HomeMy WebLinkAbout04/20/2010, C6 - FIRE STATIONS 2 & 3 COMMUNICATION BUILDINGS, SPECIFICATION NO. 90222 council
April 20, 2010
AcenbA Report
CITY OF SAN . LUIS 0 B I S P 0
FROM: Jay D. Walter, Director of Public Works
Prepared By: Michael J. McGuire, Engineer III
SUBJECT: FIRE STATIONS 2 & 3 COMMUNICATION BUILDINGS,
SPECIFICATION No. 90222
RECOMMENDATIONS
1. Award a contract and authorize the City Manager to execute a contract with Holland
Construction in the amount of$144,887 for the "Fire Stations 2 and 3 Communication Buildings,
Specification No. 90222".
2. Approve a transfer of $4,000 from the project's construction account to the project's
construction management account.
DISCUSSION
As part of the City-wide radio system improvements project approved by the City Council on
March 15, 2005, new equipment will need to be installed at Fire Stations 2 and 3 in conjunction
with the opening of the new Dispatch Center at Fire Station 1. New facilities will be necessary
as both fire stations currently do not have the required space to accommodate the new digital
radio equipment.
In 2005, it was determined that the emergency power requirements at Fire_Stations 2 and 3 were
insufficient for the additional electrical loads required by the new radio system improvements.
To accommodate the new and future electrical loads of both fire stations, the existing 4 kW
generators will be replaced with new 50 kW standby emergency generators, which were
purchased by the City in 2005 with a grant obtained by the Fire Department. It was anticipated
that the new generators would be installed shortly thereafter but with the project delays of the
past few years they have been kept in storage by the manufacturer. Each new generator will
require a concrete foundation and a concrete block enclosure for noise mitigation, security and
appearance. As a time saving measure, prefabricated modular communication shelters are to be
installed. Modular communication shelters are Essential Services Occupancy rated, less
expensive than conventional construction and have been custom-designed to match surrounding
buildings. The buildings are completely self—contained, conditioned structures that only need to
be installed with electrical power on a concrete foundation.
On March 10, 2010, the City Manager authorized inviting bids for the Fire Stations 2 and 3
Communication Buildings. Bids were opened on April 6, 2010 and six bids were received. All
of the bids exceeded the Engineer's Estimate of$98,000 with Holland Construction of San Luis
Obispo being the lowest bidder at $144,887 (see Attachment 1). Bidders who were contacted
cited the increased cost of building materials and equipment as the reason for the higher bids,
C�r
Fire Stations 2& 3 Communication Buildings Page 2
particularly the costs involved for installation of the prefab buildings in the constricted spaces at
Fire Stations 2 and 3. Due to the bid being over$100,000, the City Council must approve award of
the construction contract per the City's Purchasing System.
Rhy should we do this now? The City's Fiscal Heath Contingency Plan was recently activated and
as a result all CIP projects are currently under review for possible deferral or deletion. A report is
planned for Council review in June 2010 that will identify and recommend project deferrals and
deletions.
While this review is underway and not yet completed, staff recommends going forward with award
for this project at this time for the following reasons:
I. These structures and the radio equipment that they will contain are vital to the operation of the
new Dispatch Center at Fire Station 1, which is scheduled to become operational in a few
months.
2. Plans and specifications have already been prepared, permits are in place, and bidding
complete. The City should capitalize on the investment of time and resources expended.
CONCURRENCES
The project has the concurrences of the Finance and Information Technology Department and the
Fire Department. The Community Development Department has issued the required permits for
construction.
FISCAL IMPACT
The Dispatch Center and Radio System Improvements project was approved by the City Council
on March 15, 2005. Currently, there is a balance of $208,398 for construction, $8,148 for
construction management and $108,779 for equipment acquisition. There are sufficient funds
available in the project construction account to fund construction and construction management
phases.
The two prefabricated buildings will cost approximately $75,000 for fabrication and shipping.
The building plans have been approved by the Community Development Department. The
buildings will be purchased by the Finance and Information Technology Department, then
fabricated and shipped to the sites for installation by the Contractor. The two generators and the
radio equipment have already been purchased as part of the Radio System Improvements project
under separate contracts.
It is anticipated that there will be an increased level of Capital Improvement Projects underway
this coming summer such that there will be insufficient Public Works inspection staff levels to
fully provide an acceptable standard of construction management and inspection. A construction
management consultant shall be used to provide these services for this project. There is a current
construction management account for this project with a balance of$8,148. Staff recommends
the transfer of $4,000 from the project construction account to fully fund a construction
management phase and the hiring of a consultant for inspection services. to
Fire Stations 2& 3 Communication Buildings Page 3
Construction: $ 144,887
Construction Contingencies: $ 15,000 j
Total for Construction ' $159,887
Printing/Advertising. $ 965
Construction Management: $ 12,148
Materials Testing: $ 5,000
Total for other costs: $ 18,113 1
Total Cost of Project $178 000
ALTERNATIVE
Deny Award. The City Council could choose to deny or defer the award of this project. Staff
does not recommend this option as these structures are an integral part of the City-wide radio
system improvements project. The new Dispatch Center cannot be fully operational without the
radio equipment installed and working within these buildings. If the Communications Buildings
project does not move forward at this time, the Dispatch Center radio communications will not
be able to operate.effectively.
ATTACHMENTS
1. Bid Summary.
2. Construction Contract.
T:\Council Agenda Reports\Public Works CAR\2010\CIP\90222 FS 2&3 Comm. Bldgs\90222 CAR Award.doc
C�'3
ATTACHMEN 0 1
L o_oo eo 0
E tOm m
N N
Q ; N
T
m
0 d'
S
u inW
S=Q j ''cco
cUU $ Co
O H m r m
V Q
W^Z 7 m
c
0 O e � C
E m m m
NN
o u a
m T m
C m � 9 N O � O•
Z A a d<
Irpc¢i � msrn �Q� U oma
NU G Q p O Q p
o a m i0 m Ey E 0 CCU
qmU 'a msu $V �n eiNN
p ,h '^ yg _om np9 QUo 2` ame 2mm q= �Vi pO
<_ m L°m q o W u aU p� LL f p p m » y m 7 a
O •m j C J U V (p 6 Q m m O J m m J C
ON�dw3 N �m QQ� i m C' wetptTo m m m O w o
S^(ppm U�i C�V W NH LLNQI- �NN(.7 S.Q V R'Sn yf/1 o. �aNO:
O O p
FCO C)
Fx
S O �
z w w
N
m
^m
E
m
W uo
i a$
�m
- N
C
w
0
J
tg p
m t
C
a a^
m Q
O
m C
u m o
ca
E O
mm
O J W(p
V C O O Q
N VJ z m
_ c
N 02
O
O
0
o U c m E p a n
q m o Q z F $ q
FF a nm
m 3 0 m a -
. O o q E o p m
IL m m� m F J L LT/
I 3
ATTACHMEN'
U
f0
Q
e O
E$O 0
0 0 0
N N r
H N N
p .S
N m
Y
x U m
c
0 0 �
QQN
nmc 3 uu°o
m�O 3 �o
9
�0 A m'� N
i am�m
9 0Op p
1.00 G
og �
mc
:t m
� N w
m w
3
N m
N �
�� m
a
�� c
u�U
m N C N L O
y m N O O
m�vi�m
e O O p
O O OO
E o
i C
�n e
w m m
en n
c m �
m
� K
O Q N
� U �
2 0 �
n
Cm c - m o
U n O a G S
e
ma x.5 4
a
zm n
wfn�m
�o o
`ova
Erw '
E n n T
c m N
m ¢
U e Q c
U
J
C Q Q m
—"mom N
Attachment 2
CITY OF SAN LUIS OBISPO
CALIFORNIA
AGREEMENT
THIS AGREEMENT, made on this day of 2010, 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 Holland Construction,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 Stations 2 & 3 Communication Buildings, Specification No. 90222
in strict accordance with the plans and specifications therefore, 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 H, 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 Total
(in figures)
Installation and structure improvements for two (2) $1449887.00
City-purchased prefabricated radio equipment
buildings and two(2)City-purchased emergency
power generators per the Contract Documents.
CONTRACT TOTAL $144,887.00
Payments are to be made to the Contractor in accordance with and subject to the provisions
embodied in the documents made a part of this Contract:
CG b
ATTACHMENT
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 full, complete and
exclusive contract between the parties hereto shall consist of the following identified documents
(the "Contract Documents") all of which are as fully a part thereof as if herein set out in full, if not
attached, as if hereto attached: Notice to Bidders, Instructions to Bidders, Information Available
to Bidders, Proposal Form, Listing of Subcontractors, Non-Collusion Declaration, Bidder's
Bond, this Agreement, Escrow Agreement for Security Deposits in Lieu of Retention,
Performance Bond, Payment Bond, Insurance Requirements, Guarantee of Work, Release,
General Conditions, Specifications, Standard Specifications, Engineering Standards drawings,
any addenda, and any change orders, field orders or directives issued pursuant to and in
accordance with this Agreement.
ARTICLE IV, CONFLICTS: 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 terms of said proposal conflicting herewith.
ARTICLE V. BINDING AGREEMENT; ASSIGNMENT: Contractor, by execution of this
Agreement and the other Contract Documents, understands them, and agrees to be bound by their
terms and conditions. The Contract Documents shall inure to the benefit of and shall be binding
upon the Contractor and the Owner and their respective successors and assigns.
ARTICLE VI, SEVERABILITY: If any provision of the Contract Documents shall be held
invalid or unenforceable by a court of competent jurisdiction, such holding shall not invalidate or
render unenforceable any other provision hereof.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year
and date fust above written.
CITY OF SAN LUIS OBISPO,
A Municipal Corporation
Katie Lichtig, City Manager
APPR VED AS FORM: CONTRACTOR
Christine Dietrick R.G. Holland, Owner
LIZ46ity Attorney Holland Construction