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HomeMy WebLinkAbout04/06/2004, C7 - BUS MAINTENANCE FACILITY IMPROVEMENT: BUS WASH SPECIFICATION NO. 99601B council M fin April 6,2004 agenda Report c CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Public Works Director Prepared By: Bridget Fraser, Associate Engineer SUBJECT: BUS MAINTENANCE FACILITY IMPROVEMENT: BUS WASH SPECIFICATION NO. 99601B CAO RECOMMENDATION 1. Approve the award to and authorize the Mayor to execute a contract with J & P Construction Company of Santa Maria, in the amount of$519,736 (total bid less bid alternates) for the Bus,.: Maintenance Facility: Bus Wash Project, Specification 99601B. 2. Appropriate $50,000 from the unappropriated balance of the Transit Fund. 'DISCUSSION This project involves the construction of a sheltered automatic drive through bus wash system that will allow quicker, more thorough washings and eliminate the current method of hand washing in a makeshift wash area in the parking lot. The new wash system also includes a wash water recovery system that recycles and reuses the wash water.. A roof and splash walls will shelter the wash bay and equipment and prevent storm water from entering the.sewer system. On November 18, 2003, Council approved the plans and specifications and authorized staff to advertise the project. Bids were opened on January 28, 2004 with J & P Construction of Santa Maria submitting the low bid. Nine bids were received all of which were over the project budget of$476,397. After a detailed review of the bids and subsequent discussions with the low bidder, the discrepancy between the bids and the engineer's estimate was found to be attributed mainly to price increases and inadvertent omissions. The engineer's estimate did not account for the costs of painting the interior of the building, the fire suppression system and a 1 year service contract. These items were added in just before going out to bid and were inadvertently omitted from the estimate. Additionally, according to the contractor there have been significant cost increases in steel and manufactured goods as well as insurance and Workmen's Compensation rates. This combination of omissions and price increases accounts for the higher bids and the need for an additional appropriation of$50,000 to the project budget as well as down-scaling of the project. Staff recommends that the additional $50,000 appropriation come from the unappropriated balance of the Transit Fund. At the upcoming Transit Fund rate review scheduled for May, Public Works will be proposing various budget adjustments that will reduce the projected working capital balance for the Transit Fund at the end of 2003-04. Nonetheless, the revised working capital balance is estimated to be $192,300, more than enough to cover the additional $50,000 needed for this project. Adding this $50,000 to the existing project budget will result in an adjusted construction budget of$526,397 ($476,397+$50,000). C 7-/ r _ Bus Maintenance Facility; Bus Wash Page 2 Down-scaling of the project would be accomplished in two steps. The first step includes awarding a contract to the low bidder in the amount of $519,736 utilizing the 3 deductive bid alternates. These deductive bid alternates include: 1) eliminating the matching parapet and internal gutters around the perimeter of the roofline and. replacing it with the building manufacturer's standard fascia and rain gutters ($8,234); 2) eliminating the wheel washer option from the bus wash ($16,675); and 3) eliminating the spot free rinse option ($21,267). Eliminating the deductive alternates allows us to award a project within the budget; however, this would leave a balance of only $6,796 for contingencies — significantly less than the 10% ($52,000) that is customarily retained. The second step of downscaling would involve modifications to the contract via change orders issued after contract execution. These change orders would be processed as a first order of work for the purpose of providing an-'adequate: contingency fund for construction. Staff recommends that the following items of work be.removed from the contract: _ 1. Eliminate Storm Water Pollution Plan. This formal plan is not needed due to the size of the .project and the fact that the project will now proceed during the dry season. The Contractor has agreed to pass on the savings to the City in the amount of$4,900. 2. Defer interior painting.. The factory coatings on the structural steel and exposed surfaces on the interior of the bus wash should be adequate for several years. Maintenance staff will need to routinely check for corrosion and include a plan for painting in future maintenance of the facility. Eliminating this from the contract will save approximately$10,000. 3. Eliminate the crash rail. The plans call for a heavy duty crash rail along the entire length of the bus wash building for the purpose_ of protecting the building from passing buses. The potential for running into the building is low. Staff believes that adequate protection can be accomplished with just a few bollards (rather than 11 plus a railing) to help keep drivers from driving too close to the building. The additional bollards and railing can be easily added in the future if determined that they are needed. Eliminating the crash rail will save approximately$3,300. 4. 1 year Service Contract. The specifications called for 1 year maintenance contact to include all parts and labor. This service contract could be eliminated and the maintenance either performed or paid for by the transit operator. Eliminating the service contract will save approximately$5,000. These various changes will result in a contract reduction of approximately $23,200 allowing a contingency balance of$29,861 or 6%. Nearly 37% of the project cost is associated with the bus wash equipment. Installation of this equipment is straight forward and the potential for encountering unknowns (or the need for contingencies) is small. Considering this, staff is confident that the 6% contingencies will be adequate for this project. If contingency funds still remain as we approach the end of the end of the project, some of the deductive alternates or eliminated items will be added back into the project. CONCURRENCES 1. The Community Development Department (CDD) found this project Categorical Exempt under the California Environmental Quality Act (CEQA). e7• Z Bus,Maintenance Faeility;_Bus Wash Page 3 2. The Federal Transit Administration (FTA) found the project Categorically Excluded under the National Environmental Protection Act(NEPA): 3. Due to the heavy vegetative screening along the freeway that shields the structure from public view, the plans were reviewed and approved by the. Community Development Department as a Minor/Incidental Architectural Review project. FISCAL IMPACT This project is included in the 1995-97 Financial Plan (see pages E-9 and.E-24 of the Financial Plan and pages 110-113 of Appendix B). Appropriations have come from a combination of Federal Transportation Administration (FTA) and Transportation Development Act (TDA) grants. A recap of the project funding follows: Available Budget: Current Construction Account Balance $476,397 Appropriation from Transit Fund Balance: 50,000 Total Available: $5269397 Estimated Construction Costs Total Bid: $ 566,176 Less Bid Alt. 1 (Parapet) (8,234) Less Bid Alt. 2 (Wheel Washer Option) (16,675) Less Bid Alt. 3, (Spot Free Rinse option) $ (21;531) Construction Contract.Awarded $519,736 Proposed Change Orders (23,200) Adjusted Contract: $496,536 Available for Contingencies (6%) $299861 As shown, with the additional appropriation from the unappropriated balance of the Transit Fund and the reduction in project scope there is adequate funding to support this project. Towards the end of the project staff will review the remaining contingency fund and the potential for its use. If the contract is found to have progressed smoothly and adequate contingencies still remain unused, staff will add back in some of the deducted items. ALTERNATIVES 1. Defer the project. Based on past experience, costs are more likely to increase with time. The project will be more expensive to build as time passes. 2. Abandon the project. If the project is abandoned buses would continue to be hand washed. This operation is inefficient and wastes water and the grantfunding would be lost. ATTACIiMENTS 1. Location Map 2. Bid Summary 3. Original Contract a b �u G:LCuri=t Projects\Bldgs\99601 Bus Wash\_Documents\I-Staff Reports\99601 B CAR draft Award Const.doc G7-3 — � a ATTACHMENT 1 D 0 D�• �oo �„.,a, J`^ DQ 1 s Do0000=, I O D ®©l n o� rp °Do D moo GADD DD Da T oal ON D DD � d oq Cl�yOf BUS MAINTENANCE FACILITY S US OBS Q BUS WASH PROJECT Public Works Department PROJECT LOCATION MAP 955 Morro Street San Luis Obispo, CA 93401 Specification No. 99601B C,0-7—q G e o 0 0 0 $ o o c o c o 0 0 N N O 0 0 o N w v o v o v r OG C\ r N N O O �D M OG v: Hi N V vi H of H of V b H �D H F U •' F U T y 1 z 'z a � O O O OCO NO O C O O O O O O m H Q — r N V1 Nnn H � N N N N a vt H h H h m b H b H b N H H H y H H H L _ zz o o o 0 0 0 o o o c o eo 0 0 0 0 0 0 00 0 0 o q o ' C C C G � � aG tV vt r � •G O O O o O C O O a O W r m O O � O P b N h n r a H h H V�1 ttVVH V1 `D �O H �p H `p c W H H H N H H N n oc c c o o � o ad vi - 0 0 o c o 0 0 o eo 0 0 0 0 0 0 t+f O O •G M h � N � �; M � O N P vt N Vl H R O � d G 22 U o 0 0 0 e V o 0 0 v. ai � o a r ri •c e F U Q F U aU G F S m m a a O ' � o s L u N y ia E y R c O •� � 3 0: o z Z 2 ~ C @! Q 7 F 0 c71 F C C J U i CO d z z _ C7-S l R1[AGHMENT 3 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 J&P 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 BUS MAINTENANCE FACILITY:BUS WASH,SPEC NO.99601B 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 11, 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 Unit of Estimated Item Price Total No. Measure Quantity (in figures) (in figures) 1. Bus Wash—Total Bid LS 1 566176.00 $566,176.00 2. Deduction—Parapet. LS 1 <8234.00> <$8,234.00> 3. Deduction—Wheel Washer LS 1 <16675.00> <$16,675.00> 4. Deduction—RO System LS 1 <21531.00> <$21,531.00> BID TOTAL: $519,736.00 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. 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. _ I _ 7—�0 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 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. IN WITNESS WHEREOF,the parties to these presents have hereunto set their bands this year and date first.above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation City Clerk Dave Romero,.Mayor APPROVED AS TO FORM: CONTRACTOR itythanLowell J&P Construction Attorney Jeff Ploutz,President -2- 1-7