For City Council Meeting September 10, 2024
TO: Honorable Mayor and City Council
FROM: G. Michael Milhiser, Interim City Manager
AUTHOR: Tim Sullivan, Director of Public Works
Title
Request City Council to 1) Adopt Resolution No. 8291 Authorizing the Appropriation of $472,138 in Fire Development Impact Fund 2217; 2) Award a Construction Contract to MC Electric in the Amount of $397,200 for the Fire Station 204 Generator Installation, City Project No. 240202; and 3) Authorize the City Manager or their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION:
Staff recommends that the City Council:
1) Adopt a Resolution No. 8291 Authorizing the Appropriation of $472,138 in Fire Development Impact Fund 2217.
2) Award a Construction Contract to MC Electric in the amount of $397,200 for the Construction of the Fire Station 204 Generator Installation, City Project No. 240202.
3) Authorize the Interim City Manager or their Designee to Execute all Related Documents.
BACKGROUND
Fire Station 204 plays a pivotal role in the safety and well-being of the Rialto community. It is the frontline for responding to fires, medical emergencies, natural disasters, and other critical incidents. Fire Station 204 is an essential facility that remains in need of a backup generator.
An electric generator is essential for the timely dispatch of firefighting units, paramedics, and other emergency responders during a power outage; Fire Station 204 is currently without a backup generator. With the installation of a backup generator, the entire fire station could remain in operation in the event of a power failure. This would ensure that the fire department delivers an uninterrupted level of service in the event of an emergency.
On May 16, 2023, a purchase order for $89,907 was issued to Harris and Associates under the City Manager’s signature authority for the design of a backup generator at Fire Station 204.
On May 14, 2024, the City Council authorized the release of Request for Bids, RFB No. 24-033, for the construction of the Fire Station 204 Generator Installation, City Project No. 240202.
ANALYSIS/DISCUSSION:
On June 11, 2024, the City released RFB No. 24-033 for the construction of the Fire Station 204 Generator Installation, City Project No. 240202, and published the Notice Inviting Bids in the San Bernardino County Sun Newspaper and on the PlanetBids.com website.
On July 23rd, 2024, the City received eight (8) bids, tabulated in Table 1 below:
A full bid summary is included as Attachment 1. The engineer’s estimate was $400,000. The lowest responsible and responsive bid was $397,200, submitted by MC Electric of Chino, CA. Staff reviewed the bid and found MC Electric to be properly licensed and qualified. MC Electric’s Disclosure Statement, Contractor’s License, and DIR Verification documents are included as Attachment 2. Staff recommends that the City Council accept the bid received from MC Electric as the lowest responsible and responsive bid. A construction contract with MC Electric for the project is included as Attachment 3.
Construction Management, Inspection, Materials Testing Services, and Permitting Coordination
Should the City Council award the Construction Contract, staff will work with the City Manager to approve two additional Contract Change Orders, as these contracts fall within the City Manager’s signature authority. The contracts include a proposal provided by Harris and Associates, Inc. in the amount of $37,165 for construction phase services, including coordination with SCAQMD pursuant to the City’s “On-Call” contract for Professional Services. A copy of Harris and Associates' proposal is included as Attachment 4. A copy of Harris and Associates, Inc.’s Disclosure Statement is included as Attachment 5.
Fountainhead has provided a fee proposal of $74,938 to provide the required construction phase services through the duration of the project. A copy of Fountainhead’s proposal is included as Attachment 6. A copy of Fountainhead’s Disclosure Statement is included in Attachment 7. This contract change order will be processed within the City Manager’s authority.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires that the guidelines for implementation of the California Environmental Quality Act (CEQA) include a list of classes of projects that have been determined not to have a significant effect on the environment and which shall, therefore, be exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment and are declared categorically exempt from the requirement for the preparation of environmental documents. In accordance with 14 CCR Section 15301 “Existing Facilities,” Class 1 projects consist of the repair, maintenance, or minor alteration of existing structures and facilities; therefore, the construction the Fire Station 204 Generator, City Project No. 240202 is considered categorically exempt from CEQA. Staff will prepare and file a Notice of Exemption for the project.
GENERAL PLAN CONSISTENCY:
The City of Rialto General Plan establishes various guiding principles, goals and objectives through which the City looks to improve the community and protect the quality of life for our residents. This action is consistent with Guiding Principle 3A in the General Plan:
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.
Approval of this action also complies with the following City of Rialto General Plan Goals and Policies:
Goal 5-8: Provide effective and comprehensive fire, EMS, and Disaster Preparedness services that meet the safety needs of Rialto.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the Resolution and agreement and approved them as to form.
FINANCIAL IMPACT:
Operating Budget:
The proposed action will not affect the Operating Budget.
Capital Improvement Budget Impact:
The currently adopted project budget for the Fire Station 204 Generator Installation, City Project No. 240202 is $175,000, and an available budget of $95,000 Account No. 33007302-53001. The adopted budget for the Fire Station 204 Generator project initially only covered the design services. However, staff have worked with the Fire Department to determine the funding required for installation costs. To fund the construction of the project, the Fire Development Impact Fund (DIF) Fund 2217 has been proposed. The fund currently has an estimated fund balance of $757,296. These funds were budgeted to be utilized for a portion of a proposed training tower project; however, it has been determined that the generator is a critical infrastructure that cannot be further delayed.
Staff recommends that the City Council adopt the proposed resolution to appropriate $472,138 from the Fire Development Impact Fund for the project. With the adoption of the Resolution, sufficient funding will be available in Account No. 22175176-53001-240202-22 in the amount of $397,200 for the award of a construction contract to MC Electric.
The Contract Change Order in the amount of $37,165 with Harris and Associates, Inc. will be funded from Account No. 22175176-53001-240202-16.
The Contract Change Order in the amount of $74,938 with Fountainhead will be funded from Account Nos. 22175176-53001-240202-16 and 33007302-53001-240202-15
Licensing:
A Business License tax was assessed at the Professional Service rate in the amount of $454 based on the construction amount of $397,200, and $104 based on the contract change order will be paid.