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Home My WebLink About08 - Human Resources Department TrailerCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 8 November 13, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Tom Sandefur 949-644 -3312 or tandefur @city.newport- beach.ca.us SUBJECT: TRANSFER OF OFFICE TRAILER FOR HUMAN RESOURCES DEPARTMENT —AWARD OF CONTRACT NO. 3987 RECOMMENDATIONS: 1. Approve the construction drawings and specifications. 2. Award Contract No. 3987 to Mike Kilbride, Ltd. for the Total Price of $32,900 and authorize the Mayor and the City Clerk to execute the contract. 3. Establish an amount of $5,000 to cover the cost of unforeseen work. 4. Approve a Budget Amendment to transfer the amount of $55,617 from Account No. 0410 -8627 — Human Resources M &O for Recruitment Expenses to Account No. 0410 -9500 — Human Resources M &O for Structures and Improvements. DISCUSSION: At 10:00 a.m. on October 30, 2007, the office of the Public Works Director opened and read the following bids for this project: TOTAL BID AMOUNT $32,900.00 . $62,300.00 $68,420.00 $91,910.00 $119,430.00 The low total bid amount is 9.7% above the Engineer's Estimate of $30,000. The low bidder, Mike Kilbride, Ltd., possesses a California State Contractors License Classification "A' as required by the project specifications The work necessary for the completion of this contract consists of: site grading, laying down a crushed rock foundation, trenching a sewer line, water line, and data conduit BIDDER Low Mike Kilbride, Ltd. 2nd Belaire -West Landscape 3`d GCI 4"' Mike Prlich and Sons 5t' Nobest Incorporated TOTAL BID AMOUNT $32,900.00 . $62,300.00 $68,420.00 $91,910.00 $119,430.00 The low total bid amount is 9.7% above the Engineer's Estimate of $30,000. The low bidder, Mike Kilbride, Ltd., possesses a California State Contractors License Classification "A' as required by the project specifications The work necessary for the completion of this contract consists of: site grading, laying down a crushed rock foundation, trenching a sewer line, water line, and data conduit Transfer of Office Trailer for Human Resources Department — Award of Contract No. 3987 November 13, 2007 Page 2 line to the site, providing traffic control plans, connections of the sewer line and water line to existing lines, pouring new sidewalk, and site cleanup. The contract specifications require the contractor to complete all construction in 15 consecutive working days. BACKGROUND: On June 26, 2007, City Council approved moving a surplus office trailer from the General Services yard to the front lawn of City Hall for use by the Human Resources Department as a recruiting office. The trailer will be placed along 32nd Street to the west of the City Council Chambers. The council approved an expenditure of $43,000 for remodeling and moving the trailer and $15,000 for purchasing furniture. . There are several distinct components for this relocation project including; site improvements; installation of electrical and data conduit; preparation and remodeling the trailer; and the actual relocation of the trailer itself. Contracts have been executed to encompass the electrical and trailer remodeling aspects as follows: Contractor Scope of Work Amount Meadows Construction Services Moving Trailer $15,950.00 Fleming Construction Services Preparation and Remodel $16,945.00 Bay Shore Electric, Inc. Electrical /Data Conduit $20,750.00 The original estimate for the project, while accurate in assuming costs for the interior remodel and moving of the trailer, underestimated the cost of bringing electrical power and data cables to the new trailer site. Also, the preparation of the site for the trailer involves more grading, foundation preparation, and utility trenching than was foreseen at the time. The City advertised the Human Resources Trailer Site Improvement, Contract No. 3987 for bid. This project provides for the grading of the trailer site, connection of the site to sewer and water lines, and trenching of data conduit lines to the trailer and the Council Chambers. Environmental Review: This project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Implementing Guidelines. This exemption covers the maintenance and alteration of existing public facilities with negligible expansion of the facilities. Public Notice: The Notice Inviting Bids was advertised in the City's official publication. Transfer of Office Trailer for Human Resources Department — Award of Contract No. 3987 November 13, 2007 Page 3 Funding Availability: Upon approval of the recommended Budget Amendment, sufficient funds will be available in the following accounts for the project: Account Description Human Resources Recruiting Proposed uses are as follows: Vendor Mike Kilbride, Ltd. Meadows Construction Services Fleming Construction Services Bay Shore Electric, Inc. Park West Landscape, Inc. Bush and Associates Various Prepared by: Tom Sandefur, . Associate Civil Engineer Submitted by: Barbara iRamsey Human Resources Director Attachments: Bid Summary Budget Amendment Account Number Amount 0410 -9500 $98,617.00 Total: $98,617.00 Purpose Construction Contract Moving Trailer Preparation and Remodel Electrical /Data Conduit Irrigation Restoration Survey Project Contingency Total: Submitted by: Amount $32,900.00 $15,950.00 $16,945.00 $20,750.00 $5,000.00 $2,072.00 $5,000.00 $98,617.00 Step n G. Badum Pubfrc Works Director CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT TITLE: HUMAN RESOURCES TRAILER SITE IMPROVEMENT BID LOCATION: Public Works Office - City Had CONTRACT NO.: 0-398] DATE: 30OC1 -07 TIME 10:OOAM ENGINEERS ESTIMATE: 829.98500 BY: T. Sandefur CHECKED: DATE: PROJECT MANAGER: T. SANDEFUR MIKE PRLICH MO SONS ENGINEERS ESTIMATE MIKE KILBRIDE, LTD I BELAIRE -WEST LANDSCAPE GCI REM DESCRIPTION DUANTITV UNIT AMOUNT UNIT AMOUNT UNIT AMOUNT UNIT AMOUNT 1 As -BWIt Plans 1 L W0.00 500.00 190.00 3040.00 100.00 10000 200.00 200.00 2 Mabilitadon 1 1 1 LS 1 1000,001 low.001 sooffli 50D.00 I woo.ml 3000,0 8500.00 8500.00 3 ITraffic Co 1 1 LS I 500.00 500.00 1050501 . 500.00 1000.00 1000,0 600.00 800.00 4 Site Grading 1 LS 30w.m 3000.00 50011. 6000.00 3000.00 3000.00 9000.00 91100.00 5 Cum ded Rack Found4m 18 1 CY 35.00 5 .W 100.00 18110.00 250.00 6000.00 50.00 800.00 8 Fumish and ImIad 4-Inch PVC Sewer Lateral 60 LF 20.00 1200.00 125.OD ]IMM- mum 120011.00 200.00 12000,0 ] Fumsh antl lnsWll4lnch ABS Serer PlOe SD LF 20.00 1000.00 30.00 15011.00 40.00 2000.00 45.00 2250.00 8 Fumish and Inalall 3-Inch ABS Saver Pi 30 LF 30.00 900.00 30.00 900.00 40.00 1200.00 5o.GO 150000 9 Furnish and Install 2 -Inch Watar Service Line 80 LF 30.00 2400.00 40.00 3200.00 75.00 8000.00 80.00 4800.00 10 Connection to EKlsUn 24nch Water Une 1 LS 800.00 800.00 500.00 600.00 25110.00 2500.00 3]0.00 9]0.00 11 Fumish and Install t -Inch Water Sell. Line 50 LF 30,0 imoW 20.00 1000.00. 40.00 2000.00 45.00 2250.00 12 Fumish and Install 3l4-Inch Weter Servk:e Line 25 LF .00 626.00 20.00 600.00 40.00 1000.00 34.00 850.00 13 Funsh and Install 2 -Inch PVC Data Condufi 130 LF 30.00 39110.00 15.00 1950.00 50.00 6500.00 60.00 ]800.00 14 Funa hand Install 31nch WC Data Cmdu0 1]0 LF 40.00 6800.00 35.00 Boom 50.00 8500.00 65.00 11050.00 15 ConslructHxh Thick PCCSidaamk 250 SF 10,0 2500.00 6.00 1500.90 20.00 8000.00 20.00 5000.00 16 Remove and Saly eEmbnR Pekin Maters 1 LS 500.00 500.00 300.00 300.00 1000.00 1000.00 300.00 300.00 17 Fumish and Install Pullbon 2 EA BSO.1 13W Wool 500.00 1000.00 500.00 1000.00 600.00 800.00 18 Stn 'n 1 LS 1000.00 1000.00 500.00 500.00 2500.00 2500.00 350.00 360.00 EE 29,985.00 LOW 33,900.00 2ND 02,300.00 3RD 88,620.00 MIKE PRLICH MO SONS NOSEST, INCORPORATED UNIT AMOUNT UNIT I AMOUNT 500.00 500.00 500.wl 0,0 81000.00 8000.00 3000.00 3,000.00 1000.00 1,000.00 2,00.00 2000,0 4000.00 4000.00 25000.00 25000. 190.00 3040.00 300,0 4800.00 242,0 14520.00 315.00 18900.00 130.00 6500.00 300,0 19J00 .G0 110.00 3300.00 150,0 4500.00 90.00 T200.00 150.001 12000.00 1800.00 1800.00 1500.00 1800.00 60,0 3000.00 W.001 0.00 50.00 1250.00 90.00 33110.00 ' 14300,00 51.00 del.. 100.00 1]000.00 60.00 10200.00 10.00 2500.00 15 3.750.00 I 000.00 1900.00 200 200.00 1000.00 2,01100 1600 3,200.90 1000.00 1.000.00 1500 11500.00 4TH 91,910.00 5TH 119,430.00 Page 1 1: \USemlPBWIShareMContracts \FY 07-08WR Traller C- 39871BID SUMMARY City of Newport Beach BUDGET AMENDMENT 2007 -08 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase Expenditure Appropriations AND PX Transfer Budget Appropriations PX SOURCE: from existing budget appropriations from additional estimated revenues from unappropriated fund balance EXPLANATION: NO. BA- 08BA-023 AMOUNT: $5x,617.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To transfer budget appropriations from the Human Resources recruiting budget to cover increased costs associated with the office trailer for Human Resources. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund/Division Account EXPENDITURE APPROPRIATIONS (3603) Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Signed: Signed: Description Description Description 0410 Human Resouces -Personnel 8627 Recruiting 0410 Human Resouces - Personnel 9500 Structures and Improvements Approval: AdministrativB Services Director City Manager Amount Debit Credit $55,617.00 $55,617.00 Date Ir 111-07107 Da Signed: City Council Approval: City Clerk Date