HomeMy WebLinkAboutItem 6f. Award Construction Contract for Fire Station 1 Fleet Maintenance Roof Project (Spec. No. 2000075-5.01) Item 6f
Department: Public Works
Cost Center: 5005
For Agenda of: 9/19/2023
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Nathan Garcia Nava, Engineer I
SUBJECT: AWARD CONSTRUCTION CONTRACT FOR FIRE STATION 1 FLEET
MAINTENANCE ROOF PROJECT, SPECIFICATION NO. 2000075-5.01
RECOMMENDATION
1. Award a Construction Contract to Edwards Construction Group, Inc. in the amount of
$348,290.86 for the Fire Station 1 Fleet Maintenance Roof Project, Specification
Number 2000075-5.01; and
2. Approve the transfer $81,893 between Major Facilities Maintenance Account
subprojects to support the project; and
3. Approve the transfer of $18,000 from the Local Sales Tax Fund Completed Projects
Undesignated Capital Account to the project account (Spec. No. 2000075-5.01).
POLICY CONTEXT
On May 17, 2022, the City Council approved a Purchasing Policy Update to the Financial
Management Manual that requires Council approval for Public Projects that cost over
$200,000.
On June 6, 2023, the City Council authorized the invitation for bids for the Fire Station 1
Fleet Maintenance Roof project and delegated award authority to the City Manager if bids
were within the engineer’s estimate. Awarding a contract with a value more than the
engineer’s estimate requires Council approval.
DISCUSSION
Background
Built in 1996, Fire Station #1 serves as the hub for the Fire Department’s four stations
located in San Luis Obispo and houses the Fire Department’s administrative personnel
and shift firefighters. The Fire Station 1 Fleet Maintenance Roof (Project) involves the
replacement of the deteriorated roof at the fleet maintenance building. The scope of the
Project was originally included in the Roofing Replacement at Fire Station 1
Administration and Fleet Maintenance project that completed construction in January
2023, but the fleet maintenance roof work was deferred due to unforeseen constructability
issues that required the proposed roof maintenance project to be redesigned.
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Item 6f
Design changes were largely focused on the need to remove the roof decking in order to
properly address the deteriorated roof. The parapet of the roof was also raised to ensure
that the fleet maintenance roof is in compliance with current codes and standards.
On June 6, 2023, after completing the design plans and special provisions, staff went to
City Council to obtain approval of the plans and specifications and to authorize
advertising the Project for bids. On August 24, 2023, a bid opening was held where one
bid was received from Edwards Construction Group, Inc. (Bid Results - Attachment A) for
a total of $348,290.86, which was higher than the engineer ’s estimate. After a review of
the qualifications and requirements, City staff found that Edwards was the l owest and
responsible bidder.
Table 1: Bid Results from the bid opening on August 24, 2023.
Engineer’s Estimate Edwards Constructions Group, Inc.
$250,000 $348,290.86
The proposal from Edwards Construction Group, Inc. exceeded the Engineer’s Estimate
of $250,000. Although the bid was over the funding limit, staff is recommending award of
the contract (Draft Contract with Edwards Construction Group, Inc. – Attachment B) and
transferring an additional $99,893 to the Project account from the Major Facilities
Maintenance Account and the Local Sales Tax Fund Completed Projects Undesignated
Capital Account as shown in Fiscal Impact Section of this report. The timing for delivery
of this Project is critical as delay in construction in combination with the approaching
winter season can lead to further deterioration of the roof.
Previous Council or Advisory Body Action
On June 7, 2022, Council adopted the FY 2022-23 Budget Supplement.
On June 6, 2023, Council authorized the invitation of bids for the project.
Public Engagement
This capital Project was originally included in the 2021-23 Financial Plan as part of the
Roofing Replacement at Fire Station 1 Administration & Fleet Maintenance project. The
2021-23 Financial Plan was adopted by Council on June 1, 2021, after having undergone
extensive community outreach and affording opportunities for public review.
CONCURRENCE
A building permit application was submitted to the Community Development Department’s
Building Division in April 2023. The building permit will be obtained prior to the start of
construction and will be issued to the contractor following the award of a construction
contract. All comments and conditions associated with the building and safety review of
the project have been incorporated into the design of the project.
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Item 6f
ENVIRONMENTAL REVIEW
The Community Development Department issued a Notice of Exemption for this project
pursuant to section 15301 Class 1 (Existing Facilities) and section 15 302 Class 2
(Replacement or Reconstruction) of the California Environmental Quality Act Guidelines.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2022-23
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Total Budget
Available
Additional
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund: Major Facility
Maintenance Account
Task Number 00
$81,893 $81,893 $0 $0
State $0 $0 $0 $0
Federal $0 $0 $0 $0
Fees $0 $0 $0 $0
Other: Completed Projects
Undesignated Capital $18,000 $18,000 $0 $0
Total $99,893 $99,893 $0 $0
As mentioned above, the Project was previously part of the Roofing Replacement at Fire
Station 1 Administration & Fleet Maintenance project before its removal from the project
scope. There is a remaining balance of $309,704 in the project account that will be used
for the construction of this project. The balance includes the Council approved transfer of
$63,563 from the City Hall Meeting Room Tenant Improvement project and $60,000 that
was allocated on July 1, 2023, per the 2023-2025 Financial plan.
With authorization to award the project, staff is requesting approval to transfer $81,893
from within tasks of the Major Facilities Maintenance Account. The facilities maintenance
account has an available balance of $81,893.28 in Task Number 00 that currently is not
allocated to an existing project and can be used to advance this major facilities
maintenance project to construction.
There is an additional funding request of $18,000 from the Local Sales Tax Completed
Projects Undesignated Capital Account to the project account to construct the project.
The current available balance of the Local Sales Tax Fund Completed Projects
Undesignated Capital Account is $18,000 which is sufficient to support the additional
funding needs of this Local Sales Tax funded Project. After approval of the request, there
will be a remaining balance of $0 in undesignated capital.
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Item 6f
Fire Station 1 Fleet
Maintenance Roof
Account
(Task 2000075-5.01)
Major Facility
Maintenance
Account
(Task 2000075-00)
Completed Projects
Undesignated
Capital
Major Facility
Replacement Fund -
LRM
Major Facility
Replacement Fund -
LRM
General Fund
Bid Total:$309,704 $39,290 $0 $348,994
Construction Contingencies (15%)$0 $42,603 $9,641 $52,244
Total for Construction $309,704 $81,893 $9,641 $401,238
Materials Testing:$0 $0 $3,913 $3,913
Construction Support:$0 $0 $3,893 $3,893
Printing:$0 $0 $553 $553
Total Project Cost $309,704 $81,893 $18,000 $409,597
Current Project Balance:$309,704 $81,893 $18,000 $409,597
Additional Funding Request $0 $81,893 $18,000 $99,893
Post Project Balance $0 $0 $0 $0
Fire Station 1 Fleet Maintenance Roof, Specification No. 2000075-5.01
Project Total Cost
ALTERNATIVES
1. Deny approval to award the project. City Council could choose to reject the award
of the construction contract to Edwards Construction Group and defer the project for
re-advertisement. Staff does not recommend this option as further delays to
construction, would allow for further deterioration of the roof.
2. Deny the use of additional funds. City Council could choose to deny the use of
Major Facilities Maintenance Account funds and Completed Projects Undesignated
Capital funds to support the construction cost. City staff does not recommend this
option as the fleet maintenance roof was supposed to be completed in part with the
Roofing Replacement at Fire Station 1 Administration and Fleet Maintenance project.
Further delay in the restoration of the roof leads in increase in construction cost.
ATTACHMENTS
A – Bid Results (Spec. No. 2000075-5.01)
B – Draft Contract with Edwards Construction Group, Inc.
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Bid Opening: 08/24/2023
Item #Item Description Unit of Measure Estimated Quanity Item price Total
1
Unmount Mechanical, Electrical and Plumbing
conduits, ducts equipment from decking, fasten
permanently to interior structural frame.
LS 1 ---$31,590.00
2
Unmount sprinkler conduits from decking, fasten
permanently with sprinkler approved hardware to
existing interior structural frame.
LS 1 ---$19,556.00
3 Removal of existing multi-layer roofing.SQFT 1,535 $8.38 $12,863.30
4 Removal of corroded metal decking SQFT 1,430 $11.04 $15,787.20
5 Remove wood-framed,water-damaged exterior
molding, cross section (approximately 6.0” x 26.0”)LF 160 $94.02 $15,043.20
6 Haul-off of debris LS 1 ---$6,017.00
7 Install new metal decking, sheathing, cover boards SQFT 1,430 $39.97 $57,157.10
8 Build up parapet with wood framed construction LF 160 $243.80 $39,008.00
9 Patch & paint exterior wall in the area of removed
molding (approximately 25.0’ above ground)SQFT 400 $103.20 $41,280.00
10
Reinstall and attach Mechanical, Electrical and
Plumbing equipment to existing structural frame
and/or new roof decking
LS 1 ---$9,527.00
11 Install new scuppers and connect to existing
downspouts EA 2 $3,409.73 $6,819.46
12 Install new roofing system SQFT 1,430 $36.70 $52,481.00
13 Install parapet roof membrane, flashing, and metal
coping LF 160 $178.91 $28,625.60
14 Reinstall and attach sprinkler conduits equipment to
existing structural frame and/or new roof decking LS 1 ---$12,536.00
$348,290.86**
FIRE STATION 1 FLEET MAINTENANCE ROOF, SPECIFICATION NO. 2000075-5.01
Total Bid Amount
**Total bid amount is based on item price. Per section 2-1.33A, in the case of arithmetic discrepancy between item prices and
total prices, items prices prevail over total prices.
Edwards Construction Group, Inc.
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AGREEMENT
THIS AGREEMENT, made on _____________________, 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 EDWARDS CONSTRUCTION GROUP, 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
FIRE STATION 1 FLEET MAINTENANCE ROOF, SPECIFICATION NO. 2000075-5.01
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:
Item Item
Description
Unit of
Measure
Estimated
Quantity
Item Price
(in figures)
Total
(in figures)
1
Unmount Mechanical, Electrical
and Plumbing conduits, ducts
equipment from decking, fasten
permanently to interior structural
frame.
LS 1 ---- $31,590.00
2
Unmount sprinkler conduits from
decking, fasten permanently with
sprinkler approved hardware to
existing interior structural frame.
LS 1 ---- $19,556.00
3 Removal of existing multi-layer
roofing. SQFT 1,535 $8.38 $12,863.30
4 Removal of corroded metal
decking SQFT 1,430 $11.04 $15,787.20
DocuSign Envelope ID: 0D00D4EB-7730-41E7-B1E9-99764FF0F7A6
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5
Remove wood-framed, water-
damaged exterior molding, cross
section (approximately 6.0” x
26.0”)
LF 160 $94.02 $15,787.20
6 Haul-off of debris LS 1 ---- $6,017.00
7 Install new metal decking,
sheathing, cover boards SQFT 1,430 $39.97 $57,157.10
8 Build up parapet with wood
framed construction LF 160 $243.80 $39,008.00
9
Patch & paint exterior wall in the
area of removed molding
(approximately 25.0’ above
ground)
SQFT 400 $103.20 $41,280.00
10
Reinstall and attach Mechanical,
Electrical and Plumbing
equipment to existing structural
frame and/or new roof decking
LS 1 ---- $9,527.00
11 Install new scuppers and
connect to existing downspouts EA 2 $3,409.73 $6,819.46
12
(S) Install new roofing system SQFT 1,430 $36.70 $52,481.00
13
(S)
Install parapet roof membrane,
flashing, and metal coping LF 160 $178.91 $28,625.60
14
Reinstall and attach sprinkler
conduits equipment to existing
structural frame and/or new roof
decking
LS 1 ---- $12,536.00
BID TOTAL: $348,290.86
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:
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
DocuSign Envelope ID: 0D00D4EB-7730-41E7-B1E9-99764FF0F7A6
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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 City, 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.
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.
DocuSign Envelope ID: 0D00D4EB-7730-41E7-B1E9-99764FF0F7A6
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IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this
year and date first above written.
ATTEST:
_______________________________
Teresa Purrington, City Clerk
CITY OF SAN LUIS OBISPO
A Municipal Corporation
___________________________________
Erica A. Stewart, Mayor
APPROVED AS TO FORM CONTRACTOR:
EDWARDS CONSTRUCTION GROUP, INC.
________________________________
J. Christine Dietrick
___________________________________
Brad Thomas Edwards
City Attorney
Chief Executive Officer
___________________________________
Ryan Christopher Edwards
Secretary
DocuSign Envelope ID: 0D00D4EB-7730-41E7-B1E9-99764FF0F7A6
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