HomeMy WebLinkAbout11/1/2017 - STAFF REPORTS - 5.C. o�VALMSA*
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cq4IFO1-114 City Council Staff Report
DATE: November 1, 2017 NEW BUSINESS
SUBJECT: APPROVE CONTRACT CHANGE ORDER NO. 1 TO HAL HAYS
CONSTRUCTION INC., A CALIFORNIA CORPORATION, IN THE
AMOUNT OF $837,090 FOR THE POLICE DEPARTMENT REMODEL,
CITY PROJECT NO. 15-05
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
In accordance with City Council direction to add the locker room renovations as part of
the Police Department Remodel Project, City Project No. 15-05, this action will approve
Contract Change Order No. 1 in the amount of $837,090 to the construction contract
with Hal Hays Construction, Inc., to add Bid Schedule Project 400, Men's and Women's
Locker Rooms.
RECOMMENDATION:
1. Approve Contract Change Order No. 1 in the amount of $837,090 to the construction
contract (Agreement No. A7038) with Hal Hays Construction, Inc., to add Bid
Schedule 400, Men's and Women's Locker Rooms scope of work as part of the
Police Department Remodel Project, City Project No. 15-05;
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On December 7, 2016, the City Council reviewed and approved the construction
documents, and authorized staff to solicit bids. The Procurement and Contracting
Division received two construction bids from the following contractors:
Company Location Bid Amount
Future DB International Inc. Irvine, CA $41192,400
Doug Wall Construction Bermuda Dunes, CA $5,004,650
rrEM NO. 5• C.
City Council Staff Report
November 1, 2017-- Page 2
Approve Contract Change Order No. 1 to Agreement No. 7038, City Project No. 15-05
Police Department Remodel
However, both of these bids were found to be non-responsive to the bid requirements,
and on May 3, 2017, the City Council rejected these two bids and authorized staff to re-
advertise the project for new bids.
On June 29, 2017, the Notice of Inviting Bids was released to the general contracting
community and was published in the Desert Sun on July 1 St and 8th in accordance with
the City's bidding procedures. Subsequently, on August 22, 2017, the Procurement and
Contracting Division received three construction bids from the following contractors:
Company Location Bid Amount
Hal Hays Construction Inc. Riverside, CA $4,218,920
Future DB International Inc. Irvine, CA $4,500,000
Doug Wall Construction Bermuda Dunes, CA $4,843,724
The basis of award was Bid Schedules Projects 100 through 400. On that basis, Hal
Hays Construction Inc., a California corporation, submitted the lowest bid in the amount
of$4,218,920. A full bid summary is included as Attachment 1.
The lowest bid submitted from Hal Hays Construction Inc., includes the following costs
for each separate scope of work:
Bid Schedule (Project 100 — Training Center) $1,462,460
Bid Schedule (Project 200 — Lobby and Records): $1,412,750
Bid Schedule (Project 300 — Detective Bureau): $506,620
Bid Schedule (Project 400 — Men's and Women's Locker Room): $837,090
Basis of Award: $4,218,920
Since the Project involves four individual areas of improvement, staff separated the
work into four separate lump sum Bid Schedules; the scope of each Bid Schedule is
provided here:
Bid Schedule (Project 100 — Training Center):
The scope of work shall include, but not limited to, demolition, mold remediation,
furniture disposition (deduct or credit), fire line, sprinkler and alarm system, domestic
water line, miscellaneous concrete work, carpet, floor and wall tile, doors, window
coverings, drywall and framing, plumbing fixtures and counter tops, cabinets, lighting
fixtures, tempered glass, paint, signage, audio/video equipment, and all appurtenant
work.
Bid Schedule (Project 200 — Lobby and Records):
The scope of work shall include, but not limited to, demolition, temporary waiting room,
furniture and equipment relocation, furniture disposition (deduct or credit), structural
foundation, modify fire sprinkler and fire alarm system to include new fire alarm control
02
City Council Staff Report
November 1, 2017-- Page 3
Approve Contract Change Order No. 1 to Agreement No. 7038, City Project No. 15-05
Police Department Remodel
panel and new devices that connect to the existing fire alarm system, miscellaneous
concrete work, carpet, floor and wall tile, doors and windows, drywall and framing,
plumbing fixtures and counter tops, cabinets, lighting fixtures, tempered glass, paint,
signage, and all appurtenant work.
Bid Schedule (Project 300 — Detective Bureau):
The scope of work shall include, but not limited to, demolition, furniture and equipment
relocation, furniture disposition (deduct or credit), modify fire sprinkler and fire alarm
system to include new fire alarm control panel and new devices that connect to the
existing fire alarm system, carpet, doors, window coverings, drywall and framing,
cabinets, ceiling retrofit, lighting fixtures, paint, signage, and all appurtenant work.
Bid Schedule (Project 400 — Men's and Women's Locker Room):
The scope of work shall include, but not limited to, demolition, temporary
restroom/shower trailers, modify fire sprinkler and fire alarm system to include new fire
alarm control panel and new devices that connect to the existing fire alarm system,
carpet, floor and wall tile, doors, drywall and framing, plumbing fixtures and counter
tops, cabinets, lighting fixtures, paint, signage, and all appurtenant work.
On October 4, 2017, Council approved Agreement No. 7038 with Hal Hays
Construction, Inc., in the amount of $3,381,830 for the Police Department Remodel
Project, City Project No. 15-05. Although the basis of award was Bid Schedules Projects
100 through 400 for a total construction contract of $4,218,920, due to limited budget at
the time, staff recommended the City Council limit the award to include only Bid
Schedules for Projects 100 through 300 (excluding Project 400 — Men's & Women's
Locker Rooms) for a reduced construction contract of$3,381,830.
During the October 4, 2017, meeting, Council directed staff to review using unexpended
"carry over" capital funds from Fiscal Year 2016/2017 to fund Bid Schedule 400, Men's
and Women's Locker Rooms and return to Council with a Contract Change Order. This
Contract Change Order is included as Attachment No. 2.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are
required to include a list of classes of projects which have been determined not to have a
significant effect on the environment and which are 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 to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
consist of interior or exterior alterations involving such things as interior partitions,
plumbing, and electrical conveyances; therefore, the Police Department Remodel, City
Project. No. 15-05, is considered categorically exempt from CEQA, and a Notice of
03
City Council Staff Report
November 1, 2017--Page 4
Approve Contract Change Order No. 1 to Agreement No. 7038, City Project No. 15-05
Police Department Remodel
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
In the 2017/2018 Measure J Fiscal Year budget, the City Council appropriated the
remaining budget of $1,250,000 to fulfil the anticipated construction cost for the Project.
On May 17, 2017, the City Council approved an additional appropriation of $500,000 to
the Project as part of the 2017/2018 Measure J Fiscal Year budget attributed by a
recommendation from the Measure J Commission to add additional funding for an
active capital project in need of future funds. A total of $3,450,000 was previously
appropriated and budgeted through the Measure J Capital Project Fund.
As a part of its action on October 4, 2017, the City Council authorized the use of
unexpended "carry over' capital funds from the Measure J contingency fund for
additional budget for the Project, including costs for new furniture. This action
recommends utilizing additional "carry over' capital funds from Fiscal Year 2016/2017 to
add Bid Schedule 400, Men's and Women's Locker Rooms, for a total construction cost
not to exceed the original bid amount of $4,218,920.
SUBMITTED:
Ali
Thomas Gar ia, P.E. /Ta4rcu�sl4Fullbr. , P.E., P.L.S.
City Engineer Assistant City Manager
David H. Ready, Esq., .D.
City Manager
Attachments:
1. Bid Summary
2. Contract Change Order No. 1
04
ATTACHMENT 1
05
POLICE DEPARTMENT REMODEL REBID,CITY PROJECT NO.15-05
BID SUMMARY Bid Opening:August 22,2017
BID SCHEDULE
PROJECT 100-TRAINING CENTER QUANT. UNIT HAL HAYS FUTURE DB DOUG WALL
DESCRIPTION CONSTRUCTION INC. INTERNATIONAL INC. CONSTRUCTION INC.
The scope of work of this Lump Sum Bid Schedule comprises a complete remodel of
the existing Palm Springs Police Department Training Center(including Library).The
scope of work shall include,but not limited to,demolition,mold remediation,furniture
disposition(deduct or credit),fire line,sprinkler and alarm system,domestic water line,
miscellaneous concrete work, carpet, floor and wall tile, doors, window coverings,
drywall and framing, plumbing fixtures and counter tops, cabinets, lighting fixtures,
tempered glass, paint,signage,audio/video equipment,and all appurtenant work as 1 LS $1,462,460.00 $1,500,000.00 $1,557,020.00
identified for the City of Palm Springs Police Department Remodel(Project 100—
Training Center),as identified on Drawing Sheets T1.1 thru T1.10,D2.1 thru D8.2,
A1.2 thru A9.2, M0.1 thru M3.1, P0.1 thru P3.0, E0.1 thru E3.1, and F2.1 as
illustrated in the Construction Plans, Project Specifications, Furniture
Disposition Inventory List provided in the Appendix, and all other applicable
General Notes,details,and associated information shown on the Drawings.
BID SCHEDULE
PROJECT 200-LOBBY AND RECORDS DEPARTMENT QUANT. UNIT HAL HAYS FUTURE DB DOUG WALL
DESCRIPTION CONSTRUCTION INC. INTERNATIONAL INC. CONSTRUCTION INC.
The scope of work of this Lump Sum Bid Schedule comprises a complete remodel of
P P P P
the existing Palm Springs Police Department Lobby and Records Department. The
scope of work shall include, but not limited to, demolition, temporary waiting room,
furniture and equipment relocation, furniture disposition (deduct or credit), structural
foundation,modify fire sprinkler and fire alarm system to include new fire alarm control
panel and new devices that connect to the existing fire alarm system,miscellaneous
concrete work, carpet,floor and wall tile, doors and windows,drywall and framing,
plumbing fixtures and counter tops,cabinets,lighting fixtures,tempered glass, paint, 1 LS $1.412,750.00 $1.500,000.00 $1,508,483.00
signage,and all appurtenant work as identified for the City of Palm Springs Police
Department Remodel (Project 200 — Lobby and Records Department), as
identified on Drawing Sheets T1.1 thru T1.10,D1.1 thru D8.2,A1.1 thru A9.6,S1.1
thru S2.3,M0.1 thru M3.1,P0.1 thru P2.1,E0.1 thru E4.1,and F2.1 thru F2.2 as
illustrated in the Constructioshown on the Drawings. ications, Furniture
Disposition List provided in the Appendix,and all other applicable General Notes,
details,and associated information shown on the Drawings.
BID SCHEDULE
PROJECT 300-DETECTIVE BUREAU QUANT. UNIT HAL HAYS FUTURE DB DOUG WALL
DESCRIPTION CONSTRUCTION INC. INTERNATIONAL INC. CONSTRUCTION INC.
The scope of work of this Lump Sum Bid Schedule comprises a complete remodel of
the existing Palm Springs Police Department Detective Bureau.The scope of work shall
include, but not limited to, demolition, furniture and equipment relocation, furniture
disposition(deduct or credit),modify fire sprinkler and fire alarm system to include new
fire alarm control panel and new devices that connect to the existing fire alarm system,
carpet,doors,window coverings,drywall and framing,cabinets,ceiling retrofit,lighting
fixtures, paint, signage, and all appurtenant work as identified for the City of Palm 1 LS $506,620.00 $1,000,000.00 $662,130.00
Springs Police Department Remodel (Project 300 — Detective Bureau), as
identified on Drawing Sheets T1.1 thru T1.10,D2.1 thru D8.1,A2.1 thru A9.2,M0.1
thru M3.1, E0.1 thru E3.1, and F2.1 as illustrated in the Construction Plans,
Project Specifications,Furniture Disposition List provided in the Appendix,and
all other applicable General Notes,details,and associated information shown on
the Drawings.
BID SCHEDULE
PROJECT 400-MEN'S AND WOMEN'S LOCKER ROOMS QUANT. UNIT HAL HAYS FUTURE DB DOUG WALL
DESCRIPTION CONSTRUCTION INC. INTERNATIONAL INC. CONSTRUCTION INC.
The scope of work of this Lump Sum Bid Schedule comprises a complete remodel of
the existing Palm Springs Police Department Men's and Women's Locker Rooms.The
scope of work shall include,but not limited to,demolition,temporary restroom/shower
trailers, modify fire sprinkler and fire alarm system to include new fire alarm control
panel and new devices that connect to the existing fire alarm system,carpet,floor and
wall tile, doors, drywall and framing, plumbing fixtures and counter tops, cabinets,
lighting fixtures,paint,signage,and all appurtenant work as identified for the City of 1 LS $837,090.00 $500,000.00 $1,116,091.00
Palm Springs Police Department Remodel Rebid (Project 400 — Men's and
Women's Locker Rooms),as identified on Drawing Sheets T1.1 thru T1.10,D2.1
thru D8.2,A2.1 thru A9.2,M0.1 thru M3.1,P0.1 thru P3.1,E0.1 thru E3.1,and F2.1
as illustrated in the Construction Plans, Project Specifications, Furniture
Disposition List provided in the Appendix,and all other applicable General Notes,
details,and associated information shown on the Drawings.
TOTAL=I $4,218,920.00 I $4,500,000.00 I $4,843,724.00
ATTACHMENT 2
M CITY OF PALM SPRINGS
CONTRACT CHANGE ORDER
�'Q<tFQR���
To: Hal Hays Construction Date: November 1, 2017
4181 Lantham Street Project No: 15-05
Riverside, CA 92501 Project: Police Department Remodel
P (951) 788-0703
F (951) 788-1517 Change Order One (1)
Purchase Order
CHANGES IN WORK:
This Change Order One adds Bid Schedule 400, Men's and Women's Locker Rooms, per Hal Hays
Construction bid submitted for City Project No. 15-05, Police Department Remodel.
New Items
Bid Schedule (Project 400 — Men's and Women's Locker Room):
The scope of work shall include, but not limited to, demolition, temporary restroom/shower trailers,
modify fire sprinkler and fire alarm system to include new fire alarm control panel and new devices
that connect to the existing fire alarm system, carpet, floor and wall tile, doors, drywall and framing,
plumbing fixtures and counter tops, cabinets, lighting fixtures, paint, signage, and all appurtenant
work.
SUBTOTAL $837,090.00
TOTAL OF NEW ITEMS: $837,090.00
REASONS FOR CHANGES:
Additional funding made available to fund City Project No. 15-05, Police Department Remodel in its
entirety, Bid Schedule 100 — Bid Schedule 400.
CHANGES TO CONTRACT TIME:
Sixty (60) additional working days will be added for the completion of this work for a total of two
hundred and forty (240)working days.
SOURCE OF FUNDS:
Funds are available in Account No. 261-1395-59444
09
Contract Change Order No. 001
DATE: 11/1/2017
Page 2
SUMMARY OF COSTS:
Original Contract Amount: $ 3,381,830.00 Original Completion 180 Days
This Change Order: $ 837,090.00 Days Added 60
Previous Change Order(s): $ 0.00 Previous Days 0
Revised Contract Amount: $ 4,218,920.00 Revised Completion 240 Days
[SIGNATURES ON NEXT PAGE]
L1, �
Contract Change Order No. 001
DATE: 11/1/2017
Page 3
1 have received a copy of this Change Order and the above AGREED PRICES are acceptable to Contractor
Hal Hays Construction, Inc.
Signature Date
Printed Name and Title
City of Palm Springs
Recommended By:
Thomas Garcia, Director of Engineering Date
Services/City Engineer
Approved By:
David H. Ready, City Manager Date
Attest By:
Kathleen D. Hart, Interim City Clerk Date
Distribution:
Original Conformed Copy: Conformed-File Copy:
Contractor (1) Engineering Pay File (1)
City Clerk (1) City Proiect File (1)
Purchasing (1)
Finance (1)
10