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HomeMy WebLinkAboutAGENDA REPORT 1999 1020 CC REG ITEM 10ETO: FROM: DATE: MOORPARK CITY COUNCIL AGENDA REPORT The Honorable City Council rrEM / CITY OF MOORPARK, CALIFORNIA City Council Meeting of .. _.Deer W, lC�l9 ACTION: .�Y.PrYP, BY: Mary K. Lindley, Director of Community Services"ly September 30, 1999 (CC Meeting of October 20, 1999) SUBJECT: Consider Award of Contract to Robert W. Stanhope Company for Construction and LDM Associates for Compliance Monitoring for the Senior Center Expansion Project and Approval of a Budget Amendment Transferring Community Development Block Grant Funds from Affordable Housing Purposes to the Senior Center Expansion Project. SUMMARY The City Council is being asked to award two contracts associated with the Senior Center Expansion Project: 1) Robert W. Stanhope Company for construction, and 2) LDM Associates for Community Development Block Grant compliance. The Council is also being asked to approve an amendment to the FY 1999/2000 Budget to appropriate an additional $137,000 towards the project's budget. BACKGROUND On June 2, 1999, the City Council approved the plans and specifications for the Senior Center Expansion, approved a budget amendment allocating an additional $56,570 towards the project (bringing the total budget to $383,000), and directed staff to solicit bids. Only one bid was received; the bidder was Robert W. Stanhope Company. Stanhope's bid proposal costs were broken down as follows: Base Bid Alt, A Alt, B Alt. C $384,737 $175,373 $32,207 $ <7,498> 0000-1-6 Sr. Center Expansion Page 2 At its meeting on August 23, 1999, the City Council rejected all bids and directed staff to re- advertise the project. The latest bid process closed on September 28. The City received five bids. It was determined that two of the bids were complete and that three were incomplete, due to the lack of the required Federal Section 3 plan. Of the two complete bids, the apparent low bidder varies depending on the final scope of work; i.e., which of the project Alternates is approved by the Council for construction. DISCUSSION The following is a summary of the Project's Base Bid and Alternates: Base Bid - Includes the room addition adjacent to the east side of the Citrus Room. This room is approximately 1,602 -sq. ft. and includes the operable sound wall that would be used to divide the room. Additionally, it includes ADA handicap improvements (restroom and door hardware) throughout the existing Community Center. The Council specifically allocated $35,000 to perform ADA improvements. The base bid no longer includes the construction of two small offices within the existing Senior Center; Senior Center staff and the Advisory Committee have indicated that they do not believe the offices will be productive and recommended that they be eliminated. The base bid represents the City's original intent of the expansion project and consists of the two top priorities identified by the Senior Center Advisory Committee (the addition and the operable wall) . If built as proposed, it will provide a large multipurpose room that can be used for a variety of activities and can be divided into two separate rooms when needed. The room also includes a sink and storage space that will enhance senior programs. Bid Alternate A - Includes the enclosure of the Breezeway in front of the Senior Center and Citrus Room consisting of 863 sq. ft. The Breezeway Enclosure would function as the lobby area for the Senior Center and will include a front counter reception area and a small work /meeting room at the south end. Additionally, the Enclosure calls for a separate outside entrance to the Citrus Room to provide access to the room for M: \MLindley \SENIORS \sr cent expan award ccagd.doc 000047 Sr. Center Expansion Page 3 the general public without going through the Senior Center lobby. This alternate was the Advisory Committee's third top priority. Bid Alternate B - This Alternate addresses seismic retrofit work for the Citrus Room to be partially funded by a FEMA grant. The initial purpose of the retrofit was to increase the Citrus Room's structural integrity from general building standards to that of an essential building standard (typically used for fire and police stations and hospitals). City Hall was built incorporating general structural standards, not those of an essential facility. In addition to seismic strengthening, the City had hoped to be able to fund the removal of the two room support posts. FEMA indicated that seismic strengthening could be achieved without removing the posts, and declined to fund that specific work. The grant award approved by FEMA was in the amount of $36,500 ($10,000 for design and $26,500 for construction). FEMA's share of the funding is $27,375, the City's share is $9,125 to be funded from the General Fund. The actual design cost for the retrofit was $9,500 (which has been spent), leaving $27,500 for construction. However, actual costs for retrofit will be higher than the grant amount approved by FEMA as a result of asbestos floor tiles in the Citrus Room. The retrofit work will include excavation of wall footings, which will involve the removal of some of the floor tile. FEMA has indicated that it will not increase the grant award and that the City will be responsible for any additional costs. It is estimated that the asbestos removal work will cost approximately $8,000 to $10,000. Additionally, it is the opinion of the architect and the project coordinator that there is a strong possibility that construction costs for the retrofit will increase once the affected walls are opened. Since some walls were constructed as add -ons, the existing structural status of these walls is unknown. If the City elects not to proceed with the structural retrofit work, no additional costs would be incurred for this work, however, FEMA would not reimburse the City for the $9,500 spent to date for the design work. Bid Alternate C - This Alternate involves the elimination of the operable sound wall from the base bid. This Alternate was identified in the event the base bid costs exceed the M: \MLindley \SENIORS \sr cent expan award ccagd.doc 000048 Sr. Center Expansion Page 4 architect's estimate and the Council elects to reduce the scope of work. Structural support for the wall would remain in the base bid to accommodate its future installation. The Senior Center Advisory Committee has expressed a strong desire to see automatic front doors included in the expansion project. The existing front door is heavy and difficult for senior citizens to open, particularly on windy days. The architect indicated that the inclusion of the automatic doors requires additional design work, including electrical, that is outside of his current contractual scope of work. Since the City Council deferred its decision on the construction of the Breezeway Enclosure, which was to be considered after the bid process was completed, a decision on the automatic front doors was also deferred. The design of the door was not included in the expansion specifications. If the Council elects to include Bid Alternate A and wishes to include automatic front doors, it can direct that staff negotiate a Change Order with the successful bidder to substitute for automatic front doors. Preliminary estimates are that the design and installation of automatic door will be approximately $20,000. Construction Bids The City received five; only two of which were determined to be complete. The following is a summary of these two bids: Bid Components Stanhope ProCon Base Bid (Citrus Rm Add $360,000 $379,500 and Operable Wall) Alternate A (Breezeway 162,000 105,000 Enclosure) Alternate B (Seismic 31,915 25,000 Retrofit) Alternate C (Operable < 7,498> < 11,000> Wall - Deduct) Total Project $553,915 $509,500 Construction Costs M: \MLindley \SENIORS \sr cent expan award ccagd.doc 000049 Sr. Center Expansion Page 5 Depending on the Alternates the Council elects to proceed with, if any, the construction costs and low bidder vary as illustrated below: Construction Cost Onlv Project Component Low Bidder Low Bidder Options Proposal Contractor 1) Base Bid $360,000 Stanhope 2) Base + Alt. A 484,500 ProCon (Breezeway) 3) Base + Alt. B 391,915 Stanhope (Retrofit)* 4) Base + Alt.. A 509,500 ProCon and B * 5) Base + Alt. A, B 498,500 ProCon and <C> * Does not include asbestos removal costs. In addition to construction costs, the City must design, project coordination, CDBG monitoring, inspection, soils tests, printing, and other administrative costs. Additionally, the City Council approved termite extermination work. Project Budget factor in permits, proj ect previously On June 2, 1999, based on the architect's estimate, the City Council approved an additional appropriation for the Project by transferring $56,570 from Affordable Housing. This brought the total approved Project budget to $383,000, which included all known costs with the exception of Alternate A, the Breezeway Enclosure. The Project .budget included funds from the following sources: $346,500 from CDBG funds, $27,355 FEMA Grant funds, and a $9,145 General Fund match. If the City Council elects to Expansion Project, whether just including any of the project additional funds. The following proceed with the Senior Center the base project component or alternates, it must allocate chart shows how much additional \ \MOR PRI SERV \home folders \MLindley \SENIORS \sr cent expan award ccagd.doc 000050 Sr. Center Expansion Page 6 funding is needed based on the current project budget of $383,000 and the low bid proposals. The cost figures include construction, permits, inspection, project management, CDBG compliance monitoring, a 15 percent contingency, and all other anticipated costs. Project Component Cost Additional Options Estimate Allocation 1) Base Bid $519,539 $136,539 2) Base + Alt. A 659,995 276,995 (Breezeway) 3) Base + Alt. B 562,550 179,550 (Retrofit) 4) Base + Alt. A 697,995 314,995 and B 5) Base + Alts A. B 685,195 302,195 and <C> There is approximately $196,646 in the City's Affordable Housing Program from prior years' CDBG allocations (1995, 1996, and 1998) . The funds must be spent soon or the City faces the possibility of losing all or a portion of them. Currently, the City is not in a position to proceed with any significant Affordable Housing expenditures in the short -term future (6 to 12 months). Some or all of these funds could be reallocated to the Senior Center Expansion Project. If so desired, the Council could direct future CDBG fund allocations to the Affordable Housing Program to replace some or all of the funding transferred to the Senior Center Expansion, and make the program whole. Proposed Scope of Work Based on the bid proposals and current available CDBG funding, the City only has sufficient funding for Options 1 and 3. Proceeding with Options 2, 4, or 5 (all which involve the Breezeway Enclosure) would require the appropriation of funds \ \MOR PRI SERV \home folders \MLindley \SENIORS \sr cent expan award ccagd.doc 00005:x, Sr. Center Expansion Page 7 from other City sources, most likely, the General Fund Reserves. Option 3, which includes the seismic retrofit work, would require an additional allocation of $179,550, which could be funded without requiring an allocation from the General Fund. However, comparing the benefit of the work versus the cost involved, it is not recommended that the City proceed with this Option. The City's Emergency Operations Center (located in the Citrus Room) was designed to be mobile; that is, necessary equipment can be easily moved in and out of the room, with the exception of the telephone jacks. As a result, if the Citrus Room were damaged in an earthquake, preventing its use, the contents of the room could be removed and used elsewhere. From this perspective, it appears that the costs of the retrofit work out weigh the benefits. Based on available CDBG funding, the desire not to use General Fund Reserves, and the Senior Citizens Program's needs for additional multi purpose room space, it is recommended that the City Council elect to proceed with the base project component (Option 1) only, and that $137,000 in CDBG funds be reallocated from the Affordable Housing Program. This would leave approximately $59,646 in the Affordable Housing Program. Any funds remaining unspent after the completion of the Senior Center Project could be reallocated back to Affordable Housing at the direction of the City Council. With the proposed additionally funding allocation, the total project budget would increase to $520,000. The City Council is being asked to approved the attached Resolution amending the FY 1999/00 Budget to reflect the portion of the Project included in the current fiscal year. CDBG /Davis Bacon Compliance Monitoring The use of CDBG funds triggers a number of technical federal provisions that the City's contractor must comply with. These additional requirements include submittal of a Section 3 Plan (identifies efforts to benefit neighborhood economic improvement), payroll submittals, employee interviews involving all trades on the job, and a number of other labor compliance steps. These provisions are technical in nature and time consuming. Based upon staff's current workload, it is proposed that the CDBG /Davis Bacon compliance provision be handled by a \ \MOR PRI SERV \home folders \MLindley \SENIORS \sr cent expan award ccagd.doc 000052 Sr. Center Expansion Page 8 qualified professional services contract. To that end, proposals were solicited from a number of firms. The low bidder was LDM Associates, which is a planning and redevelopment consulting firm. They have a good experience record with CDBG projects involving Davis Bacon provisions, and have worked with a number of local agencies in Southern California. It is proposed that the City award a contract to LDM Associates at a cost not to exceed $8,000. This cost has been included in the budget figures provided earlier in this Agenda Report. No additional appropriation is needed for this work. STAFF RECOMMENDATION (ROLL CALL VOTE) It is recommended that the City Council: 1. Approve the defined Scope of Work for the construction of the Senior Center Expansion Project as the Base Bid Component as identified in the Project Manual; 2. Award a contract to Robert W. Stanhope Company for construction of the Senior Center Expansion at a cost not to exceed $360,000 and provide for contingencies in the amount of $66,000, and authorize the City Manager to execute said contract; 3. Award a contract to LDM Associates for CDBG and Davis Bacon compliance monitoring at a cost not to exceed $8,000 and authorize the City Manager to execute said contract; 4. a) Approve the transfer of $55,000 in CDBG funds from CDBG Affordable Housing (2701.5440.5002.9620) to the Senior Center Expansion Project (2701.7610.7010.9600); b) Approve the transfer of $17,000 in CDBG funds from CDBG Public Improvement (2701.5440.5003.9621) to the Senior Center Expansion Project (2701.7610.7010.9600); and c) Approve the transfer of $65,000 in CDBG funds from Economic Development (2701.3588) to Senior Center Expansion Project (2701.7610.7010.9600). 5. Authorize staff to draft a letter to FEMA declining the grant funds for the seismic retrofit work. C: \TEMP \sr cent expan award ccagd .doc 00005,3 Sr. Center Expansion Page 9 RESOLUTION NO. 99- ATTACHMENT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FY 1999/00 BUDGET BY APPROPRIATING $137,000 CDBG FUNDS TO THE SENIOR CENTER EXPANSION PROJECT (2701.7610.7010.9600) WHEREAS, on June 23, 1999, the City Council adopted the budget for Fiscal Year 1999/00; and WHEREAS, a staff report has been presented to said Council requesting a budget amendment transferring $137,000 CDBG Funds from Affordable Housing to the Capital Improvement Budget for the Senior Center Expansion Project; and WHEREAS, Exhibit "A" hereof describes said budget amendment and its resultant impacts to the budget line item(s); and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment transferring $137,000 CDBG Funds as more particularly described in Exhibit "A" attached hereto is hereby approved. SECTION 2. to the resolution. The City Clerk shall certify to the adoption PASSED, APPROVED AND ADOPTED this 20th day of October, 1999. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk C: \TEMP \sr cent expan award ccagd_.doc 000054 Sr. Center Expansion Page 10 Resolution No. 99- EXHIBIT A Budget Revision A. Fund Allocation: Fund No. Fund Name Amount 2701 CDBG $137,000 137,000 520,000 2701.5440.5002.9620 B. Budget Appropriation: BUDGET NUMBER BUDGETED REVISION NEW BUDGET 2701.7610.7010.9620 383,000 137,000 520,000 2701.5440.5002.9620 305,116 (55,000) 255,116 2701.5440.5003.9621 75,000 (17,000) 58,000 2701.3588 (416,562) (65,000) (481,562) Approved to Form: C: \TEMP \sr cent expan award ccagd .doc 000055