For City Council Meeting [July 9, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council to Authorize Issuance of a Purchase Order to Public Restroom Company, Inc. in the Amount of $1,104,945, to Purchase and Install Two (2) Prefabricated Buildings for the Expansion of Frisbie Park, City Project No. 150304.
(ACTION)
.Body
BACKGROUND:
Frisbie Park, located at 598 E. Easton Street, one of the largest and oldest City parks, is partially developed with a total area of approximately 27.4 acres, consisting of 16.7 acres of developed parkland, 7.5 acres of undeveloped area, and 2.2 acres of underutilized park property. Existing park improvements include three (3) baseball diamonds, three (3) softball diamonds, two (2) basketball courts, a playground area, a pavilion, two (2) concessions facilities, and restroom facilities. Please see Attachment 1 for a layout of the overall park.
On July 12, 2016, the City Council awarded a Professional Services Agreement (PSA) to Community Works Design Group, Inc. (CWDG) of Riverside, California in the amount of $227,880 for preparation of Master Plans for the expansion of Frisbie Park, and development of Joe Sampson Park.
On May 9, 2017, the City Council made several decisions governing the Frisbie Park Expansion project. First, Council approved the Master Plan for Frisbie Park, which identified, in concept, the amenities that the park is to provide to the Rialto community. Second, Council approved the Second Amendment to the Professional Services Agreement with CWDG for Phase II Final Engineering, Landscape Design, and Project Management Services for the Frisbie Park Expansion project. That action authorized CWDG to initiate final design and engineering activities leading to completion of construction documents for the project, and also included appropriation of an additional $789,322, to accommodate the Phase II design and engineering work by CWDG. Following approval, CWDG initiated final design of the plans and specifications for the project.
On November 27, 2018, the City Council authorized release of Request for Bids (RFB) No. 19-056, for the Frisbie Park Expansion Project. On December 19, 2018, the City received eight (8) bids for the project, with RC Graves Construction, Rialto, California, initially determined as the apparent low bidder.
On February 12, 2019, the City awarded the construction contract for site improvements at the park to RC Graves Construction, in the amount of $15,081,000.
This staff report addresses the procurement of two prefabricated buildings (prefabricated restroom and concession buildings) by the City, to be installed after RC Graves constructs the building pads.
ANALYSIS/DISCUSSION:
Concurrent with construction of the proposed park improvements, staff requests approval to procure two (2) prefabricated masonry buildings to support the Frisbie Park Expansion project. These two (2) buildings consist of 1) a new restroom/storage building and 2) a new concessions/office/storage/meeting facilities building, and will replace one outdated, under-sized and non-ADA compliant combined facilities building, which currently serves the Rialto Softball League.
On May 1, 2019, the City released RFP No. 19-128, for Design/Build of Prefab Concession and Restroom Buildings at Frisbie Park, published the Notice Inviting Proposals in the San Bernardino County Sun; the City of Rialto website, and provided the construction documents to various plan rooms and posted the project on PlanetBids. Please see Attachment 2 for a copy of the RFP and its single Addendum.
On May 29, 2019, the City received two (2) proposals, summarized in Table 1 below, for each proposer:
|
Company |
Location |
Total Turnkey Proposed Amount |
|
Public Restroom Company |
Minden, Nevada |
$1,104,945.00 |
|
Restroom Facilities Limited (RFL), a Corworth Company |
Marble Falls, Texas |
$1,118,400.00 |
To ensure that the prefabricated building community was aware of the project, City staff contacted three of the more well-known firms, ensuring that they were aware of the project before releasing the RFP. Further, staff checked the PlanetBids website immediately prior to receipt of proposals, and determined that four hundred and seventy one (471) vendors had been notified of the project through PlanetBids, and thirteen (13) firms had accessed and registered with PlanetBids as potential Proposers for the project. Please see Attachment 3 for a list of Proposers that registered for the project.
It is not unusual to receive a limited number of proposals for this type of work, and this outcome mirrors the results of previous RFP’s for similar prefabricated buildings for other City of Rialto park projects.
This procurement includes all labor, tools, materials, equipment, incidentals, and costs associated with the design, plan check, fabrication, delivery, placement, installation, and hook up of all utilities, for two (2) turn-key prefabricated buildings.
In order to more efficiently secure bids, expedite the overall project, and cost effectively conduct the work, on February 12, 2019, the City Council approved the site improvement work prior to, and separate from, the building procurement.
Staff formulated the construction and procurement documents to release separate bids for the following:
1) Construction of the overall park development and site work to accept installation of the new buildings upon their delivery (awarded to RC Graves Construction on February 12, 2019); and
2) Subsequent fabrication and delivery of two prefabricated buildings to Frisbie Park.
Please see Attachments 4 and 5 for layout plans of the proposed new Frisbie Park prefabricated buildings.
Prefabricated buildings have a long lead-time, and take a minimum of 90 to 120 days to fabricate off-site, before delivery and installation. These buildings are constructed under controlled environmental conditions to exacting standards, and have historically been shown to be of superior construction, less costly, and with more timely delivery than similar buildings constructed on site. Prefabricated buildings are also independently inspected and certified by the State of California, and thus local agency review and oversight of the building’s design and construction is streamlined, and only needs to ensure that local agency standards are met (e.g., Rialto has a 130-mile per hour wind speed design requirement). No other structural or ADA review is required. Methodologies for design and installation of prefabricated buildings are also well understood and complementary to the work underway at Frisbie Park to accommodate the new buildings upon delivery.
The City successfully used this identical approach for the fabrication and delivery of prefabricated buildings at Joe Sampson Park, at Frisbie Park northerly of Easton Street, at Bud Bender Park, and at Andreson Park. This recurring decision was based upon similarities in the operation and maintenance of the buildings, quality of product, consistency in building product within the City, and competitiveness of previously submitted bids.
Since the City will purchase the two (2) buildings independent of the construction contract, the building fabricator will in essence deliver the buildings to the site upon their completion. To ensure a seamless installation process, the site construction documents include requirements that the site construction contractor coordinate and cooperate with the building supplier, so that building pads are ready to accept installation of the prefabricated buildings at the time the buildings are delivered to the construction site.
The City has a high degree of confidence on the quality, cost, universality and ease of maintenance, and the City will benefit by standardizing the replacement of park buildings within Rialto.
This solicitation was issued based upon a “qualifications-based” selection, taking into consideration multiple factors as identified within the RFP, to allow the City to select the proposal that “best fits” the City’s needs. From RFP 19-128, those factors identify that final contract award will be made by the City:
“…to the highest ranked competitively priced and qualified proposal. Although price is of prime consideration, it is not the sole determining factor. The City reserves the right to select the appropriate firm based on the most qualified proposal. The determination of the most qualified and most competitively priced proposal may involve all or some of the following factors: price, thoroughness of the proposal package, previous experience and performance; conformity to specifications; financial ability to fulfill the contract; ability to meet Specifications/ Scope of Work; terms of payment; compatibility, as required; number of sub-proposers the main Proposer may need to employ for outsourced work; other costs; and other objective and accountable factors which the City deems reasonable. The City reserves the right to select a Proposer to perform all of the work identified in the RFP, or only selected portions based on price and/ or other factors.”
Based upon the City’s verification of the particulars for both proposals, including adherence to the RFP, PlanetBids registration, current DIR registration, contractor licenses, disclosure statement, financial numbers, references, etc., Public Restroom Company (PRC) has demonstrated their overall competence and quality of their product, their price competitiveness (PRC quoted the lowest total price for turnkey building delivery), and prior history of success with the City.
Regarding cost quotes from the Proposers, this includes the cost to fabricate, deliver, install, and hook up utility connections to the two buildings. The building fabrication costs by Public Restroom Company are higher than Restroom Facilities Limited; however, when the delivery and installation costs for each company are included, PRC’s total turnkey cost to complete the building installs is lower than RFL’s. The RFP stipulated that the City was procuring a turnkey building installation, and thus PRC’s total turnkey cost is less than RFL’s.
Therefore, staff recommend award of the procurement for two prefabricated buildings at Frisbie Park, to Public Restroom Company.
Please see Attachment 6 for the proposal from Public Restroom Company, Attachment 7, for the disclosure statement, and Attachment 8 for a summary of the recommended proposal. For full disclosure purposes, see Attachment 9 for Restroom Facilities Limited’s proposal.
City and CWDG staff coordinated with Rialto Softball League representatives on the planned placement location and amenities of the replaced building facilities. The new buildings will be similar in form and function to the new Rialto Baseball League concessions and restroom buildings, recently placed on the north side of Easton Street. The new restroom/storage building will serve a larger area and a more diverse group of users, and it will also replace and include space for meetings, storage and concession uses in one building, consistent with the current uses of the building being replaced.
Pending approval of the procurement of the two buildings by the City, PRC would then fabricate and deliver the buildings within approximately 4 months, direct to the Frisbie Park site. The timing for delivery and installment will also be predicated upon when the building pads are prepared by the site improvements contractor, RC Graves, to receive the buildings. PRC will work with and coordinate installation timing with R C Graves.
ENVIRONMENTAL IMPACT:
Construction of the Project is subject to state environmental review pursuant to the California Environmental Quality Act (CEQA). The City, acting as the lead agency pursuant to CEQA, prepared an Initial Study and a Mitigated Negative Declaration (MND) for the Project. The MND was approved by the City on March 20, 2019 and on March 21, 2019, a Notice of Determination was recorded with the County Clerk.
GENERAL PLAN CONSISTENCY:
Approval of this action complies with the following City of Rialto Guiding Principles, General Plan Goals and Policies:
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 2-24: Take advantage of opportunities to increase and enhance open spaces throughout Rialto.
Goal 2-27: Provide a variety of park facilities that meet the diverse needs and interest of the community.
Policy 2-27.1: Establish a Master Plan for Parks and Recreation that achieves a park ratio of 3.0 acres per 1,000 residents, evenly distributes park facilities throughout the community, and contains strategies for funding facilities and maintenance.
Policy 2-27.2: Plan for and designate adequate funding to maintain new and existing parks and facilities.
LEGAL REVIEW:
The City Attorney has reviewed and approved the staff report.
FINANCIAL IMPACT:
Operating Budget Impact:
The two new buildings will be included within the annual park maintenance budget. The proposed action will affect the Operating Budget once the park renovation and expansion work is completed.
Capital Budget Impact:
A Purchase Order with Public Restroom Company, Inc. for $1,104,945, will be charged to capital projects fund account No. 210-500-4760-3001-150304-05.
Licensing
A City Business license fee (Contractor’s fees [Flat Rate]) of $100.00 will be paid by Public Restroom Company, Inc. prior to issuance of the Notice to Proceed.
A City Business License fee in the amount of $1,105 will be paid by the City as part of an interoffice transfer, prior to issuance of the Notice to Proceed.
RECOMMENDATIONS:
Staff recommends that the City Council Authorize Issuance of a Purchase Order to Public Restroom Company, Inc. in the Amount of $1,104,945, for the Purchase of Two (2) Prefabricated Buildings.