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Home My WebLink About12/03/2002, C9 - SAN LUIS OBISPO POLICE DEPARTMENT WOMEN'S LOCKER ROOM ADDITION, SPECIFICATION NO. 90052B Mcenw D.ee council Dec. 3, 2002 j ac,Enaa RepoRt ,�H� cg CITY OF SAN LUIS OBISPO FROM: Michael McCluskey, Public Works Directo Prepared By: Michael J. McGuire, Assistant Engineer Y✓O►'t1, SUBJECT: SAN LUIS OBISPO POLICE DEPARTMENT WOMEN'S LOCKER ROOM ADDITION, SPECIFICATION NO. 90052B CAO RECOMMENDATIONS: 1. Award a contract in the amount of $212,212 to Smith Electric Service for the "San Luis Obispo Police Department Women's Locker Room Addition", Specification No. 90052B. 2. Authorize the Mayor to execute the contract. 3. Approve transfer of$61,300 from the Capital Outlay Fund Completed Projects Account to the project account. DISCUSSION On September 3, 2002, the City Council approved the plans and specifications for the SLO PD Women's Locker Room Addition and authorized staff to advertise for bids. Bidding for this project was advertised on October 19, 2002 and on November 14, 2002, bids were opened. Of the two bids received, both exceeded the amount of$159,000 estimated for construction of this project. The lowest bid received was from Smith Electric Service, in the amount of$212,212. Prior to submitting that agenda report, staff concluded that the original engineer's estimate from 1999 was insufficient to cover construction costs. The project was reviewed with the Police Department, the Architectural Consultant and the Construction Manager for possible reduction of project scope. It was concluded.that scope reductions would have a minimal impact on the budget due to most of the construction cost being for plumbing, mechanical and electrical improvements. Scope reduction would also fail to meet the needs of the increasing female staff of the Police Department. Staff decided to proceed with advertising for bids for this project due to a local slowdown in construction that might produce a competitive bidding climate. An additional $50,000 in funds was requested and approved as a part of that agenda report. Per City Council policy, if bids are received greater than the Engineer's Estimate, the item shall return to the City Council to approve or deny award of the Contract. Staff recommends approving the Contract and an additional transfer of funds from the Capital Outlay Fund Completed Projects Account, which has approximately $181,000 available for use. This account will provide the additional budget needed. CQ - 1 I Council Agenda Report—Police Department Women's Locker Room Addition Page 2 CONCURRENCES The project has received approval by the Community Development and the Contractor will obtain a building permit. FISCAL IMPACT This project was approved in the 1999-01 Financial Plan. (See pages D-21 and D-22 of the Financial Plan and pages 30-32 of Appendix B to the Financial Plan.) Projected Project Costs: Design(Spent & Encumbered) $46,750 Construction Management (Spent& Encumbered) 26,000 Construction(Bid) 212,212 Construction Contingencies (Estimated @ 11%) 23,343 Miscellaneous(Actual) 1,125 Total Projected Project Costs $309,430 Less Project Budget -248,162 Additional Budget Needed $61,268 Public Works is recommending that $61,300 be transferred from the Capital Outlay Fund Completed Projects Account to the project account for this project. The current balance in the Completed Projects Account is $181,470. ALTERNATIVES 1. Reject both bids submitted, obtain additional construction funding for the project and re- advertise for bids. This alternative would result in a setback of the start of construction, and additional Staff time and resources. Informal discussions with contractors who chose not to bid on the project indicated their bids were substantially more than the lowest bid submitted. 2. Reject both bids submitted and wait a substantial period before re-advertising for bids. This alternative presumes that a more competitive bid climate will result in the future due to upcoming state fiscal crisis, or other reasons. It would result in a setback of the start of construction, and additional Staff time and resources. Staff feels that waiting and re- bidding the project would not result in substantial enough lower bids to make up the need for the $61,300. We wouldn't know how long to wait and the wait probably wouldn't get us enough savings. 3. Reject both bids submitted and postpone the project until future funding is available. Project postponement will result in increased construction costs when funding does become available. The female staff of the Police Department would continue to operate with facilities that are insufficient in terns of size, convenience, equal to their male counterparts and handicap accessibility.. ON -a Council Agenda Report — Police Department Women's Locker Room Addition Page 3 4. Reject bids and defer the project indefinitely. A Police Facilities Master Plan is nearing completion and could make recommendations that might affect these facilities or needs. However, the need is now for the Women's facilities and implementation of the Master Plan could take many, many years. ATTACHMENTS 1. September 3, 2002 Council Agenda Report. 2. Agreement. g:\—current projects\bldgs\90052 pd locker rm\_staff reports\90052b car2.doc Cq -3 r� \ Attachment 1 .bu MDae counci Se t. 3 2002 j i acEncu nepont CITY O F SAN LUIS OBISPO FROM: Michael McCluskey, Public Works Director Prepared By: Michael J. McGuire, Assistant Engineer SUBJECT: SAN LUIS OBISPO POLICE DEPARTMENT WOMEN'S LOCKER ROOM ADDITION, SPECIFICATION NO. 90052 CAO RECOMMENDATION 1. Approve plans and specifications for "San Luis Obispo Police Department Women's Locker Room Addition",Specification No. 9005213. 2. Authorize staff to advertise for bids and authorize the CAO to award the contract if the lowest responsible bid is within the engineer's estimate of$159,000. DISCUSSION \ Over the last few years, the Police Department has experienced a growth in the number of personnel, especially in female officers and support staff. The current Police Department facilities cannot fully accommodate the female staff with the present space available. Temporary and inconvenient measures are currently being used to mitigate this space shortage by utilizing rooms within the Police Department designed for other purposes. The Women's Locker Room Addition will expand on the existing facility to accommodate the present female staff and provide for future staffing. The addition will also centralize the women's staff facilities into one location within the building. City staff has retained the services of RRM Design Group to prepare plans and specifications. A construction management/inspection firer has been retained to oversee the construction management and construction inspection due to anticipated workloads for Public Works Inspectors. CONCURRENCES The project has received environmental exemption and design approval by the Community Development Department (Attachment 1). Upon plan check approval by the Community Development Department,a building permit will be obtained. FISCAL IMPACT This project was approved in the 1999-01 Financial Plan. (See pages D-21 and D-22 of the Financial Plan and pages 30-32 of Appendix B to the Financial Plan.) C9 -'� ATTACHMENT 1 Council Agenda Report—Police Department Women's Locker Room Addition Page 2 Original Budget Additional Funding Engineer's Estimate Design: $15,000 $32,000 $47,000 Construction Inspection: $0 $26,000 $26,000 Contingencies: $0 $4,000 $0 Construction: $140,000 $11,000 $159,000 Contingencies: $0 $20,000 $16,000 Construction Total: $175,000 Total: $155,000 $93,000 = $248,000 On April 3, 2001 the City Council authorized additional funding for this project. This provided funding to support higher than anticipated design fees, funding for construction inspection not included in the original budget, and provided for construction contingency money.. More recently, the Police Department has added an additional $11,000 available from completed Police Department project accounts to provide additional construction funds bring the total project budget to $248,000. ATTACHMENTS 1. CDD Review from October 18, 2001 & May 1, 2002. Plans and Specifications will be placed in the Council reading file. g:\—current projects\bldgs\90052 pd locker rm\_staff reports\90052b adv.doc A tach,lnm+ a CITY OF SAN LUIS ORTSPO CALIFORNIA AGREEMENT THIS AGREEMENT,made on this day of ,20_,by and between the City of San Luis Obispo, San Luis Obispo County, California, hereinafter called the Owner, and Brannon Inc--PRA Smith Electric Service_ 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 SLO PD Women's Locker Room Addifinn_Sp cificatinn No.90052111 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 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 asprovided in the Contract Documents,the contract prices as follows: Item Item Unit of Estimated Item Price Total No. Measure Quantity (in figures) (in figures) 1. Locker Room Addition LS 1 212,212.00 $212,212.00 BID TOTAL: S 2111212 nn 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: 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,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. ARTICLE IV. It is further expressly agreed by and between the parties hereto that should there be any conflict between - 1 - Me.n� the terms of this instrument and the bid or proposal of said Contractor, then this instrument shall control and nothing hereinshallbe considered as an acceptance of the said terms 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 Mayor APPROVED AS TO FORM: CONTRACTOR Oi ityAttomeyyBrannon Inc.,DBA Smith Electric Service Print Name and Title -2- eq-�