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HomeMy WebLinkAboutStaff Report 3.B 07/15/2019DATE: July 15, 2019 TO: Honorable Mayor and Members of the City Council through City ManagerT)00 FROM: Dan St. John, RASCE Director, Public Works & Utilities Jason Beatty, P.E. — Assistant Director, Public Works & Utilities SUBJECT: 'Resolution Accepting Completion of the Remodel of Fire Station #2 Project RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Accepting Completion of the Remodel of Fire Station #2 Project. BACKGROUND Fire Station 2 needed modernization and reconfiguration of the locker and rest rooms in order to provide adequate accommodations for an increasingly diverse workforce. This project reconfigured the restrooms and locker rooms at Stations 2 to provide separated bathrooms and to improve ADA compliance under the State Building Code. Fire Station 2 had one full men's locker room with two side-by-side showers that did not provide privacy for changing and one half -bath. The existing locker room has been modified to provide a single shower with an attached private changing area. The half bathroom has been reconfigured to include an ADA compliant shower, sink and changing area to serve women and ADA needs at the station. This is the only station modified as part of this construction contract. The proposed action meets Council Goal: "A Safe Community that Thrives and Objective 1 workplan item "evaluate all City facilities, including our police and fire stations, and corporation yard facilities, and develop maintenance and replacement recommendations." DISCUSSION On October 1, 2018 the City Council adopted Resolution No. 2018-157 N.C.S. awarding the contract to the lowest responsive bidder, Kevin Mack Construction, Inc. for $144,000.00. The base bid included the modification of Fire Station #2 only. Construction drawings were completed for Fire Station #3 also and were bid as a bid alternate, but contractor bids came in too high to complete both facilities within the established budget. The identification of required funding, scope of work, and needs for the modifications at Fire Station #3 are continuing to be evaluated As part of the work, the City rented toilet and shower trailers for the Fire Department staff to use while the project was under construction. The City originally planned to abate asbestos backed flooring within both bathrooms, but at project initiation was informed that the flooring had previously been replaced. However, six weeks after the project began staff identified asbestos containing wall covering and scheduled removal at the abatement contractor's first availability. Six weeks after the project began staff was notified of suspected mold growth within the wall cavity at the urinals. An industrial hygienist was hired to positively identify the mold and prescribe treatment. The asbestos abatement removed a section of the mold containing wall and additional mold abatement was scheduled at the abatement contractor's first availability. Shortly after project initiation staff was notified of frequent sewer back-up issues. Video of the sewer line showed a non -code compliant installation that required replacement for proper operation. A change order was negotiated with the contractor to replace the sewer line from the bathroom under the building foundation to the cleanout at the sidewalk. The existing sewer lateral from the sidewalk cleanout to the water main under the roadway was not replaced because the lateral condition was shown to be code compliant. These unknown conditions delayed the contractor from completing the bathroom reconfiguration scope of work per the original schedule. The City and the Contractor negotiated a delay claim to further compensate the contractor for the days the City spent identifying and abating hazardous materials, and for the days that the City spent investigating and budgeting for the sewer lateral replacement. The final construction contract is $205,024.79, including six change orders for underground sewer lateral replacement; site preparation for abatement activities; replacement of insulation, wall board and wall covering removed by abatement activities; and replacing the aged urinals and toilet partitions; and claim of project delay. The change order total is $61,024.79. PUBLIC OUTREACH Public Works staff worked with the Fire Department Battalion Chief in charge of facilities to identify station needs related to the project. Fire Department staff reviewed the plans and provided feedback for plan modifications before finalizing the construction documents intended for bidding. Fire Department staff were kept up to date with project progress during construction via email, phone conversations and site discussions. The Public was notified of this project through Public Bid Notices and City Council meetings that included authorizations for award of design services and the construction contract. FINANCIAL IMPACTS The project, C00300405, was approved in the FY 17/18 CIP Budget for $150,000. After design was completed, it became apparent that the original project budget was insufficient, therefore the project budget was increased to $206,000 during FY 2017/18. The project was initially 2 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 2018 by the City Council. CIP Project C00300405 was budgeted in the FY 18/19 CIP at $206,000 and funded from Transient Occupancy Tax and Fire Suppression Impact fees. Approximately $37,600 was expended in FY 17/18 for planning and design of the restroom separation project. Approximately $97,700 was expended in fiscal years 2012 through 2017 for preliminary design of Station 2 and 3 expansions. Approximately $135,300 has been spent through FY 2017/18. A FY 2018/19 mid -year project budget adjustment was approved on March 27, 2019 for $64,000 to allocate funds for the increased costs to address unforeseen conditions with the sewer lateral repairs and asbestos and mold abatement impacts resulting in a revised project budget of $270,000. The revised project budget will be fully expended. The total construction cost for the project including other contracts for services besides the construction contract are summarized below: Scope of Work Contractor Business Contract Amount Location Hazardous Materials EnviroVue Petaluma, CA $4,740.00 Identification and Post - Abatement Testing Remove asbestos Central Valley Rohnert Park, CA $2,250.00 containing wall covering Environmental Remove mold in wall Central Valley Rohnert Park, CA $3,948.00 cavity Environmental Exterior electrical outlets D.C. Electric Cotati, CA $2,253.04 for trailers Rental of temporary Honey Bucket Sacramento, CA $19,600.04 restroom and shower facilities Replace flooring in large B.T. Mancini Santa Rosa, CA $2,917.00 bathroom Restroom Modification Kevin Mack Millville, CA $205,024.79 FS#2 Construction, Inc Total Cost Restroom Modification Fire Station #2 $240,732.87 3 Fire Station #2 Restroom Separation CIP C00300405 Adopted Project Budget Revised Project Budget Uses Planning/Environmental $ 0 $ 1,000 Design $ 5,000 $ 2,000 Construction Contracts $ 160,000 $ 241,000 Construction Management $ 15,000 $ 20,000 Contingency $ 24,000 $ 0 CIP Overhead $ 2,000 $ 6,000 Total Uses $206,000 $270,000 Sources Transient Occupancy Tax $206,000 $206,000 Budget Adjustment 1/8/19 $64,000 Total Sources $206,000,1 $270,000 ATTACHMENTS 1. Resolution m Attachment 1 RESOLUTION ACCEPTING COMPLETION OF THE REMODEL OF FIRE STATION 42 PROJECT WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter, Section 20162 of the California Public Contract Code and other applicable law, the City of Petaluma solicited bids for the Remodel of Fire Station #2 Project ("Project"); and WHEREAS, bids for the Project were opened on August 30, 2018, in accordance with California Public Contract Code Section 4104.5 and other applicable law; and WHEREAS, the apparent low bid for the Project was the bid of Kevin Mack Construction, Inc., in the amount of $144,000.00; and WHEREAS, by Resolution No. 2018-157 adopted October 1, 2018, the City Council of the City of Petaluma found the bid of $144,000.00 for the Project to be the lowest responsive bid and awarded the Project to Kevin Mack Construction, Inc., in that amount; and WHEREAS, the following change orders affecting the Project amount have been approved: Change Order Number Description Amount CCO#1 Replace Short Segment of Sewer Lateral $6,853.00 CCO#2 Replace Total Length of Sewer Lateral $19,877.00 CCO#3 Clean-up Before Abatement $1,001.00 CCO#4 Replace Insulation, Drywall, Texture and Paint $5,998.69 CCO#5 Install FRP, New Urinals and Toilet Partitions $5,424.51 CCO#6 Claim for Overhead costs for Project Delay $22,340.00 Net Change Orders: $61,024.79; and WHEREAS, the final construction contract amount as amended including all change orders is $205,024.79; and WHEREAS, City staff have inspected the Project and determined that it has been completed in substantial accordance with the contract requirements subject to the Contractor's continuing warranty and other obligations pursuant to the contract; and WHEREAS, based on the foregoing, it is recommended that Council accepts the Project on behalf of the City. 5 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: 1. The contract entitled Fire Station #2 Restroom Separation Project No. C00300405 with a final construction contract amount of $205,024.79 is accepted as complete subject to the Contractor's continuing warranty and other obligations pursuant to the contract. 2. The City Clerk/Recording Secretary is hereby authorized and directed to file a Notice of Completion concerning the Project with the Sonoma County Clerk's Office within ten (10) days of the date of this Resolution. 3. Staff is hereby authorized and directed to release all undisputed retention not subject to pending change orders within sixty (60) days of the date of this Resolution and in accordance with the terms of the Project contract, the Petaluma City Charter, California Public Contract Code Section 7107, and applicable law.