HomeMy WebLinkAbout11/01/2005, C8 - FIRE STATION 2 ACCESS REMODEL, SPECIFICATION NO. 90466B r
council Nov 1, 2005
j acJenaa Report
CITY. OF SAN LUIS OBISPO
FROM: Jay D. Walter, Director of Public Works
Prepared By: Barbara Lynch, City Engineer
SUBJECT: FIRE STATION 2 ACCESS REMODEL, SPECIFICATION NO. 90466B
CAO RECOMMENDATION
1. Approve the award to and execute a contract with Granite Construction in the amount of
$74,950 for the Fire Station 2 Access Remodel, Specification No. 90466B
2. Direct staff to begin the process to reprogram the $60,000 Community Development Block
Grant (CDBG)funds for the Hospice Elevator Construction project.
3. Direct staff to return to the City Council on the December 6,.2005 meeting, after the 30 day
CDBG fund reallocation advertising and public comment period, for final determination on the
reallocation of the CDBG funds.
4. Backfill the project with Completed Projects funds or CIP Reserve if additional CDBG funds
are not subsequently allocated to this project.
DISCUSSION
Fire Station 2 was built in 1953 and currently lacks good access for persons with disabilities.
Those unable to negotiate the stairs must enter the fire station via the.vehicle access doors. This
includes the Fire Department Chaplin. The station also has a safety problem that results from the
use of their driveway by visitors to the University Square complex. It is possible for vehicles to
cut across the front of the station doors from the adjacent parking lot to go out the Fire Station
driveway. An interim solution has been to install a temporary road bump in the area to
discourage this behavior. This has resulted in an improved situation. (See Attachment 1)
The Fire Department submitted an application for CDBG funds to construct an accessible entry
to the station and install a permanent planting area out front to eliminate the cut through
problem. The planting area would also improve the appearance of the station, which currently is
very utilitarian. Grant funding was approved.
In November of 2004, the CAO authorized staff to advertise for bids. Bids were opened for this
project in December of 2004. Four bids were received, all of which were well over the available
funds. In January of 2005, the CAO authorized the rejection of the bids and the re-bidding of the
project with portions of the project broken out as Additive Alternates. The Additive Alternate
concept allows the award of a portion of the total project, giving staff more flexibility once bids are
received. Based on the bids received, it appeared that at least a majority of the work could be
accomplished with the available funds..
Re-bidding of the project was delayed until summer of 2005 due to the heavy spring and summer
workload of the Engineering Division inspection staff who would be assigned to observe
construction. Bids were opened for a second time on September 20, 2005. Two bids were received
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Fire Station 2 Access Remodel Page 2
with the low bid another 30% higher than that of December 2004. The low bidder in both bids was
the same, Granite Construction. Between the time the bids were rejected in December and the
recent bid in September, construction has seen significant increases and it would appear this project
has suffered as a consequence. Review of construction indicators shows construction costs
continuing to climb.,
The project was bid with two alternates. (See Attachment 2) The first alternate is the completion of
some driveway work to allow the Fire Truck to back into the station more safely. The second
alternate is for the installation of irrigation and landscaping to wrap up the project once the
hardscape work has been completed.
CONCURRENCES
Before recommending to the City Council the use of funds from another project, the City's
CDBG coordinator contacted Hospice, who put forward the request for the Elevator Construction
project. Hospice indicated that they have made no progress on the project and are well short of
the necessary funds to complete the project. The Director of Hospice agreed that we should
reprogram all of their funds to another project. The Director stated the elevator project won't be
feasible for some time, if ever. A letter to that effect has been submitted from Hospice. (See
Attachment 3). During the comment period for the reprogramming of the funds, staff will also
return to the Human Relations Commission to gather their input on the use of the funds.
FISCAL IMPACT
The project was budgeted in the 2003-04 program year, with funds from the CDBG program. in
the budget $30,000 was identified to support this project. To date $5,000 has been spent to
procure design services.
When the project construction cost was estimated after completion of the design, it was clear
there would be inadequate funding to construct the project and$23,879 of CDBG Administration
funding from the 2003 program year was added to the project budget prior to the first bid period.
In spite of doing that, the project came in over the.available funds in both bids.
Staff met to discuss the pros and cons of award of this project given that it is well over the
original budget. This will probably be the last opportunity to have funding for this project given
the uncertain future of funding availability and the project is ready to go. Because the project is
funded using CDBG funds, a review was made of other CDBG projects to determine if any were
not moving forward and could be funded another year without harming the project. Fortuitously,
the elevator project with Hospice appears, not only to not be moving forward, but probably
would have needed to be reprogrammed anyway because they have not been able to get
significant additional funds to make it a reality. Based on these discussions and findings, staff
has proceeded with recommending full funding with CDBG funds.
The Elevator construction project is budgeted with $60,000 of CDBG funds. Staff is
recommending the City Council reprogram those funds. Reprogramming funds involves
advertising the intent to do so to allow public comment then returning to the City Council for
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Fire Station 2 Access Remodel Page 3
action and then to the Board of Supervisors for action. The 30 day comment period would allow
staff to return to Council the first meeting in December with a recommendation to shift these
dollars to other approved projects. The County will then have the item on their consent agenda
for December 20 The award window of the Fire Station Access Remodel will expire before
either of the hearings. For this reason, staff is recommending proceeding with the award at this
time and backfilling funding in December.
In December, staff will request that the Council authorize the use of a portion of the elevator
funds for the Fire Station project. If, after HRC input and hearing public comment, the Council
believes there are more appropriate uses, staff recommends that funding for this project come
from the Completed Projects account, or, if that is not available,.the CIP Reserve account. Staff
does not anticipate the County will refuse the request as the funding has been allocated to the
City and we are recommending supplements to already approved projects.
Current Available Budget: $48;562
Recommended Contingencies &Testing Funding: <$ 5,700>
Available Funding for Award: $42,862
Additional Funds Required
1. Low Bid(Base Project) $48,825 $6,3.00
2.. Low Bid(Base Project+Alternate 1) $ 56;850 $ 14,500*
3,_ Low Bid(Base Project+Alternate 1 & 2) $ 74,950 $ 35,000*
* Some additional contingency funding is assumed with these options.
ALTERNATIVES
1. Award only the Base Project.. Impact to CDBG funds would be minimized. This_ option
would eliminate the construction of a widened driveway that improves the approach for Fire
vehicles. The driveway widening is intended to allow the engines to sweep over the sidewalk
as they begin their left turn across the street prior to backing. This allows them to pull off the
street prior to turning and minimizes their time in the middle of the street and the delay to
approaching traffic. However, this option would still require supplemental funding of
$6,300.
2. Award the Base Project plus Alternative 1. This is a more moderate request on the CDBG
funds than award of the total project and leaves only the irrigation and planting work that
could be accomplished later with a second contract as money becomes available. As
indicated above, this alternative would require supplemental funding of$14,500..
3. Reject the project and redesign it to include only the ADA ramp without the additional work
to the front of the Fire Station. Some additional funds would have to be expended on design
and a permanent improvement.for the front of the building would not be constructed. The
project could very likely be built with the available budget.
4. Reject the project and complete it at a later date when more funding is available. The
Council should either postpone it indefinitely or make a commitment to fund it with General
Fund or CDBG funds in the near future. In this way, if the project is to be postponed
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Fire Station_2_Access Remodel Page 4
indefinitely, the current grant funds can be reprogrammed so they will get used. There are.
limits to how long CDBG project funding can sit without being used before the City would
have to return it for another use.
In the case of either Alternate 1 or 2, a follow up project would be needed to complete the
remaining work: Given the current financial situation of the City, it could be some time before
the work was completed.
ATTACHMENTS
Attachment 1 - Project Plan Overview
Attachment 2- Bid Summary
Attachment 3 - Hospice Letter
Attachment 4= Copy of original report authorizing advertising
Attachment 5 - Contract
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CITY OF SAN LUIS OBISPO
t9T 18 2005
October 13, 2005 COMMUNITY DEVELOPMi_°!`
Doug Davidson. Housing Programs Manager
City of San Luis Obispo
990 Palm St.
San Luis Obispo, CA 93401
Dear Mr. Davidson:
This is to confirm our earlier conversation, that unfortunately our organization does not
have sufficient funds at this time to proceed with our elevator project. We most
appreciate C.D.B.G.'s granting Hospice of San Luis Obispo County potential
building funds, and we are hopeful that we will be able to raise adequate filnds in the
future to complete this worthy project.
1 am glad to know that these released funds will benefit another agency's access project.
Sincerely,
Donna Kean, L.C.S.W.
Executive Director
o — 7
Hospice of San Luis Obispo County located in the Dorothy D.Rupe Center
1304 Pacific Street, San Luis Obispo,CA 93401 805/544-2266 805/434-1164 Fax:805/544.6573
www.hospiceslo.org hospiceslo@hospiceslo.org
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Attachment 4
CAO REPORT --
November 3,2004
FROM: Michael D. McCluskey, Public Works Director
Prepared by:.Barbara Lynch,Civil Engineer
SUBJECT: Fire Station 2 Access Remodel, Specification No. 90466B
RECOMMENDATION:
1. Approve plans and specifications for "Fire Station 2 Access Remodel; Specification No. 90466B."
2. Approve reallocation of CDBG funds from CDBG Administration to the project account.
3. Authorize staff to advertise for bids.
DISCUSSION:
Fire Station.2 was built in 1953 and currently lacks good.access for disabled persons. Anyone unable to
negotiate the stairs must enter the fire station via the vehicle access doors. The Fire Department
submitted an application for Community Development Block Grant to construct an accessible entry to the
station and funding was approved.
CONCURRENCES:
Community Development Department has given this project a categorical exemption and the County has
approved the federal environmental clearance.,
FISCAL IMPACT:
The project was budgeted in the 2003-04 program year. $ 30,000 was identified to support this project.
To date$5,000 has been spent to procure de"sign.services leaving $25,000 to support the constriction. As
currently designed, the project is estimated to cost more than is available in the project budget. However,
$23;879 remains in the CDBG Administration account for the 2003 program year: :These funds were not
needed for the 2003 year and are available to support this project. Within the CDBG program,
adjustments under$25,000 can be made administratively without a Public Hearing.
Project Costs Funding Available
Construction: $35,000-
Construction
35;000Construction Contingencies: $4,000
Total for Construction: $39,000
Printing: $700 Project Budget $25,000
Materials Testing: -__ -_ - $700 2003 CDBG Administration $23,800
Total Cost: $40,400 $48,800
ATTACHMENT:
Plans and Specifications
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Attachment 5
CITY OF SAN LUIS OBISPO
CALIFORNIA
AGREEMENT
THIS AGREEMENT,made on this day of 20.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
Granite Constriction Company(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 2 ACCESS REMODEL,SPEC NO.90466B
in strict accordance 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 fiuriished and.said work performed and
completed under the direction and supervision and subject. to the approval of the Owner or its authorized
represgntoves,
ARTICLE H, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithfirl
performance of this Contract, subject to any additions or deductions as provided in the Contract Documents, the
contract prices as follows:
Item Item Unit of . Estimated Item Price Total
No. Measure Quantity (in in res
1 Clearing;grubbing&demolition LS 1.00 11550.00 $11550.00
g - - -
_ Concretep-avm _ M2 _ 14.50 250.00 $3,625.00
3- Stain LS . 1.00 1000.00_ _. _ . $1.000.00
4 Stair rail LS 1.00_ 1951.50 $1,951.50
5 Stair barrier rail LS 1.00 1650.00 $1650.00
6 -- -Ramp- ---_ _- _ M2 9.00 750.00 $6,750.00
7 Ramp rail LS 1.00 _ _- _6610.00 _ -$6,610.00
S Curb M 34.60 260.00 $8,996.00
9 Mow curb M 6.00 200.00 $1,200.00
10 Flag Pole _ LS 1.00 1670.00 $1,670.00
1-1 . -Drainbox&connections LS 1.00 -- _-..._ .__1800-00. _--_- $1,800.00
12 Roof drain&connections M 5.5065.00 $357.50
13 Roof drain wall penetration&splash
13 block LS 1.00 665.00 _-$665.00
14 Electrical connection. LS 1.00 1000.00 $1.000.00-
- -
TOTAL BASE BID:- ___-- $48,825.00
ADDITIVE ALTERNATE 1- _
15 Sidewalk&driveway_ _ _ M2_ 40.90 150.00 $6,135.00
16 Curb&gutter M 8.60__ 150.00 $1,290.00
17 Adjust SSMH to grade LS 1.00 450.00 $450.00
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18 Adjust Electrical well to grade LS 1.00 150.00 $150.00
TOTAL ALTERNATE i BID: $8,02-5,00
ADDITIVE ALTERNATE
19 ._Imgation LS 1.00 7200.00 0200.00_
20 _ L-ands_caping __ LS 1.00 6700.00 $6700.00_
21 Establishment&Maintenance mo. 12.00 350.00 $4,200.00
TOTAL ALTERNATE 2 BID:_ $18,100.00
TOTAL PROJECT BID: $741950.00
BID TOTAL: $74,950.00
Payments are to be made to the Contractor in accordance with and subject to the provision_s_embodied in the docume.nts
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,Engineering Standards and Special Provisions.,
2: Accepted Proposal.
4. Public Contract code Section,10285.1 Statement and 10162 Questionnaire.
5. Noncollusion Declaration..
6. Plans. ._
7. List of Subcontractors.
8. Agreement and Bonds.
9. Insurance Requirements and Forms.
10. Certification Concerning Labor Standards And Prevailing Wage Requirements,(Attachment 1)
11. Federal Prevailing Wage Determination(Attachment 2)
ARTICLE IV. 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 or proposal of said Contractor,then this instrument shall control and
nothing herein shall be considered as an acceptance of the said terns of said"proposal conflicting herewith.
IN WITNESS WHEREOF,the parties to these presents have hereunto set their hands this year and date first above
written.
CITY OF'SAN LUIS OBISPO,
A Municipal Corporation
Ken Hampian,City Administrative Officer
APPROVED AS TO FORM: CONTRACTOR
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Jdqe5wl.owqll Granite Construction Company
City Attorney R.C.Allbritton,Vice President
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