HomeMy WebLinkAboutAGENDA REPORT 2003 1217 CC REG ITEM 09AMoorpark City Council
Agenda Report
ITEM q • A •
To: The Honorable City Council rtc
From: Kenneth C. Gilbert, Director of Public Works
Date: December 8, 2003 (Council Meeting 12- 17 -03)
Subject: Police Services Center: Consider 1) Approval of the
Project Plans and Specifications; 2) Finding the Bid
Submitted by Turner Construction to be Non - responsive;
3) Awarding the Construction Contract to Viola, Inc.; 4)
Approving Additional Design Costs; 5) Authorizing Staff
to Retain Various Consultant Construction Engineering
Services; and 6) 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 of 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
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December 8, 2003
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interior modifications will be undertaken by the 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.
7. Council Action - December 3: On December 3, the City Council
considered and then continued the subject matter to December
17.
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.
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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.
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 $7,172,565 by RCI, to cover the estimated
cost of the Addenda.
2. Bid Results: On October 10, 2003, construction bid
packages were provided to the three (3) pre - qualified
contractors. Bids were received from all three of these
contractors on November 26. A summary of the bids received
is as follows:
Bidder Amount ($)
Turner Construction Company, Los Angeles $7,182,000.00
Viola Constructors, Inc., Oxnard $7,248,000.00
Charles Licha Construction, Inc., Encino $8,078,553.00
Note: * Non - responsive bidder: No Bid Bond
3. Qualified Bid: Turner Construction, the apparent low
bidder at the time of the bid opening, submitted a
"qualified" bid identifying a number of exclusions,
modifications and assumed extras. For this reason, it is
recommended below that the City Council find the bid
submitted by Turner Construction to be non - responsive.
4. Apparent Low Bidder: Based on the above determination, the
apparent lowest responsible and responsive bidder is
Viola, Inc., with a bid of $7,248,000. This bid amount is
only 1% higher than the Engineer's estimate of $7,172,565.
It is recommended below that a contract be awarded to this
firm.
5. Bid Verification: The apparent low bidder, Viola, Inc.,
has confirmed that their bid is valid and that they are
prepared to proceed with construction of the project.
6. Subcontractor Qualification: The pre - qualification
materials require the selected contractor to confirm that
the selected sub - contractors for concrete, masonry,
electrical and plumbing, meet or exceed the City's pre -
qualification requirements. Staff with the assistance of
RCI intends to confirm compliance with this requirement
before the construction contract with the selected
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contractor is executed. [Note: In the event a
subcontractor is found to not meet the Pre - qualification
requirements, that sub - contractor will have to be replaced
with a "qualified" subcontractor.]
C. Construction Engineering
The City has retained the services of Rollins Consulting,
Inc. [RCI] to provide the construction management services
required for this project. The scope of RCI's efforts will
include the management of contracts for various required
inspection, testing and surveying services to be retained by
the City. It is requested below that the City Manager be
authorized to execute contracts for those required
professional services. A list of those required services,
along with estimated fee amounts, is as follows:
Description Estimated Cost ($)
Geotechnical 82,545.00
Surveying 1,800.00
Materials Testing 60,731.00 1
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
[$643,865 (a $138,865 increase)] is 90 of the engineer's
estimated construction cost of $7,172,565.
In addition to the architect's fees, certain other additional
services, beyond the scope of the contracted services, have
been authorized. A summary list of those additional services
is as follows:
Description
j Revised conceptual design
Security system
Liquifaction analysis
Annual utility cost analysis
Revised site plan (flood protection)
CHP Changes
NPDES Requirements
Furniture selection
Note:
Total
* CHP has agreed to pay up to
Estimated Cost ($)
19,265.00
21,857.00
2,750.00
5,500.00
15,350.00
8,000.00
9,250.00
28,300.00
110,272.00
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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 i - n add ition to the $2,500 amount -
for printing of plans which was included
in the base fee.
E. Fiscal Impact
1. Construction: Based on the bid submitted by Viola, Inc.,
the current estimated construction cost is as follows:
----------------- - - - - -- -- ---- ._.. - - - -- - - -- -- - - ------ ..- - - - - --
Description Amount ($)
Bid Amount 7,248,000.00
Contingency (10 %) 724,800.00
. - - - - -- - - - - - -- ------- - - - - -- .Total
----- - - -- 7,972,800.00 --- ---
2. Furniture: A report on office furnishings will come to the
City Council on a future date. An estimated amount of
$300,000 for this purpose has been identified in the cost
figures noted below.
3. Other Costs: It is anticipated that certain other costs
related to telephone systems and computer systems will be
incurred just prior to the completion of the project. The
exact cost of those items is not known at this time and,
therefore, has not been included in the cost summaries and
budget figures noted below.
4. Land Cost: The Moorpark Redevelopment Agency [MRA]
acquired the entire parcel at the northeast corner of
Flinn Avenue and Spring Road. Only a portion of that
property is to become the site for the Police Services
Center. A breakdown of those land costs is as follows:
- - - -- -- - -- - - -_.. - - -- ---- - - - -._ ... ---- - - - - -. ------------- - - - - -- - .. - - -- - - -- -
Description Percent Amount ($)
Police Facility 73% 1,358,530.00
Northerly Parcels 27% 502.470.00
-------- -- Total _..__......___ 1,861 ----- 0
-
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5. Total Project Cost Estimate: The total project costs are
now estimated to be as follows:
Description
Amount ($)
Design
Architect
758,137.00
Credit from CHIP
(8,000.00)
Other Costs [a]
1,000.00
Total Design
751,137.00
Construction
i
Contract 7,972,800.00
[b]
Other Costs
50,000.00 [c]
Total Construction
8,022,800.00
Land Acquisition
i
[d]
1,358,530.00
Furnishings
300,000.00
Inspection
Constr. Mgmnt. [RCI]
430,000.00
Construction Engineering
145,076.00
575,076.00
Total
11,007,543.00
_.._. - o__ f -- -- --- -- - -- B- - 1-s---- -- .__--- -- ----- - - -- -6
Notes: a) publish notice, etc.
------------------...--------------
b) includes contingency
c) permits, connection
fees, etc.
d) This amount is for
only that portion of the land
acquisition costs
attributable
to the Police
Services Center.
6. Prior Years' Costs: Costs for
the current
fiscal year,
excluding prior years costs, are summarized as follows:
Total Est.
* Less Prior
Remaining':
Description Project ($)
Years' Actual ($)
Proj. Reg. ($)'
;Design 751,137
472,225
278,912
Constrction 8,022,800
0
8,022,800
Land 1,358,530
1,358,530
0
Furnishings 300,000
0
300,000
Constr. Mngmnt / Eng. 575,076
0
575,076
Total 11,007,543
---
1,830,755
9,176,788
__....- - - - - -- - --------------- - - - - -- .. ---------
Note: ** Prior to July 2003
--- - - - - -- ------- -
- - - -- .. - - - -- ---- - - - - --
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7. FY03 104 Budget Re -Cap: The current FY 03/04 Budget for
the subject project is summarized as follows:
Projectedl.
i FY 03/04 Project Surplus
Description Budget ($) Requirements ($) (Deficit) ($)'
Design 112,775 278,912 (166,137)
Construction 8,000,000 8,022,800 (22,800)'
Land 0 0 of
Furnishings 0 300,000 (300,000)
Constr. Mngmnt 400,000 575,076 (175,076)'
Total 8,512,775 9,176,788 (664,013)
Plus Prior Year Costs 2,333,225
Total Project 10,846,000 —
8. Funding Sources: The prior year land costs were funded by
the Moorpark Redevelopment Agency. All other costs are
appropriated from the Police Facilities Fund [Fund 4002].
9. Police Facilities Fund: Previously, the City Council /
Moorpark Redevelopment Agency approved the transfer of
$3,250,000 from the Endowment Fund and $4,750,000 from MRA
Tax Allocation Bonds to the Police Facilities Fund for
this project. The Endowment Funds monies will be repaid by
future developer fees paid to the Police Facilities Fund.
The current unappropriated fund balance for the Police
Facilities Fund is sufficient to fund the proposed
additional $710,025 appropriation noted below.
10. Budget Amendment: The attached Resolution amends the FY
03/04 Budget to fully fund the project. A summary of the
proposed budget adjustment is as follows:
Description Current Budget ($
Design 112,775
Construction 8,000,000
Furnishings
Inspection
Total FY 03/04
Plus Prior Year Costs
Total Police Facility
Other Land Costs
Total Project Budget
* * - - -- --------------- --
Note: Requested
include a
400,000
8,512,775
1,830,755
10,343,530
502,470
Change ($
187,225
22,800
300,000
710,025
710,025
10,846,000 710,025
amounts for design a
contingency for unforeseen
Revised
Budget ($)'
300,000
8,022,800
300,000
600,000
9,222,800
1,830,755
11,053,555
502,470
11,5.56,025
d inspection,
expenses.
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11. Future Facility Maintenance Costs: This new facility will
bring with it a number of new facility maintenance costs.
Anticipated additional future Operations and Maintenance
budget items are estimated as follows:
Cost Category Amount ($)
'Utilities (Police) 241,160
Utilities (CHP) 41,168
Janitory / Building Maintenance 48,000
Landscape Maintenance 41,410
,Less CHP Rental [Est.] *'
Total 371,738
* ** Not yet determined
F. Schedule
It is anticipated that construction should commence in
February 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 May 2005.
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
required construction engineering services for geotechnical
services, materials testing services and construction
surveying, as generally described in this report.
4. Approve the increase in the Architect fees and charges as
described in this report.
5. Adopt Resolution No. 2003- amending the Budget for the
project.
6. Find the bid submitted by Turner Construction to be non-
responsive.
7. Approve the award of a construction contract for the project
to Viola Constructors, Inc. in the amount of $7,248,000.
Attachments:
Exhibit 1: Budget Resolution
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Exhibit 1
RESOLUTION NO. 2003-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MOORPARK, CALIFORNIA, AMENDING THE FY
2003/04 BUDGET TO REVISE THE AMOUNTS OF THE
APPROPRIATIONS AND BUDGET FOR PROJECT 2005:
POLICE SERVICES CENTER [POLICE FACILITIES
FUND (FUND 4002)]
WHEREAS, on June 18, 2003, the City Council adopted the
Budget for Fiscal Year 2003/04; and
WHEREAS, a staff report has been presented to the City
Council requesting a budget increase in the aggregate amount of
$710,025); and
WHEREAS, Exhibit "A ", attached hereto and made a part hereof,
describes said budget amendment and its resultant impacts to the
budget line item(s) .
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. That a Budget amendment in the aggregate increase
of $710,025, as more particularly described in Exhibit "A ", is
hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of
this resolution and shall cause a certified resolution to be filed
in the book of original resolutions.
PASSED AND ADOPTED this 17th day of December, 2003.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment:
Exhibit 'A': Appropriation and Budget Detail
000177
Resolution No. 2003 -
Exhibit "A"
Revised Appropriations & Budget
For Project 2005: Police Services Center
A. Fund Allocation _
- -------------------------------..,....---------
Fund - - - - - -_ -- - - - - -- ----- - ----- - -^ Account Number Amount
Police Facilities Fund 4002.2100.2005.5500 $ 710,025''
---- - - - - -- -- - - - - -. _- - - - - -- - - - -- ----- - - - - -- _
-------- - - - -- -
i
---- L------------------- ---- -- ---- ---- ---- -- -- -- -------
B. FY 03/04 Budget Re -Cap
----- - - - - -- _. _.. - - - ---- - - - - --
Current, Subject;, Revised
FY 03/04 Appropriation; FY 03/04
;Account Number
- -- -- - - -- - _ _
et (Reduction)
_4 Budge
4002.2100.2005.xxxx 8512,775 $ 710,025 ?$ 9,222,8t 0
-----------------
C. Total Appropriations Re -Cap
Revised - --- - - - - --
FY 03/04; Prior Years Total
Account Number Budget! Expenditures' Approp.
_ __._
4002.2100.2005.xxxx 1 $ ^9,222,800 $ _ 472,225 $ 9, 695,0251
--- - - - - -- ----------------- - - - - -- - -------- - - - - -- - - -- - - -- - -
2902.2410.2005. P D $ 0 $ 1,358,530_;_$ 1,358,530:
- - - - -- --- - - - --- --- - - - - -- -
______ _ __ $_ 9,222,- 800 �_ -- $ l, 8 3.0_, 7 5 5 _$1__1_ , 0 5 3, 5 5 5-
2902.2410.2005. Other
I $ 502, 470 ; $ 502, 470
$2,333,225 $11,556,02-5
D. Distribution of
Appropriations to Expense
Accounts
- ----- - - - - -- ._._... ---------------- ...------------
- - ----------
-- - -... ------ ----
Current
-- --
---------- - - - - --
Subject;
..__.. -- --- -- ----- -- ..
Revised
FY 03/04
Appropriation!
FY 03/04
'Account Number
Budget`'/
(Reduction) f
Budget
4002.2100.2005.9601:
Design
$ 112,775 i
$
187,225
$ 300,000
4002 2100. 2005. 9620
- - - - -- ------ - - - - -- ._
Const -
$8 000.0.00
$
2 2, 8 0 0
$ 8, 0 2 2, 8-60* 0 0
t 4002.2100.2005.9502: Fur~iiture
'
$ 0
$
300, 000 �
$ - 300, 000
_ _
4002 2100 2005.9650
- -- - - --
Insp
_
$ 400,000;.
_ __
$
200,000;$
600,000
Total
Project
$8,512,775
$
710,025
$ 9,222,800
Approved as to form:
0001178