For City Council Meeting [September 24, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council to 1) Award a Construction Contract in the amount of $3,147,000 to Robert Clapper Construction Services, Inc, for the Construction of Fire Station 205 - Phase 2, City Project No. 190211; 2) Approve the third Amendment to the Professional Services Agreement with STK Architects in the Amount of $12,000 for Construction Support Services; 3) Increase Purchase Order with Wallace & Associates in the Amount of $268,684, 4) Delegate authority to the City Administrator in the Not to Exceed amount of $160,000 for contingency on the project.
(ACTION)
Body
BACKGROUND:
On September 27, 2016, Council awarded a Professional Services Agreement to STK Architecture Inc., for Site Design and Planning Services related to the proposed Fire Station 205 in the amount of $49,990. On March 28, 2017, Council awarded a First Amendment to the Professional Services Agreement with STK Architecture Inc., in the amount of $36,520. On January 23, 2018, Council awarded a Second Amendment to the Professional Services Agreement with STK Architecture Inc., in the amount of $12,900 for the Design of Temporary Living Quarters at Fire Station 205. On August 14, 2018 the City Council awarded a construction contract to Pacific Hydrotech Corporation for the construction of Fire Station 205 Phase 1 improvements in the amount of $3,646,800.
ANALYSIS/DISCUSSION:
Construction Award:
On June 18, 2019 the city released RFB 19-141 for the Construction of Fire Station 205 Phase 2 City Project No. 190211 improvements project, and published the Notice Inviting Bids in the San Bernardino County Sun, The City of Rialto website and PlanetBids. On July 25, 2019, the City received nine (9) bids as shown in Table 1 below.
Table 1
|
COMPANY |
LOCATION |
BID AMOUNT |
|
Robert Clapper Construction Services inc. DBA R.C. Construction |
Rialto, CA |
$ 3,147,000 |
|
PCN3, Inc. |
Los Alamitos, CA |
$ 3,269,000 |
|
Monet Construction Inc. |
Tujunga, CA |
$ 3,450,000 |
|
Optima RPM Inc. |
Irvine, CA |
$ 3,620,000 |
|
Horizons Construction Co. Int'l, Inc |
Orange, CA |
$ 4,127,700 |
|
Morillo Construction, Inc. |
Pasadena, CA |
$ 4,139,000 |
|
General Consolidated Constructors, Inc. |
Perris, CA |
$ 4,249,000 |
|
KEMCORP |
Ontario, CA |
$ 4,355,000 |
|
R.I.C. Construction Co., Inc. |
Hesperia, CA |
$ 5,199,506 |
The City of Rialto received the lowest responsive bid from Robert Clapper Construction, Inc. of Rialto, CA. Staff reviewed the bid, references, and contractor’s licenses, and found Robert Clapper Construction Inc., as the lowest responsive bid. Contractor’s licenses and reference checks are included as Attachment 1. The construction Contract for Robert Clapper Construction Inc. is included as Attachment 2.
Chapter 2.47 of the Rialto Municipal Code includes provisions for local preference to firms located in Rialto for non-construction contracts; however, as a general law city, Rialto must award construction contracts to the lowest responsible bidder, thus the provisions of Chapter 2.47 do not apply to this project. The Architect’s estimate for the project was $3,750,000 and the lowest responsive bid was $3,147,000. The Contractor submitted the ‘Disclosure required by Persons or Entities Contracting with the City of Rialto’ form with the Bid, the form is included as Attachment 7. The contractor has 250 working days to complete the project. Based on notice of award the end of September 2019, the Notice of Completion is October 2020.
Construction Management:
Wallace & Associates consulting, Inc. provided the Construction Management and Inspection Services for Phase 1 of Fire Station 205. Wallace & Associates consulting, Inc. has site experience, and history with the project. Wallace & Associates is the most qualified firm to provide the requested services. Subsequently, staff requested and received proposal for construction management, inspection and material testing for the project from Wallace & Associates consulting, Inc. The City negotiated the scope and fee with Wallace & Associates consulting Inc., for construction management and inspection and testing services for the proposed project. Proposal and Fees are included as Attachment 3. The hours allocated for the field inspector is based upon an eight (8) hour working day schedule to accomplish the typical daily tasks:
• Daily construction inspection.
• Conduct weekly construction meetings.
• Traffic Control reviews.
• Project Progress reporting.
• Utility Coordination
• Environmental Monitoring.
• Material Testing coordination.
• Labor Compliance.
• Daily Construction reports.
Based on the 250 working days to construct the project, the Construction Manager and the Deputy Construction manager will each provide support to accomplish the typical daily tasks:
• Reviewing baseline schedule.
• Provide support to the field inspector in verifying quantities and process progress payments.
• Quality assurance.
• Issue non-compliance documents for correction of deficiencies.
• Plan ahead to prevent problems and resolve issues to keep the project on schedule.
• Project Management
As noted, based on staff review, Wallace & Associates, consulting Inc., is the most qualified to provide construction management, inspection and material testing services for the project based on best value considering cost, schedule, quality and scope of work.
Staff negotiated the scope and fee with STK Architects, Inc. (STK) for post-design, construction phase architectural support services for the project. STK provided the architectural design services for the project. STK is most qualified to provide the services included in Attachment 4 as they are the architect of record for the project.
STK’s experience with contingency for similar facilities in southern California is as follows:
• Local counties and cities typically authorize 10% contingency.
• STK’s track record during the construction phase is 3% to 6%.
Based on the above information the request is for 5% contingency, of the bid amount, for this project.
ENVIRONMENTAL IMPACT:
The City prepared an Initial Study and Mitigated Negative Declaration (IS/MND) for the Fire Station 205 project. The City circulated the Initial Study for public review and comment for a 20-day period, and the City received one comment letter. The Development Review Committee reviewed the Fire Station 205 project and approved a Mitigated Negative Declaration on December 6, 2017. On December 11, 2017, the City filed a Notice of Determination (NOD) with the County Clerk. Copies of the IS/MND and NOD are included as Attachments 5 & 6.
GENERAL PLAN CONSISTENCY:
Approval of this action complies with the following City of Rialto Guiding Principle:
Our City government will lead by example, and will operate in an open, transparent and responsive manner that meets the needs of the citizens and is a good place to do business.
Goal 3-6: Require that all developed areas within Rialto are adequately served with essential public services and infrastructure.
Policy 3-6.1: Coordinate all development proposals with other affected public entities to ensure the provision of adequate public facilities and infrastructure services.
Policy 3-6.3: Require an increasing level of public safety infrastructure and service capability ties to population increase and increasing service demand.
Goal 5-3: Increase the City’s fire protection capabilities, and implement fire prevention regulations and standards that minimize potential fire hazards and fire losses.
Policy 5-3.1: Provide for fire personnel, equipment, and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
Policy 5-3.6: Establish a fire station south of I-10, and improve fire coverage capabilities of this area.
LEGAL REVIEW:
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT:
Operating Budget Impact
An engine and ambulance will be relocated from Fire Station 201 to temporary Fire Station 205 Phase 1. The engine and ambulance are currently staffed and budgeted. Based on the annual maintenance costs for fire station 201 through 204 the average cost is $1.22 million per year. The annual maintenance costs will not begin until next fiscal year.
Capital Improvement Budget Impact
The appropriated budget for the Fire Station 205 Project No. 190211 is $4,887,000. Expended and Encumbered to date is $7,670.62, leaving remaining project budget balance of $4,879,329.38 in the Fire Development Impact Fund 217-500-5176-3001-190211 and Facilities Development Impact Fund 270-500-2147-3001-190211.
Sufficient funding is available to Award a Construction Contract from Fire Development Impact Fund 217-500-5176-3001-190211-05 in the amount of $3,147,000 to Robert Clapper Construction Services, Inc, for construction.
Approve the third Amendment to the PSA with STK Architects from Fire Development Impact Fund 217-500-5176-3001-190211-15 in the Amount of $12,000 for Construction Support Services.
Increase Purchase Order with Wallace & Associates for Construction Management and Inspection from Facilities Development Impact Fund 270-500-2147-3001-190211-16 in the Amount of $268,684.
Business Licensing:
Prior to execution of the construction contract, the vendor shall submit a business license application and pay a Business License tax at the rate of $100.00, as well as Administration and State fees.
RECOMMENDATION:
Staff recommends that the City Council:
• Award a Construction Contract in the amount of $3,147,000 to Robert Clapper Construction Services, Inc, for the Construction of Fire Station 205 - Phase 2, City Project No. 190211;
• Approve the third Amendment to the Professional Services Agreement with STK Architects in the Amount of $12,000 for Construction Support Services;
• Increase Purchase Order with Wallace & Associates in the Amount of $268,684,
• Delegate authority to the City Administrator in the Not to Exceed amount of $160,000 for contingency on the project.