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Home My WebLink About10 - Police Building Modifications & Fire Station 6 UpgradesCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 10 September 27, 2005 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Lloyd Dalton, PE 949 - 644 -3328 Idalton@city.newport-beach.ca.us SUBJECT: POLICE BUILDING MODIFICATIONS AND FIRE STATION NO. 6 GENDER MODIFICATIONS $ HOSE TOWER DEMOLITION — AWARD OF CONTRACT NO. 3640 RECOMMENDATIONS: 1. Approve the plans and specifications for the three projects listed above. 2. Award Contract No. 3640 to Horizons CCI Services, Inc., for the total bid price of $405,500, and authorize the Mayor and the City Clerk to execute the contract. 3. Establish an amount of $40,550 to cover the cost of unforeseen construction expenses. 4. Approve a Budget Amendment appropriating $100,000 from the Building Excise Tax Fund and $148,000 from the General Fund for the Fire Station 6 Gender Modification project and the remaining portion needed for the Police West Building Remodel project to the accounts designated on the attached budget amendment. DISCUSSION: At 11:00 AM on September 14, 2005, the City Clerk opened and read the following total bid prices for this project: Total Bid Price $410,500.00` 413,720.00 430,396.00 442,000.00 481,000.00 `Corrected Total Bid Price is $405,500.00 The low Total Bid Price is about 14% above staffs adjusted estimate of $355,000; however, because of the competitive nature of the bids, staff feels that the consultants' estimates were way too low and that low bid is appropriate for the project. Bidder Low Horizons CC[ Services, Inc. 2 DLS Builders 3 PCN3, Inc. 4 Macerich Construction Inc. 5 Caltec Corp. Total Bid Price $410,500.00` 413,720.00 430,396.00 442,000.00 481,000.00 `Corrected Total Bid Price is $405,500.00 The low Total Bid Price is about 14% above staffs adjusted estimate of $355,000; however, because of the competitive nature of the bids, staff feels that the consultants' estimates were way too low and that low bid is appropriate for the project. SUBJECT: Police Building Modifications and Fire Station No. 6 Gender Modifications & Hose Tower Demolition — Award of Contract No. 3640 September 27, 2005 Page 2 The low bidder, Horizons CCI Services, Inc., possesses a Building Contractors Class B License as specified in the contract documents. Horizons is a 2 year -old firm that has satisfactorily completed building projects for other agencies, a park project for the City, and is currently constructing Building W at the City's Corporation Yard. Mariners Fire Station No. 6 gender modifications was advertised for bid in May of 2004, but no bids were received. Staff feels that our local building contractors were too busy doing other work to bid on the City's small remodeling job. To make construction at Station No. 6 more attractive to contractors, staff added work at Station No. 6 and combined it with desired work in the Police Department Building. Work at Station No. 6 now includes the previous living quarters remodeling to accommodate female fire fighters, plus remodeling the kitchen, demolishing the top part of the no- longer- needed hose drying tower, and converting the lower part into a storage room. Work in the Police Department Building includes refurbishing the jail on the 1S` floor and rearranging office space and creating an accessible women's restroom on the 2nd floor. Plans and specifications for the remodeling work at Station No. 6 were prepared by Dominy + Associates Architects ( Dominy). Dominy's construction estimate for the work was $60,000. Plans and specifications for the hose tower demolition work at Station No. 6 were prepared by Hutson & Partners Architecture (Hutson). Hutson's estimate was $26,000. Plans and specifications for the remodeling work at the Police Building were prepared by Paul J. Ruffing AIA ( Ruffing). Ruffing's estimate was $200,000. Knowing full -well that construction projects are being bid much higher than estimated, staff increased the $286,000 sum of the architects' estimates by 25% and advertised the project at $355,000. The Contractor must complete all work within 50 consecutive working days at each site, and all work must be completed at one site before work may commence at the other. The site sequence will be determined by staff after the contract is awarded. Liquidated damages are $1000 per calendar day. Environmental Review: The project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(a) of the CEQA Implementing Guidelines. This exemption covers building alterations involving partitions, plumbing, electrical, etc. Funding Availability: The total appropriation needed to award this project is $446,050, which includes a 10% amount ($40,550) for unforeseen construction expenses. Roughly $100,000 of FY 04- 05 appropriations intended for this purpose expired at the end of the fiscal year and needs to be reauthorized. Only $157,966 is currently appropriated. Expiration of the FY 04 -05 appropriation and higher- than - expected project bids necessitate a budget amendment of $288,084 to complete the project. Sufficient funds are available in Building Excise Tax Fund and General Fund reserves to award the remainder of the construction expense. SUBJECT: Police Building Modifications and Fire Station No. 6 Gender Modifications & Hose Tower Demolition — Award of Contract No. 3640 September 27, 2005 Page 3 Upon approval of the requested Budget Amendment, funds will be available in the following accounts: Account Description Account Number Amount Building Excise Tax Fund 7271- C2320878 $100,000 General Fund 7011- C2320878 131,550 General Fund 7011- C1820805 214,500 Total $446,050 DLS Builders, the #2 bidder filed a protest with the City alleging that Horizons CCI Services, Inc., failed to list all its subcontractor names and business locations in its bid; therefore, making Horizons is non - responsive per California law. Horizons has satisfactorily responded to the allegation (See attached letters). Prepared Dalton, P.E i Engineer Submitted Attachments: Bid Summary DLS Builders' protest letter Horizons CCI's response to DLS's protest Budget Amendment YfiG. Badum Works Director U a W m O a W Z LL O H U Z W Q.' a W 0 cn Y Ix O U J m D a Z O H Q U O J p m 0 0 0 ui 0o Q �p ui 2 = F- L) v v h o Y N N W U 4 _ U U lil H Q p N p m N a :2:02 FAX 7145631530 11:48 000000000000 _ - -= =2:59 7142820835 September 75, 2005 Mr, Lloyd Dalton amity of Newport Beach 3300 Newport gam_ Newport Beach, CA ta2t363 Re: Bid #3640 Mr, Dalton, HORIZONS CCI ENGINEERING DLS BUILDkl2S ucEMM M, q&YM Per 01r6fR"On to Bidders`, in accordance wan PUDIic CO,,haet Code, Seofion 4100 thru 4114, each bidder shall list the subcontractor name and lom of business, for all wont in excess Of X percent of the total bid. The apparent low bidder failed to W the subcontractor for the followinf trades: dcmof *n, millwork, roofing, cehmic tib, terrazzo, flooring, toilet partitions. This letter Is an official protest against fhe norrnasponsiue• apparent lore, bidder and we ea4e6y await the Cky of Newport Beach decision in regards to tt ratter, per California law requWaments, ink you for your time. Sincerely. Doina Leonte Estimator 1975 NO. BATAVIA STREET, ORANGE, CA 92BBS MAv diSbU11dBrs;CDm i II (714) 99B3790 FAY (714)282.0836 Q003 PAGE 02 PAGE 02 - - -' -:C1 FAX 7145631530 HORIZONS CCI Z001 -'71D IZONS Y s SERVICES, INC. General Contracting and Engineering FACSIMILE TRANSMITTAL SHEET I .CYD DALTON FRoe[: HATEM /KINAN _a- A.-.Y: CITY OF NEWPORT BEACH DATE: 9/16/05 FAQ NUMBER: 949- 644 -3308 TOTAL NO. OF PAGES INCLUDING COVER 3 1 ONENUMBER: 949- 644 -3328 SENDERS REFERENCE NUMBER: .pie Station No. 6 and Police Contract FOUR REFERENCE NUMBER_ I� ::RGENT ❑ FOR REVIEW ❑ PLEASE COW ENT PLEASE REPLY D PLEASE RECYCLE i �_zyd R1eFerence is made to DLS Builders letter of protest concerning Designation S•abcontractors. a?iowing trades: Demolition, Millwork, Roofing, Ceramic Tile, Terrazzo and Toilet Partitions. Are either will be done in house (by Horizons -- ^ ^cyees) or has bid from subcontractors that don't exceed '/s Percent of Hor -7e appreciate your prompt attention. 2111 W. CRESCENT AVE., SUITE G, ANAHEIM, CA 92801 -SI (714) 563 -1600 FAX (714) 563 -1530, (714) 276 -6513 LICENSE # 82 City of Newport Beach NO. BA- 06BA -015 BUDGET AMENDMENT 2005 -06 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues PX from unappropriated fund balance EXPLANATION: AMOUNT: $266,osa.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase expenditure appropriations by $288,054 to complete Fire Station 6 gender modifications and the Police West Building Remodel. Of this amount, $100,000 will come from the Buliding Excise Tax Fund and $188,054 will come from the General Fund. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 010 3605 General Fund Surplus Fund Balance 270 3605 Building Excise Tax Fund REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description Amount Debit $188,084 '- $100,000 Credit Division Number Account Number Division Number Account Number /� Automatic System Entry. � Signed: 4 � L , Financial Approval: Administrative Services Director Date Signed: Administrative Appr al: City Manager to Signed: City Council Approval: City Clerk Date Description Division Number 7011 General Fund - Facilities CIP Account Number CIB20805 Police West Building Remodel $56,534 Division Number 7011 General Fund - Facilities CIP Account Number C2320878 Fire Station 6 Gender Modifications $131,550 Division Number 7271 Building Excise Tax Fund Account Number C2320878 Fire Station 6 Gender Modifications $100,000 Division Number Account Number Division Number Account Number /� Automatic System Entry. � Signed: 4 � L , Financial Approval: Administrative Services Director Date Signed: Administrative Appr al: City Manager to Signed: City Council Approval: City Clerk Date