pier to public use is a high priority, staff believes terminating the agreement with HLA and engaging the services of Concept Marine Associates, Inc. to complete the deck repair work, lighting, safety railing and utility work (Phase II A) will expedite this effort. Further, staff believes it is not in the City's best interest to continue with HLA for the following reasons:

• The conceptual architectural plans developed by the Council subcommittee have changed the scope of work substantially. The conceptual drawings are attached.

• Since the project is almost four years beyond the contract completion schedule, HLA is requesting modifications to the agreement to reflect HLA's 1999 hourly rates.

• According to Jim Hillson of HLA, virtually all of the original members of the project design team, including the architect, have departed from HLA.

Following the above course of action now would eliminate the need to keep the pier closed for an extended period of time and would allow for the necessary deck treatments to be performed immediately after the new equipment is installed. The plaza improvement work could be completed after the pier upgrades with the requirement that pedestrian access to the pier remain open during the plaza construction. This provision has been successful on other projects with a minimal inconvenience to the public during construction.

On February 9, 1999, City Council approved a Supplemental Agreement between the City and the contractor for Project No. CIP 95-620, changes in the scope of work for the project. The change, in part, deleted all the work related to the deck surface treatments on the pier. A credit of approximately $78,000 was given for this deletion of work. Staff proposed that the deck surface treatments be moved to Phase II Architectural Upgrades, Project No. CIP 98-621.

Prior to the award of the construction contract on May 12, 1998, City Council awarded a contract to Concept Marine Associates, Inc., to provide for the construction management of the construction work.

On May 12, 1998, City Council approved separating the Municipal Pier Renovation Project into two projects: Phase I - Municipal Pier Structural Retrofit, Project No. CIP 95-620 and Phase II - Municipal Pier Architectural Upgrades, Project No. CIP 98-621. At that time, it was anticipated that construction of the structural retrofit could be completed by early 1999 and that the architectural upgrades could be designed, approved and bid out so that commencement of construction of those improvements would dovetail with completion of the retrofit work. However, because of unanticipated staff changes, this did not happen.

Although, the engineer of record has indicated that the deck surface treatments and coatings can be deferred into the near future; the work should not be delayed beyond a reasonable period of time because water infiltration, resulting damage to the deck planks and pier structure may occur if the deck surface is not repaired and sealed.

The installation of the new lighting and railings planned in Phase II would severely damage the new deck surface and add considerable costs to the next phase in repairs and reapplication of a deck coating system. Therefore, staff is proposing that deck surface work and this work be combined and bid as Phase II A. Phase II B will include the plaza, lifeguard facilities and restroom improvements.

Staff has requested a price from Concept Marine Associates, Inc. for the preparation of the necessary construction documents and construction management. Concept Marine Associates, Inc. has submitted a proposal with the following general scope of services and fees:

• Deck repairs and coatings as specified by HLA Infrastructure, Inc.
• Electrical conduit, wiring and lighting distributed the length of the pier
• Telecommunication conduit for the phone service at the end of the pier
• Water line for hose bibbs and connections to fish sinks on the pier
• Benches, waste disposal containers and select site furnishings
• Railings

Design fee: $55,000

Under the terms of the existing agreement between the City and Concept Marine Associates, Inc., the City has the option to order additional services without changing the agreement. However, this must be done by a written amendment approved by the City and consultant. Since Concept Marine Associates, Inc. has performed satisfactorily and delivered a product under budget, staff is recommending the existing agreement be amended to include design services for the proposed Phase II A work, Municipal Pier Architectural Upgrades, Project No. CIP-98-621, for a fee of $55,000.

Fiscal Impact:

The current budget for the Municipal Pier Phase II, Architectural Upgrades, Project No. CIP 98-621, is $149,850 from the 121 Proposition A Open Space fund. In addition, approximately $77,100 will be available after compensating HLA for all work performed in accordance with the agreement. Therefore, no additional appropriation is necessary. The construction work for the project will be funded in the fiscal year 1999/2000 CIP budget.

Further, staff is recommending that all funds remaining after completion of Pier Structural Retrofit, Project No. CIP 95-620, be allocated to Phase II - Municipal Pier Architectural Upgrades, Project No. CIP 98-621.

Recommendation:

It is recommended that the City Council:

1. Approve the attached conceptual designs prepared by the pier subcommittee and authorize staff to solicit proposals from local architectural firms to develop final construction documents and estimates.

2. Approve the attached First Amendment to Professional Services Agreement between the City of Hermosa Beach and Concept Marine Associates, Inc., to prepare plans, specifications and estimates for Phase II A Architectural Upgrades, Project No. CIP 98-621, for a fee of $55,000;

3. Authorize the City Clerk to attest and the Mayor to execute said amendment to the agreement, upon approval as to form by the City Attorney;

4. Authorize the Director of Public Works/City Engineer to make adjustments to the scope of work as necessary within budget; and

5. Terminate the Professional Services Agreement between the City and HLA Infrastructure.

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