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HomeMy WebLinkAboutStaff Report 4.A 10/01/2018DATE: October 1, 2018 TO: Honorable Mayor and Members of the City Council through City Manager FROM: D n �F�ASCE - Director, Public Works & Utilities Jeff Stutsman, P.E. — Senior Civil Engineer, Public Works & Utilities SUBJECT: Resolution Authorizing Award of Contract for the Remodel of Fire Stations #2 & #3 Capital Improvement Project to Kevin Mack Construction, Inc. RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing Award of Contract for the. Remodel of Fire Stations #2 & #3 Capital Improvement Project to Kevin Mack Construction, Inc. BACKGROUND Fire Stations 2 and 3 need modernization and reconfiguration in order to provide adequate accommodations for a diverse workforce. This project converts existing restroom and locker room space to better provide for gender and disability needs. The project, C00300405, was approved in the FY 17/18 CIP Budget for $150,000. After design was completed, it became apparent that the project was more costly than originally budgeted, and the project budget was increased to $206,000 for the current fiscal year. The project was initially advertised in March 2018, but only one response was received at a cost that was several times the budget. The single bid was rejected in May by the City Council. DISCUSSION This project intends to reconfigure the restrooms and locker rooms at Stations 2 and 3 to provide separated bathrooms for each gender and to improve ADA compliance under the State Building Code. Fire Station 2 currently has one full men's locker room and one half -bathroom. The existing locker room has two showers with no privacy for changing. It would be modified to provide a single shower with an attached private changing area that would not be ADA compliant. The half bathroom, currently serving as a unisex office restroom, would be upgraded by adding an ADA compliant shower, sink and changing area and would serve women and ADA needs at the station. This is the only station to be modified as part of this construction contract. Fire Station 3 currently has two full bathrooms and one half -bathroom. One of the full bathrooms, constructed 10 years after the fire station was built, was built to ADA standards at that time. This bathroom is not included in the project plans. The existing half bathroom can be reconfigured with an adjacent storage closet to create a women's locker room. The other full bathroom can be modified to provide a private changing area with the shower. At a proposed cost of approximately $4,200 per sq. foot, the previous bid for the work was significantly higher than similar projects or the architect's estimate. The bidder believed that the project was very complicated, therefore it was decided to simplify the project by removing the asbestos abatement and temporary restroom rental requirements from the contractor project scope. These tasks will be managed separately. The project was also changed to separate Fire Station 2 and 3 into a Base Bid and an Alternate Bid so that one station can be modified if the current funding is not sufficient to do both, which is the case now that the bids have been received. The Notice Inviting Bids for the construction contract was issued on August 9, 2018. On August 30, 2018, three (3) bids were received as follows: Name of Bidder Business Location Total Base Bid - Station #z Total Alternate Bid — Station #3 FRC, Inc. Windsor, CA $190,000.00 $168,000.00 RH Construction Rio Dell, CA $155,670.00 $142,792.00 Kevin Mack Construction Inc. Millville, CA $144,000.00 $132,000.00 Architect's Estimate N/A $95,000.00 $55,000.00 The lowest responsible bidder, Kevin Mack Construction, Inc., has not performed work for the City of Petaluma, but has performed similar public works projects. The contractor possesses the necessary California Contractor's License, Class A and B, number 471831, which expires on March 31, 2019, to perform the work. It is recommended that the Council award the base -bid contract to Kevin Mack Construction, Inc., for $144,000.00. Construction would be scheduled to begin in November and be completed in about three months. The contract documents require project completion within seventy-five (75) working days. The project is categorically exempt from California Environmental Quality Act because it performs maintenance and minor upgrades to an existing facility project. The total project cost utilizing the low bidder for the Base Bid on Station #2 only, along with the two minor contracts for temporary restrooms and asbestos abatement is as follows: Scope of Work Contractor Business Location Contract Amount Contract Procurement Remove asbestos in Central Valley Rohnert Park, CA $2,774.00 Request for flooring and drywall Environmental Proposal compound Rental of temporary Honey Bucket Sacramento, CA $13,000.00 Request for restroom facilities ($6,500.00/mo. Proposal approx. zmo.) Restroom Kevin Mack Millville, CA $144,000.00 Public Bid Modification FS#z Construction, Inc Total Cost Restroom Modification Fire Station #z $159,774.00 2 The bid for the construction work is higher than the architect's project estimate. City staff is satisfied that the competitive bids received reflect current market conditions. It is recommended that the Council award the base bid for Fire Station #2, which can be completed within the approved budget along with the abatement and temporary restroom rental. FINANCIAL IMPACTS The project is included in the FY 18/19 CIP Budget as C00300405 with an approved project budget of $206,000. The total overall project estimate of $334,000 is funded by Transient Occupancy Tax and Fire Suppression Impact fees. Approximately $37,468 has been expended to date for planning and design of the restroom separation project. Approximately $94,532 was expended in fiscal years 2012 through 2016 for preliminary design of Station 2 and 3 expansions. The recommended award is within the approved FY 18/19 budget but only funds one of the two fire station restroom locker room improvement projects. ATTACHMENTS 1. Resolution 3 FY 1819 CIP Budget Revised Project Estimate Design $5,000 $5,000 Environmental Construction Contracts $166,000 $16o,000 Construction Management $15,000 $15,000 Contingency $18,000 $24,000 CIP Overhead $2,000 $2,000 Total $2o6,000 $2o6,000 Funding Sources Transient Occupancy Tax $2o6,000 $2o6,000 Total Funds $2o6,000 $2o6,000 ATTACHMENTS 1. Resolution 3 Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR THE REMODEL OF FIRE STATIONS #2 & #3 CAPITAL IMPROVEMENT PROJECT TO KEVIN MACK CONSTRUCTION, INC. WHEREAS, the project is intended to create gender appropriate, ADA compliant, and efficient restroom and locker room facilities; and WHEREAS, the current fiscal year CIP budget includes CIP Project #000300405, Remodel of Fire Stations #2 and #3; and WHEREAS, in accordance with the City of Petaluma Charter and section 4.04.080 of the Petaluma Municipal Code, California Public Contract Code Section 20162 and other applicable law, construction documents were prepared, and base bids were solicited for Fire Station #2 and Alternate Bids were solicited for Fire Station #3; and WHEREAS, the project was bid on August 9, 2018, and three (3) bids were received and opened on August 30, 2018, in accordance with applicable law; and WHEREAS, the lowest responsive and responsible base bid for the base bid was submitted by Kevin Mack Construction, Inc., from Millville, CA for $144,000.00; and WHEREAS, staff recommends the construction contract be awarded for the base bid only for a total contract amount of $144,000.00; and WHEREAS, staff has determined that the Contractor's bid satisfies the bidding requirements for the Project; and WHEREAS, Contractor possesses a valid California Contractor's License, ,Class A, number 471831 that is appropriate for the work to be performed for the Project; and WHEREAS, the Project is categorically exempt pursuant to California Environmental Quality Act ("CEQA") and Title 14, the California Code of Regulations ("CEQA Guidelines"), Section 15301, because the project consists of the operation, repair, maintenance, or minor alteration of existing public structures involving negligible or no expansion of use beyond that previously existing. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. In accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non- conformance in the base bid of Kevin Mack Construction, Inc., for the Remodel of Fire Station #2 & #3 Project, and further finds that Kevin Mack Construction, Inc., is the lowest responsible and responsible bidder. rd 2. Awards the contract for the Remodel of Fire Station #2 & #3 Project No. C00300405 to Kevin Mack Construction, Inc. in the base bid amount of $144,000.00, conditioned on Kevin Mack Construction, Inc.'s timely executing the project contract and submitting all required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents, and establishes construction contract contingency amount of $24,000. 3. Authorizes and directs the City Manager to execute the project contract documents and related documents on behalf of the City.