Loading...
HomeMy WebLinkAboutAGENDA REPORT 2003 1203 CC REG ITEM 09B01 ITEM ' �'' MWENNEWO - of ACTION - Moorpark City Council BY: --- Agenda Report To: The Honorable City Council From: Kenneth C. Gilbert, Director of Public Works Date: November 25, 2003 (Council Meeting 12 -3 -03) Subject: Police Services Center: Consider 1) Approval of Plans and Specifications; 2) Award of Construction Contract; 3) Approval of Additional Design Costs; 4) Authorizing Staff to Retain Various Consultant Construction Engineering Services; and 5) Adoption of a Resolution Amending the Budget for the Project BACKGROUND 1. Land Acquisition: In April of 2001 the property at the northeast corner of Spring Road and Flinn Avenue was acquired by the Moorpark Redevelopment Agency (MRA) for the primary purpose of constructing the subject project. The total property is being subdivided to create two (2) lots to the north of the Police Services site, to be used for other purposes. 2. Design: In April of 2002 the City retained the services of WWCOT Architects to develop the design and prepare the construction documents for the project. The project design was completed and subsequently approved by the City Council in April of 2003. The scope of the required architectural services includes technical assistance during the bidding phase and construction phase of the project. 3. California Highway Patrol (CHP) : During the development of the project design, City staff and the project architect have worked with representatives of the CHP on office and site space for a local CHP command post to be located within the subject facility. A portion City design costs are to be reimbursed by the CHP. The construction documents now include all of the CHP requirements conveyed to the City. Other PoliceCenter b 0312 - - 000002 Police Services Center: Construction November 25, 2003 Page 2 interior modifications will be undertaken by CHP prior to them moving into the facility. Staff is working with the CHP on the terms and conditions of a Lease Agreement for the space to be used by them. 4. Construction Management: In June 2003 the City retained the services of Rollins Consulting, Inc. [RCI] to provide construction management services for the project. In addition to construction contract administration services, RCI also performed a constructability review of the project plans and provided certain administrative services during the bidding phase. 5. Pre - qualification: Consistent with City Council policies, staff, with the assistance of RCI, undertook efforts necessary to pre - qualify the bidders for this project. An invitation [Notice] to participate in the pre - qualification process was published and distributed. Twenty (20) contractors were notified of the pre - qualification effort, six (6) requested pre - qualification packages and three (3) firms submitted completed application packages. Subsequent to the review and evaluation, all three (3) firms were found to meet or exceed the minimum requirements. The pre - qualified firms are listed as follows: a) Turner Construction [Los Angeles] b) Charles Licha Construction [Encino] c) Viola Constructors [Oxnard] 6. Off -site Improvements: In a separate project, the City awarded a contract for the realignment and reconstruction of Flinn Avenue. That project included the construction of new curbs and gutters along the Spring Road and Flinn Avenue frontage of the future Police Services Center, plus the construction of a raised median on Spring Road and the installation of a traffic signal at the Flinn Avenue / Spring Road / Second Street intersection. Construction of that project should be completed in December. DISCUSSION A. Plan Approval A review copy of the Plans and Specifications for the subject project has been placed on top of the file cabinets in the City Council Conference Room. It is recommended below that the City Council approve the project plans and specifications in order to document City Council approval of the scope and design of the project and in order to establish design immunity pursuant to Section 830.6 of the Government Code of the State of California. PoliceCenter b 0312 Police Services Center: Construction November 25, 2003 Page 3 B. Construction Contract 1. Construction Cost Estimate: An estimate of the probable construction cost for the project was prepared by a sub - consultant retained by RCI. That estimate of $7,154,061, was increased to $7,172,565 by RCI, to cover the estimated cost of the Addenda. 2. Bid Results: The bids were opened on November 26. A Supplemental Report on the results of the bid opening will be provided to the City Council on Monday December 1, subsequent to analysis of the bids received. 3. Subcontractor Qualification: The pre - qualification materials require the selected contractor to document, upon request, that the selected sub - contractors for concrete, masonry, electrical and plumbing, met or exceed the City's pre - qualification requirements. It is the obligation of the apparent low bidder to comply with this contract requirement. C. Construction Enqineerin The City has retained the services of Rollins Consulting, Inc. [RCI] to provide the construction management services required for this project. The scope of RCI's efforts will include the management of contracts for various required inspection, testing and surveying services to be retained by the City. It is requested below that the City Manager be authorized to execute contracts for those required professional services. A list of those required services is as follows: .............. _ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ........................................ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ............................... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Description Estimated Cost ($) Geotechnical 82,545.00 Surveying 1,800.00 Materials Testing 60,731.00 Total 145,076.00 .........................................................................................._..._..._........................................................................................_............................................................................................................ ............................... D. Architect Fees and Costs The scope and construction cost of the project has increased significantly from the estimates provided to the City Council when the architect was selected in April 2002. It is, therefore, recommended below that the amount of the architect's fee be increased to provide compensation for the additional work efforts which grew out of these unforeseen increases. The original fee is 100 of the then estimated construction cost of $505,000. The recommended revised fee [$643,856 (a $138,865 increase)] is 90 of the engineer's estimated construction cost of $7,154,061 [Note: This estimate does not include the cost of recent Addenda]. PoliceCenter b 0312 -- ®0U0U4 Police Services Center: Construction November 25, 2003 Page 4 In addition to the architect's fees, certain other additional services, beyond the scope of the contracted services, have been authorized. A summary list of those additional services is as follows: Description Revised conceptual design Security system Liquifaction analysis Annual utility cost analysis Revised site plan (flood protection) CHIP Changes NPDES Requirements Furniture selection Estimated Cost ($) 19,265.00 21,857.00 2,750.00 5,500.00 15,350.00 8,000.00 9,250.00 28,300.00 Total 110,272.00 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NC) P ... ... ..... ...... .. *................ CHP...... has ...... .aar.e.e.d........to........pav uD to $10,000. A re -cap of the total fees and costs for architectural services is as follows: _ ......................_ ..... _. .................................................................................................................. _ .................................................................................................................................................................... - ............................... _ ...................................... , .......................... Description Estimated Cost ($) Original Fee 505,000.00 Proposed Increase 138,865.00 Revised Fee 643,865.00 Other Previously Approved Services 110.272.00 Sub -Total 754,137.00 Reimbursable Expenses 4.000.00 Total 758,137.00 ............. ............. ............. ... ......................................... .......... .._.........__....._......_............................................ ........_....._..._._..._...... ---.._.._................................................................................._..................._.. ........................ ............... .................... .......... : Note: ** This is in addition to the $2,500 amount for printing of plans which was included in the base fee. E. Fiscal Impact A Fiscal Impact analysis of the project will be provided in the Supplemental Report to be provided to the City Council subsequent to the receipt of bids. F. Schedule It is anticipated that construction should commence in January and be completed in eleven (11) months. Following construction, it is estimated that finishing and furnishing will require an additional three (3) months. The facility should be ready to occupy in April 2005. PoliceCenter b 0312 - - 000005 Police Services Center: Construction November 25, 2003 Page 5 STAFF RECOMMENDATION (Roll Call Vote 1. Approve the project plans and specifications. 2. Approve a construction contingency for the project in the amount of ten percent (100) of the bid amount. 3. Authorize the City Manager to execute contract documents for construction engineering services required by the project, for geotechnical services, materials testing services and construction surveying, as generally defined and described in this report. 4. Approve the increase in the Architect fees and charges as described in this report. 5. Adopt Resolution No. 2003- [if required] amending the Budget to fully fund the project. 6. Approve the award of a construction contract for the project to the lowest responsible bidder. PoliceCenter b 0312 {�tt��,(�p rr — — © 00 V V V