HomeMy WebLinkAboutItem 12 - Award South Hills Radio Site Upgrades Project
Department Name: Public Works
Cost Center: 1101
For Agenda of: February 18, 2020
Placement: Consent
Estimated Time: N/A
FROM: Shelly Stanwyck, Assistant City Manager – Community Services
Prepared By: Shelsie Kloepper, Engineer III
SUBJECT: AWARD OF SOUTH HILLS RADIO SITE UPGRADES PROJECT,
SPECIFICATION NO. 91584
RECOMMENDATION
1. Award a construction contract (Attachment A) to Specialty Construction, Inc. in the
amount of $760,270.25 for the South Hills Radio Site Upgrades Project; and
2. Approve a transfer of $138,012 from the Information Technology Replacement Fund
Undesignated Capital Account to the Community Safety Emergency Response
Communication Equipment Account to fund the project.
DISCUSSION
Background
On March 5, 2019, the City Council authorized inviting bids (Attachment B) for the South Hills
Radio Site Upgrades Project (Project), which is intended to replace critical public safety
communication equipment at the top of South Hills. At the time of authorization to advertise, the
City did not have sufficient funding appropriated to construct the Project. As a result,
advertisement was delayed, and additional funding was appropriated by Council with the 2019-
2021 Financial Plan. Project advertisement was timed such that construction work would begin
the first week of May of this year, 2020, in order to capitalize on dry weather conditions through
the entire summer season.
Three bids were received and publicly opened on January 16, 2020 (Attachment C). All the bids
were over the Engineer’s Estimate of $650,000. The lowest bidder is Specialty Construction, Inc.
with a bid price of $760,270.25. This increase in cost may be attributed to the overall increase in
construction activity and high demand for contractor work. The table below summarizes the bid
results.
Engineer’s
Estimate
Specialty Construction,
Inc.
Souza Construction Jitney
$650,000 $760,270.25 $820,372.50 $1,005,232
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Item 12
Specialty Construction, Inc.’s references, license and registration with the Department of
Industrial Relations has been verified. Staff therefore recommends awarding a construction
contract to Specialty Construction, Inc.
Previous Council or Advisory Body Action
This project was approved by Council on March 5, 2019 and authorized for advertising.
Policy Context
Per the Council report on March 5, 2019 the Project must be awarded by Council if the
construction contract is higher than the Engineer’s Estimate of $650,000.
Public Engagement
Public engagement was done during the initial identification of this Project to be included in the
2015-17 Financial Plan.
CONCURRENCE
There is concurrence from the Community Development Department through the review of the
Project for building permit issuance. This Project also has concurrence from Information
Technology Staff in the Administration Department through their review and approval of the
Project plans and special provisions.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15302 Class 2 (Replacement or
Reconstruction) of the California Environmental Quality Act (CEQA) Guidelines because the
project proposes to replace the existing radio site with similar equipment. The project is
consistent with the applicable general plan policies as well as the applicable City Regulation s. A
Notice of Exemption has been filed through the Community Development Department based on
Council’s approval of the project on March 5, 2019.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2017-2019
Funding Identified: Yes
Fiscal Analysis:
Funding Sources
Current FY
Cost
Annualized
On-going Cost
Additional
Budget
Request
Total Project
Cost
General Fund $777,258 N/A $138,012 $915,270
State
Federal
Fees
Other:
Total $777,258 $138,012 $915,270
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Construction:$760,270
Contingencies(17%):$130,000
Materials Testing and Special Inspection $25,000
Total Cost of Project:$915,270
Available Balance (91584)$777,258
Additional Funding Required $138,012
South Hills Radio Site Upgrades Project, Specification No. 91584
Project Cost
The South Hills Radio Site Upgrades Project was originally identified in the 2017-2019
Financial Plan, Section E – Capital Improvement Plan, page E2-62 through E2-64. There is
currently a balance of $777,258 available to the project between the original funding request and
the additional request in the 2019-2021 Financial Plan of $380,000. Staff has identified an
Undesignated Capital account that may be utilized to supplement project funding and award the
contract with enough contingency to complete the work. There is currently an available balance
of $181,138 in the Information Technology Replacement Fund Undesignated Capital Account
(403.9501.71501). The City proposes to use $138,012 of this account to fund the remainder of
the project costs.
ALTERNATIVES
Deny Award and Fund Allocation. The Council could choose to deny approval to award and
the allocation of additional funds needed. This is not recommended because this project is
critical to provide site upgrades to improve radio signals for public safety personnel necessary to
perform their jobs.
Attachments:
a - Agreement with Specialty Construction, Inc.
b - Council Agenda Report from March 5, 2019 Council Meeting
c - Bid Results Summary
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Item 12
AGREEMENT
THIS AGREEMENT, made on this , by and between the City of
San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County,
California (hereinafter called the Owner) and Specialty Construction, Inc (hereinafter called
the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be
performed, shall provide and furnish all of the labor, materials, necessary tools,
expendable equipment, and all utility and transportation services required to complete all
the work of construction of
SOUTH HILLS RADIO SITE UPGRADES PROJECT, SPECIFICATION NO. 91584
in strict compliance with the plans and specifications therefor, including any and all
Addenda, adopted by the Owner, in strict compliance with the Contract Documents
hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished
and said work performed and completed under the direction and supervision and subject
to the approval of the Owner or its authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full
consideration for the faithful performance of this Contract, subject to any additions or
deductions as provided in the Contract Documents, the contract prices as follows:
No. SS(1) Item
Description
Unit of
Measure
Estimated
Quantity
Item Prices
(in figures)
Total
(in figures)
1 5,99 Utility Coordination LS 1 --- $7,979.00
2 13 Water Pollution Control LS 1 --- $7,189.00
3 15 Remove Fence and Gate LF 150 $88.76 $13,314.00
4 15 Remove Diesel Fuel Tank and
Concrete Pad LS 1 --- $11,394.00
5 15 Remove Generator and Concrete
Pad LS 1 --- $11,644.00
6 15 Remove Building and Concrete
Pad LS 1 --- $14,979.00
7 15 Remove/Relocate Masts and
Antennas LS 1 --- $30,548.00
8 17 Clearing and Grubbing LS 1 --- $14,059.00
9 19 (f) Site Excavation (Rock) CY 45 $644.87 $29,019.15
10 19 (f) Structure Excavation (Rock)
and Backfill CY 15 $1,262.60 $18,939.00
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Item 12
No. SS(1) Item
Description
Unit of
Measure
Estimated
Quantity
Item Prices
(in figures)
Total
(in figures)
11 99 Drilled Concrete Piers EA 3 $18,161.00 $54,483.00
12 19 Electrical Trench Excavation
(Rock), Backfill and Compaction LS 1 --- $19,384.00
13 99 Structural Concrete Foundation SQFT 375 $50.40 $18,900.00
14 26 Class II Aggregate Base CY 25 $445.16 $11,129.00
15 99 Generator LS 1 --- $61,356.00
16 99 Steel Tower LS 1 --- $77,418.00
17 99 Pre-Engineered Building LS 1 --- $70,109.00
18 80 Chain Link Fence LF 170 $197.23 $33,529.10
19 80 Gates EA 2 $5,534.50 $11,069.00
20 21 Fiber Roll LS 1 --- $8,309.00
21 21 Hydroseed LS 1 --- $7,079.00
22 99 Electrical Conduit, Wire & Cable
Tray LS 1 --- $23,079.00
23 99 Temporary Electrical Power
Equipment LS 1 --- $34,519.00
24 99 Automatic Transfer Switch LS 1 --- $8,079.00
25 99 Meter Cabinet LS 1 --- $6,429.00
26 99 Remove/Relocate/Retune Existing
Radio Equipment LS 1 --- $49,005.00
27 99 Grounding LS 1 --- $11,349.00
28 99 Antenna Cable LS 1 --- $66,069.00
29 99 Cable Tray Support System LS 1 --- $8,869.00
30 99 GPS Antenna Support System LS 1 --- $8,869.00
31 99 Purchase and Install New
Antennas LS 1 --- $12,174.00
BID TOTAL: $760,270.25
Payments are to be made to the Contractor in compliance with and subject to the provisions
embodied in the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work
which the Contractor may be required to do, or respecting the size of any payment to the
Contractor, during the performance of this Contract, said dispute shall be decided by the
Owner and its decision shall be final, and conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the
following documents, all of which are as fully a part thereof as if herein set out in full, and if
not attached, as if hereto attached:
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Item 12
1. Notice to Bidders and Information for Bidders
2. Standard Specifications and Engineering Standards
3. Special Provisions, any Addenda, Plans and Contract Change Orders
4. Caltrans Standard Specifications and Standard Plans 2015
5. Accepted Bid and Bid Bond
6. List of Subcontractors
7. Public Contract Code Sections 10285.1 Statement
8. Public Contract Code Section 10162 Questionnaire
9. Public Contract Code Section 10232 Statement
10. Labor Code Section 1725.5 Statements
11. Bidder Acknowledgements
12. Qualifications
13. Non-collusion Declaration
14. Agreement and Bonds
15. Insurance Requirements and Forms
ARTICLE IV INDEMNIFICATION: The Contractor shall indemnify, defend with legal
counsel approved by City, and hold harmless City, its officers, officials, employees and
volunteers from and against all liability, loss, damage, expense, cost (including without
limitation reasonable legal counsel fees, expert fees and all other costs and fees of
litigation) of every nature arising out of or in connection with the Contractor’s negligence,
recklessness or willful misconduct in the performance of work hereunder or its failure to
comply with any of its obligations contained in this Agreement, except such loss or damage
which is caused by the sole or active negligence or willful misconduct of the City. Should
conflict of interest principles preclude a single legal counsel from representing both the City
and the Contractor, or should the City otherwise find the Contractor’s legal counsel
unacceptable, then the Contractor shall reimburse the City its costs of defense, including
without limitation reasonable legal counsel fees, expert fees and all other costs and fees of
litigation. The Contractor shall promptly pay any final judgment rendered against the City
(and its officers, officials, employees and volunteers) with respect to claims determined by
a trier of fact to have been the result of the Contractor’s negligent, reckless or wrongful
performance. It is expressly understood and agreed that the foregoing provisions are
intended to be as broad and inclusive as is permitted by the law of the State of California
and will survive termination of this Agreement.
The Contractor obligations under this section apply regardless of whether such claim,
charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment,
civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee.
However, without affecting the rights of the City under any provision of this agreement, the
Contractor shall not be required to indemnify and hold harmless the City for liability
attributable to the active negligence of AGENCY, provided such active negligence is
determined by agreement between the parties or by the findings of a court of competent
jurisdiction. In instances where the City is shown to have been actively negligent and where
the City’s active negligence accounts for only a percentage of the liability involved, the
obligation of the Contractor will be for that entire portion or percentage of liability not
attributable to the active negligence of the City.
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Item 12
ARTICLE V. It is further expressly agreed by and between the parties hereto that should
there be any conflict between the terms of this instrument and the bid of said Contractor,
then this instrument shall control and nothing herein shall be considered as an acceptance
of the said terms of said bid conflicting herewith.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this
year and date first above written.
ATTEST: CITY OF SAN LUIS OBISPO
A Municipal Corporation
__________________________________
__________________________________
Teresa Purrington, City Clerk Heidi Harmon, City Mayor
APPROVED AS TO FORM: CONTRACTOR:
Specialty Construction, Inc.
________________________________
________________________________
J. Christine Dietrick
City Attorney
Rudolph C. Bachmann
President
________________________________
Jeffery W. Martin
Senior Vice President
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Item 12
Department Name: Public Works
Cost Center: 1101
For Agenda of: March 5, 2019
Placement: Consent
Estimated Time: N/A
FROM: Daryl Grigsby, Public Works Director
Prepared By: Shelsie Kloepper, Engineer II
SUBJECT: SOUTH HILLS RADIO SITE UPGRADES PROJECT, SPECIFICATION NO.
91584
RECOMMENDATION
1. Approve the project plans (Attachment A) and specifications (Attachment B) for the South
Hills Radio Site Upgrades Project, Specification Number 91584; and
2. Authorize staff to advertise for bids; and
3. Authorize the City Manager to award the construction contract for the bid total if the lowest
responsible bid is within the publicly disclosed funding amount of $650,000.
DISCUSSION
Background
The City’s primary radio site is located in a City leased space at the top of South Hills. This site
was constructed in the 1980’s, has served the City well over the past 30 plus years, but is now
failing. This equipment provides day to day public safety radio communications. The South Hills
site as well as the additional radio sites at Fire Stations 2 and 3, and the 919 Palm Parking
Structure make up the City’s communication network.
The City’s communication sites were upgraded in Spring of 2010, as part of the Citywide Radio
System upgrade project. At that time a radio signal strength survey was performed, and the
system met or exceeded all requirements. Since that time, signal strength has degraded due to
new building construction and tree growth. Police Officer and Firefighter mobile and handheld
radios transmit a 5-watt signal. In some locations in the City these mobile and handheld radios
cannot communicate with dispatchers.
The South Hills communication shelter, towers and equipment need to be replaced. The existing
fiberglass shelter, which houses critical radio and network equipment, has decayed over the
years, is not structurally sound or waterproof. Interim repairs have been made, but the shelter
needs to be replaced. In addition to a new shelter, the communications equipment and towers
need to be replaced in order to provide a stronger communication signal.
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Item 12
This project consists of the removal and replacement of the existing radio shelter, generator, and
antenna poles. The project will include a new prefabricated structure to enclose and protect the
existing radio and network equipment. A new generator will be installed to power the facility in
case of an emergency or loss of power. Lastly, a new 100’ radio tower will be built to boost
signal reception and transmission at the site.
This project needs to be constructed during the summer due to the site access conditions. The
project site is at the top of South Hills and is accessed by a narrow and steep gravel road. The
road is in poor condition during the rainy season and would be challenging to access this site
during the winter months.
Previous Council or Advisory Body Action
This project was identified in the 2017-19 Financial Plan that was approved by Council.
Policy Context
Per the October 2018 Financial Management Manual, Council approval is required for Public
Projects that cost over $175,000.
Public Engagement
Public engagement was done during the initial identification of this project to be included in the
2017-19 Financial Plan. This is a critical public safety project and a high priority for the City.
CONCURRENCE
There is concurrence from the Community Development Department through the review of the
project for building permit issuance. This project also has concurrence from the Information
Technology Division through their review of the project plans and special provisions.
ENVIRONMENTAL REVIEW
Staff recommends finding this project exempt from environmental review under Section 15302
Class 2 (Replacement or Reconstruction) of the California Environmental Quality Act (CEQA)
Guidelines because the project proposes to replace the existing radio site with similar equipment.
The project is consistent with the applicable general plan policies as well as with applicable City
Regulations. A Notice of Exemption will be filed through the Community Development
Department upon Council approval of the project.
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Item 12
FISCAL IMPACT
Budgeted: Yes Budget Years: 2017-2019
Funding Identified: Yes
Fiscal Analysis:
Funding Sources
Total Budget
Available
Additional
Budget Request
Current
Funding
Request
Annual
Ongoing Cost
General Fund $397,790 $352,210 $750,000
State
Federal
Fees
Other:
Total $397,790 $352,210 $750,000
Project Cost Estimate
Construction Estimate $650,000
Contingency (14%)$91,500
Materials Testing $8,500
Total for Project $750,000
The South Hills Radio Site Project was originally identified in the 2017-2019 Financial Plan,
Section E – Capital Improvement Plan, pages E2-62 through E2-64 with an approved budget of
$523,500. This project is funded by the Local Revenue Measure. This funding was planned to
support this project as well as the communications improvements at Fire Stations 2 and 3. A
portion of this budget was spent for the design of the South Hills Radio Site Upgrades Project
and the Fire Station 2 Tower Project.
There is currently a balance of $397,790 in the 91584 Award. Additional funding of $352,210 is
proposed in the 2019-21 Financial Plan Capital Request (CIP) to provide adequate funding for
the South Hills Radio Site Upgrades Project due to increased construction costs. If the budget is
approved as proposed, the additional funding will be available July 1, 2019, bringing the funding
available balance in the account to $750,000.
This proposed project is recommended to be awarded prior to the new fiscal year, July 1, 2019,
but the contract working days would not start until the 2019-21 Financial Plan is adopted by
Council and new funding is made available. If the additional funding is not provided in the
2019-21 Financial Plan, the contract would be terminated.
Staff is recommending this project be approved for advertising in advance of final budget
adoption to allow for award of the project and project completion prior to the rainy season of
2019. This project has a difficult access road therefore making construction during the rainy
season impractical and unsafe.
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Item 12
ALTERNATIVES
1. Deny authorization to advertise and direct staff to redesign the project within the available
existing budget. This is not recommended since the project will not be able to provide the
needed site upgrades to improve radio signals from public safety personnel.
2. The Council could choose to deny authorization to advertise and allocation of additional
funding. This is not recommended since the project was identified in the 2017-19 Financial
Plan and is a critical safety concern for the Police and Fire Departments.
Attachments:
a - Council Reading File - Project Plans
b - Council Reading File - Project Special Provisions
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Item 12
Item # Item DescriptionUnit of Measure Estimated Quantity Item Price Total Item Price Total Item Price Total1Utility CoordinationLS 1 $7,979.00 $4,000.00 $10,761.00 2 Water Pollution Control LS 1 $7,189.00 $8,000.00 $14,776.00 3 Remove Fence and Gate LF 150 $88.76 $13,314.00 * $0.00 $30.00 $4,500.00 4 Remove Diesel Fuel Tank and Concrete PadLS1$11,394.00 $4,000.00 $14,000.00 5 Remove Generator and Concrete PadLS1$11,644.00 $3,600.00 $14,000.00 6 Remove Building and Concrete PadLS1$14,979.00 $6,000.00 $42,625.00 7 Remove/Relocate Masts and AntennasLS1$30,548.00 $41,000.00 $80,563.00 8 Clearing and GrubbingLS1$14,059.00 $3,600.00 $13,989.00 9 (f) Site Excavation (Rock)CY45 $644.87 $29,019.15 $80.00 $3,600.00 $500.00 $22,500.00 10 (f) Structure Excavation (Rock) and BackfillCY15 $1,262.60 $18,939.00 $180.00 $2,700.00 $1,000.00 $15,000.00 11 Drilled Concrete PiersEA3 $18,161.00 $54,483.00 $18,000.00 $54,000.00 $18,000.00 $54,000.00 12 Electrical Trench Excavation (Rock), Backfill and CompactionLS1$19,384.00 $16,000.00 $10,400.00 13 Structural Concrete Foundation SQFT 375 $50.40 $18,900.00 $60.00 $22,500.00 $117.00 $43,875.00 14 Class II Aggregate Base CY 25 $445.16 $11,129.00 $300.00 $7,500.00 $180.00 $4,500.00 15 Generator LS 1 $61,356.00 $90,500.00 $104,896.00 16 Steel Tower LS 1 $77,418.00 $100,000.00 $124,125.00 17 Pre‐Engineered BuildingLS1$70,109.00 $135,000.00 $145,926.00 18 Chain Link FenceLF170 $197.23 $33,529.10 $35.00 $5,950.00 $144.00 $24,480.00 19 GatesEA2 $5,534.50 $11,069.00 $2,500.00 $5,000.00 $2,500.00 $5,000.00 20 Fiber RollLS1$8,309.00 $4,000.00 $2,000.00 21 HydroseedLS1$7,079.00 $5,000.00 $8,580.00 22 Electrical Conduit, Wire & Cable TrayLS1$23,079.00 $125,000.00 $19,572.00 23 Temporary Electrical Power EquipmentLS1$34,519.00 $10,000.00 $31,302.00 24 Automatic Transfer SwitchLS1$8,079.00 $5,700.00 $15,000.00 25Meter CabinetLS1$6,429.00 $6,300.00 $10,630.00 26Remove/Relocate/Retune Existing Radio EquipmentLS1$49,005.00 $45,000.00 $100,000.00 27GroundingLS1$11,349.00 $13,500.00 $20,584.00 28Antenna CableLS1$66,069.00 $18,000.00 $14,198.00 29Cable Tray Support SystemLS1$8,869.00 $13,000.00 $12,622.00 30GPS Antenna Support SystemLS1$8,869.00 $5,600.00 $8,583.00 31Purchase and Install New AntennasLS1$12,174.00 $53,000.00 $12,245.00 $760,270.25 $817,050.00 $1,005,232.00 * Item Price was not filled in therefore Bid Item is $0.00.Total Bid AmountSouth Hills Radio Site Upgrades Project, Specification No. 91584Bid Opening: 1/16/20* marks an allowanceSpecialty Construction, Inc.Souza Engineering Contracting Inc. Jitney Company Inc.Packet Page 114Item 12