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HomeMy WebLinkAbout7/26/2017 - STAFF REPORTS - 1.C. iy u in k 4�0. Tye A. O.PT4a cgOFOa City Council Staff Report DATE: July 26, 2017 CONSENT CALENDAR SUBJECT: REJECT THE BID RECEIVED AND AUTHORIZE RE-BIDDING FOR THE PALM SPRINGS SWIM CENTER REPLASTER AND POOL REPAIR PROJECT, CITY PROJECT NO. 16-06 FROM: David H. Ready, City Manager BY: Engineering Services Department SUMMARY This action will reject the bid received on July 13, 2017, for the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06, and authorize re- bidding. RECOMMENDATION: 1. Reject the bid received on July 13, 2017, from California Commercial Pools, Inc., for the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06; and 2. Authorize re-bidding the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06. STAFF ANALYSIS: On June 7, 2017, the City Council approved the contract documents (plans and specifications) and authorized to bid the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06, (Project). A copy of the June 7, 2017 staff report is included as Attachment 1. Following the City Council's approval of the contract documents, the contract documents were released for bidding on June 8, 2017, and published the Notice Inviting Bids in the Desert Sun on June 10 and June 17, 2017. ITEM NO. City Council Staff Report July 26, 2017-- Page 2 Reject Bid— CP16-06, Palm Springs Swim Center Replaster and Pool Repair Project Mandatory Pre-Bid Meeting A mandatory pre-bid meeting was scheduled on June 27, 2017, to require bidders to review the existing facility, and be familiar with the scope of the Project to understand the particular requirements with replastering the existing swimming pool. The contract documents required that the prime contractor be licensed as a Class B General or C53 Swimming Pool contractor given the type of work involved. Table 1 identifies the two contractors that attended the mandatory pre-bid meeting. Company Location License California Commercial Pools, Inc. Glendora, CA B, C53 Superior Ready Mix*** Thousand Palms, CA A 'Supplier Table 1 Despite the City's traditional efforts to solicit bids for the Project pursuant to its regular procedures, on June 27, 2017, only one appropriately licensed contractor attended the mandatory bid meeting, California Commercial Pools, Inc. The other contractor, Superior Ready Mix, was a local supplier in pursuit to sub-contract concrete materials to prime contractors bidding for the Project. Staff received a call prior to the mandatory bid meeting from Condor, Inc., a commercial swimming pool contractor located in the City of El Monte, notifying city staff of Condor's absence to the mandatory bid meeting due to a scheduling conflict. Staff returned Condor's call to discover that the scheduling conflict was related to a personal appointment. Staff asked if there were other employees available who could have attended the mandatory bid meeting Condor's response was all company personnel had other commitments during the specified meeting timeframe. As indicated in the Notice Inviting Bids, N-9 Mandatory Pre-Bid Meeting states: "The City will only consider bids submitted by those bidders who attend the Mandatory Pre-Bid Meeting. All other bids will be considered as non-responsive and subject to rejection." As a result, Condor, Inc., did not submit a bid for the Project for the reason that Condor did not attend the required mandatory pre-bid meeting. Bid Opening On July 13, 2017, the Procurement and Contracting Division received one construction bid from the following contractor listed in Table 2. 02 City Council Staff Report July 26, 2017 -- Page 3 Reject Bid—CP16-06, Palm Springs Swim Center Replaster and Pool Repair Project Company Location Bid Amount California Commercial Pools, Inc. I Glendora, CA $495,000.00 Table 2 The construction estimate for the Project prepared by Harris & Associates was $254,556.50. The bid received was significantly above the estimate, and staff is reviewing the cost with Harris & Associates to identify where and why project costs have exceeded the estimate. Further, staff will perform value engineering on the existing tile and floor fitting conditions to determine if these items could be salvaged in lieu of installing new fixtures as a cost saving measure for the Project. Staff is recommending that the City Council reject the bid received by California Commercial Pools, Inc., and to authorize staff to rebid the Project when the contract documents are revised and ready to be re-advertised. 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 repair, maintenance, or minor alteration of existing public facilities involving negligible or no expansion; therefore, the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06, is considered categorically exempt from CEQA, and a Notice of Exemption has been prepared and filed with the Riverside County Clerk. FISCAL IMPACT: A total of $250,000 is budgeted for the Project through Measure J Capital Project Fund (Fund 260). The construction estimate for the Project prepared by Harris & Associates was $254,556.50. Staff recommends that the City Council authorize re-bidding of the Project to obtain final costs, allowing staff to identify funding alternatives for City Council consideration at the time a contract is scheduled for award. 03 City Council Staff Report July 26, 2017 -- Page 4 Reject Bid—CP16-06, Palm Springs Swim Center Replaster and Pool Repair Project SUBMITTED: Thomas Garci , P.E. Marcus L. Fuller, MPA, P.E., P.L.S. City Engineer Assistant City Manager David H. Ready, Esq., . . City Manager Attachments: 1. June 7, 2017, City Council Staff Report 04 ATTACHMENT 1 05 ;oIt?ALM sA4 iy � a V N f k w �Ofbefno ■ °'9`'F°R`'�P City Council Staff Report Date: June 7, 2017 CONSENT CALENDAR Subject: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E) AND AUTHORIZATION TO BID THE PALM SPRINGS SWIM CENTER REPLASTER AND POOL REPAIR PROJECT, CITY PROJECT NO. 16- 0E From: David H. Ready, City Manager Initiated by: Engineering Services Department SUMMARY The construction documents (Plans, Specifications and Estimate) are completed and in accordance with Section 7.03.040 of the Procurement and Contracting Code, the City Council is required to approve and adopt plans, specifications and working details, and authorize the bid request for all public projects in excess of $100,000. Approval of this project will allow staff to proceed with this public project with an estimated cost of $255,000. RECOMMENDATION: Approve the plans, specifications, and estimate and authorize staff to advertise and solicit bids for the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06, STAFF ANALYSIS: As part of the Fiscal Year 2016/17 budget, the City Council appropriated $250,000 from the Measure J Capital Project Fund for the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06 (Project). The Palm Springs Swim Center is located at 405 S. Pavilion Way, in the Sunrise Plaza complex adjacent to the Leisure Center (Figure 1). The Swim Center features an Olympic-size swimming pool and is open to the public 7 days a week all year round for lap swimming and recreational swimming. The Swim Center offers several aquatic programs such as aquatic exercises and swim classes, as well as serving as the primary swimming pool facility for the Piranha Swim Team. ITEM NO. Z• L. City Council Staff Report June 7, 2017 -- Page 2 Approve RFB CP16-06 Palm Springs Swim Center Replaster and Pool Repair Project A WOW 31, a a ffi I X � A f4 vV q 4 � t fr w Site Location Figure 1 In 2008, the Swim Center was replastered through a public works capital project. The project involved removing the existing plaster, repairing the existing expansion joints and replastering the entire swimming pool. The project also included replacing all of the existing tiles, line anchors and scum gutter caps. The replastering of the Swim Center is a reoccurring maintenance effort and is necessary every 10-15 years as part of continual upkeep to ensure the facility is available for year round use. Last year, the Engineering Services Department was notified of a problem caused by water leaking at the Swim Center. An initial site investigation determined that the primary suspect for the leak is the expansion joints. It is estimated that a daily water loss of roughly 8,000 to 9,000 gallons is caused by the deteriorating expansion joints. Based on this information, staff requested proposals from the city's on-call civil engineering firms to prepare contract documents (plans and specifications) for the Project. It should be noted that a temporary fix to reduce the amount of water loss is currently being implemented, consisting of a two-part putty applied at the expansion joints in the pool. 07 City Council Staff Report June 7, 2017 -- Page 3 Approve RFB CP16-06 Palm Springs Swim Center Replaster and Pool Repair Project On September 21, 2016, in accordance with their on-call agreement, the City Manager authorized Harris & Associates (Harris) to proceed with preparation of design plans and specifications at a cost not to exceed of $20,040. On December 19, 2016, Harris submitted an extra work cost proposal for $1,925 for the preparation of a construction estimate to the Project. A total of $21,965 has been budgeted to Harris for the design phase. The scope of work includes, but not limited to. obtaining Riverside County Health Department permit. obtaining Desert Water Agency temporary service and meter, draining of the pool, removing existing plaster to the gunite, removing and reinstalling existing bulk-head, replacing existing expansion joints and joint tiles, crack and leak repairs, high-pressure water blasting, hypo washing, surface preparation, plastering, tile work. ceramic lanes markers, curing, clean-up, filing of the pool, and all appurtenant work. An image of the construction drawing is shown in Figures 2. 6 - 3 F- i_- } I w.. TYP 4F 2 IO 1 j t 1 4 3 I I F6�A I .1 I $A VIA NC?US£ 1 I I u AM ,�PoFe �a [ FOOL rt� EQUIPMEW T*P. Palm Springs Swim Center Figure 2 The contract documents prepared by Harris have been reviewed and approved by the City's Engineering Services Department. The Project did not require a formal review by the City's Building Department or Planning Department as the scope of work was limited to replastering and assorted pool repairs at the Swim Center. The Project contract documents are ready to be formally submitted for solicitation of construction bids. �a $ City Council Staff Report June 7, 2017 —Page 4 Approve RFB CP16-06, Palm Springs Swim Center Replaster and Pool Repair Project With City Council approval, staff will advertise the project in the Desert Sun, submit the Notice Inviting Bids to plan rooms, and provide the bid documents available free of charge to prospective bidders. A copy of the contract documents are on file with the Public Works & Engineering Department. The following tentative schedule has been identified for the bid process: Notice Inviting Bids to be posted: June 8, 2016 Deadline for receipt of bids: 3:30 PM, July 13, 2017 Contract awarded by City Council: September 6, 2017 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 repair, maintenance, or minor alteration of existing public facilities involving negligible or no expansion; therefore, the Palm Springs Swim Center Replaster and Pool Repair Project, City Project No. 16-06, is considered categorically exempt from CEQA, and a Notice of Exemption has been prepared and will be filed with the Riverside County Clerk. A copy of the Notice of Exemption is included as Attachment 1. FISCAL IMPACT: A total of $250,000 is budgeted for the Project through Measure J Capital Project Fund (Fund 260). The final construction estimate for the Project is $255,000 as shown in Attachment 2. The Project budget and incurred expenditures are identified in Table 1. As shown in Table 1, an additional appropriation of$39,324 will be required to fully fund the estimated cost of the Project. Table of Project Costs Amount FY16/17 Measure J Fund 260 $250,000 Design Services $21,965 Project Administration (through 5/30/17) $5,359 Project Administration Estimated $2,000 Construction Inspection Estimated $5,000 Construction Contract $255,000 Budget Deficit $39,324 Table 1 09 City Council Staff Report June 7, 2017--Page 5 Approve RFB CP16-06, Palm Springs Swim Center Replaster and Pool Repair Project Staff recommends that the City Council authorize bidding of the Project to obtain final costs, allowing staff to identify funding alternatives for City Council consideration at the time a contract is scheduled for award. SUBMITTED: Thomas Garcia, P.E. Marcus L. Fuller, MPA, P.E., P.L.S. City Engineer Assistant City Manager David H. Ready, Esq., Ph. City Manager Attachments: 1. CEQA Notice of Exemption 2. Construction Estimate 10 Attachment 1 11 NOTICE OF EXEMPTION To: ❑ Dffice of Planning and Research From: City of Palm Springs 1400 Tenth Street,Room 121 3200 E.Tahquitz Canyon Way Sacramento,CA 96814 Palm Springs,CA 92262 ® Clerk of the Board County of Riverside P.O. Box 751 Riverside,CA 92502-0751 Project Title: Palm Sodnas Swim Center Reolaster and Pool Rpm Prolecx City Project No 16-06 Project Applicant City of Palm Springs Project Location(Specific):Palm Springs Swim Center is ftWed at405 S.Pavilion Wav Project Location(City): City of Palm$prinas Project Location(County): Riversil Project Description: The scope of work includes replastering and pod repairs at the Patin Springs Swim Canter including draining, removing and reinstalling the bulk-head, surface preparation, crack and leak repairs, plastering,the work,ceramic lane markers,curing,dean-up, and filing of the pool. Name of Public Agency Approving Project: City of Palm Springs Name of Person or Agency Carrying Our Project:City of Palm Springs,Engineering Services Department 3200 E.Tahquitz Canyon Way, Palm Springs,CA 02262 Exempt Status: (check one) ❑ Ministerial(Sea 21080(b)(1); 15268): ❑ Declared Emergency(Sec.21080(b)(3);15269(a)); ❑ Emergency Project(Sec.21080(b)(4); 15269(b)(c)); ® Categorical Exemption. State type and section number: 15301 Class 1 (a)—Existing Facilities ❑ Statutory Exemptions. State code number. Reasons why project is exempt: Class 1 consists of operation, repair, maintenance, pemritting, leasing, licensing, or minor alteration of existing public or private structures,facilities,mechanical equipment,or topographic features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Interior or exterior alterations involving such things as interior partitions,plumbing,and electrical conveyances.Therefore,the Palm Springs Swim Center Replaster and Pod Repair Project, City Project No. 16-M.is considered categorically exempt from CEQA. Lead Agency Contact Person: Tom Garda Area CodaffeiephonelExtension: f7601322-8339 If filed by applicant: 1.Attach candied document of exemption finding, 2.Hasa Notice of Exemption been filed byte public agency approving the project?❑Yea ❑ No n Signature: — Date: M017 Tide: City Enakwer ® Signed by Lead Agency❑Signed by Applicant Authority cited: Sections 21083 and 21110, Public Resources Code Date received for filing at OPR: Reference: Sections 21108, 21152,and 21152.1,Public Resources Code. 12 Attachment 2 13 ....... .. ... . Palm Springs Swim Center Pool Re-Plaster Estimate JTEM DESCRIPTION UNIT IINIT PRICE EXTENSIONS* 1.0 CONSTRUCTION COSTS 1.1 Removal &Replaster 13,875 SF $ 4.00 $ 68,820.00 1.2 Removal &Reinstallation of Bulk-head I LS $ 15,000.00 $ 18,600.00 1.3 Wet Sand-Blasting 13,875 SF $ 1.50 $ 25,807.50 1.4 Water Blasting& Hypo Washing 13,875 SF $ 2.00 $ 34,410,00 1.5 Tile Work 13,875 SF $ 2.50 $ 43,012.50 1.6 Pool Accessories I LS $ 8,000.00 $ 9,920,00 1.7 Crack& Leak Repair I LS $ 11,000.00 $ 13,640.00 1.8 Draining&Filling 13,875 SF $ 1.00 $ 17,205.00 1.9 ESTIMATED TOTAL CONSTRUCTION COSTS $ 231,415 0 *estimate extensions include 24%Contractor Mark-up for General Conditions&Overhead/Profit 2.0 SOFT COSTS 2.1 Construction Contingency Costs 10% $ 23,141.50 2.3 Tests and Inspections 0% $ - 2.4 Time/Inflation Escalation Index 0% $ - 2.5 TOTAL SOFT COSTS $ 23,141.50 3.0 TOTAL ESTIMATED COST $ 254,556.50 Jeff Katz Architecture December 19,2016 14 The Desert Sun 750 N Gene Autry Trail Certificate of Publication Palm Springs, CA 92262 RECEIVED 760 778 4578/Fax 760 778 4793 Y O F PALM S P R I N G State Of California ss: 2017 JUN 26 AM 9: 01 ®'tr.L lrt,■-a,.,.• .-,-- County of Riverside NO 0639. CITY Of PAWL SPRINGS OFFICE OF i FiE C1 i It C.L NOTICE lN ITINGBIDS PALM SPRINGS•SWIM CENTER REPLASTER AND POOL REPAIR PROJECT ON PROJECT No.16.0E i. Advertiser: CITY OF PALM SPRINGS/LEGALS N-1 NOTICE IS HEREBY GWEN that sealed bids for the Palm.Wings Smn PO BOX 2743 Replaster and Pool Repair Project,City Project No.164M,will be received by th OfRce of the Procurement and Contracting Manager of the City of Pal PALM SPRINGS CA 92263 '!i^gsj calH°mia, until 9•m P.M on Thuradyr,Jay1 tB1],at wrath tt "�w R be opened and read aloud. The Engfnaeps ace range Is$225, to 260,000. - N-2 DESCRIPTION OF THE WORK:The Work comprises the rep4x6eAng pnd pool Order# 0002201136 repairs at the Palm Springs Swim Lerner iodated et 405 S.Paifllon Way.The Work shall include draining, removing and reinstalling the bulk-head, surface preparation,crack and leak repairs,plastering,tie work,ceramic lane markers, curing,clean-up,and fHingg of the pool The work shall be diligently prosecuted to completion before the expiration oh 30 working days The Contractor shall be prepared to mcW ho and commence construction of the Work IdentNied In the Old Schedule by November 28,2017 and shall finish all such Work.Vn 30 working days,or by January S.2018. N-3 AWARD OP CONTRACT: . I am over the age of 18 years old, a citizen of (a)The city reserves the right after openingg�bids to reject any or all 01dL to waive any informality(non-responsiverhess) 1n"a bid or to make award to_1he the United States and not a party to, or have lowest responsive, responsible bidder,andd rrnfeaajjjjtl[atlttcttttt all other bids,as R may b6h, serve the interest of the City if there are mitt andW atternat ro Bid interest in this matter. I hereby certify that the uses,Bidders are required to bid on all Bid Sc es. (b)As a condition of award, the successful bidder will be required to submit attached advertisement appeared in said ment and performance bonds and insurance. 9?As--a i ordl on of award or after April 1,2015,LM contbectw and p�ayy sub- newspaper(set in type not smaller than nonartgT listed on the bid must be registered with the Department oftrhWSM d R11=MI pursuant to Section 1725.5 of the California Labor Code. parcel) In each and entire Issue of said N-4 BID SECURITY:each bid shall be accompanied by a certified or cilsh)ers• check or Bid Bond in the amount of 10 percent of the total bid prim payable to newspaper and not in any supplement thereof the gtyof Palm Springs N-S IN TO REMAIN OPEN:The Bidder shall guarantee the Total Bid Price for a on the following dates,to wit. pqerldd of 120 calendar days from the disattee of bid opening. IId CONIVACTOR S LICENSE CLASSINCATION:The Contractor shell possess a val. Id Class B General or C53 Swimming Pool Contractor license at the tine of sub. Newspaper: The Desert Sun mlmngbids. N-7 CALIFORNIA WAGE.RATE REQUIREMENTS:The Contractor shall pay the gen- eral prevailing'ate of per diem wages as determined by the Dhamr of the De 6/10/2 017 6/17/2 017 partment of 9dustriat Relations of the State of California for the lomllry whom ,the work is to be performed. All contractors and subcontractors must furnish electronic certHfed pagoll records direcdy to Me Labor CommisskuMr(via the- Division of Labor Standards Enforcement)as further described in Article of the Constitiction Contract(Mutual obligations). A to W2 of Bald wage rates le evtllable on-line at www.Arx&govJdlsr/DPmWagoOsta nhutlon.hon The Contractor and any,subcontractors shall pay not less than saki specified I acknowledge that I am a principal clerk of the rates and shall post a.copy of said wage rates and other notkas pra cribed by reguIedgnatthe aRshe. printer of The Desert Sun, printed and N-B RETAINAGE P�`o�i sf PA The Contractor may elect to receive 100 per- cent of payments due under the.torntract Documents from time to time,with published weekly in the City of Palm Springs, out retention of any portion of the payment by the CtI,by depositing securi- ties ofeq u)valem valeyv1th the�ts,In accordance with the provisions of Sec- County of Riverside, State of California. The don 22300 of the Publ�Castred Code N-9 MANDATORY PIW-ND MEET1ft Prospective bidders advised to attend the Desert Sun was adjudicated a Newspaper of mardatory pre-bid meeting to acq not potential bidders with the prc*1 and existing site conditions that may a e work The meetnB will be on I general circulation on March 24, 1988 by the Tuesday,June 27,2017.at B.roB AM loud tine. The meeting wig be held n the project sibs located at 405 S.Pavilion Way,Palm Springs,CA. The City will only Superior Court of the County of Riverside, consider bkls submitted by those bidders who attend the Mandatory Pre-Old~ng. All aalrer Aids W 11 11e considered as non-respond"and subject to.re- 5tate of California Case No. 191236. W-10OBTAROMORRJSPtt MCONTRACTDocumNITS. (a)Contract Documents may be Inspected without charge*at the City of Palm Springs Engineering Services Department 3200 East Tahquhz Canyon Way, Palm Springs,CA 92262. (b)A diggital copy of said Contract Documents is available without charge on- line at:'ApsJAvww.dmpboxwmhfJswdaOagty9lppvJAADH17MXRKwUOcpZr a7dl-0 I declare under penalty of perjury that the W egbtraton as a Bidder. H you are interested in submitting a bid,Bidders shall contact the Engineering Services Deparbnem by e-mail at blifinfoOrpalmap foregoing is true and correct. Executed on ringscas or by phone at QW)323-8253,to officially register as a Bidder for this ect with yyoouur company name,addree,u),pphone fax,contact person grid email'address.9ldders are encouraged to register'to'ensure recejpt of a Z this 17th -of JUNE, 2017 in Palm denda issued by the City. Springs, td)This Notice Inviting Bids,the Plan Holders List and other related information r this project can be found on-line at the Ifornia.� ffoo �/ Lire webpage at:httpYrwww.palm springsca.govMovernmenUdepartrnentslprocuremant-comraRing �• (a)All questions about the meaning or Intent of the Bid Documents are to be directed to the City Engineer. Questions shall be submitted in writing to:City of Palm Springs Engineering Servces Department by fax to(760)322-8335,or by e-mall to WdinfoOpalmsprin sia.gov. Questions must be submitted in writ- -"---- ing at'lleeadk S Working days of bid o gprior w bid opening. Questions submitted within 5 N-17dnLOCAI BUSRiE55►ROM0710N NgI not 6 naaccoprdeenm with the provisions of Palm Springs Ordinance No.1756,and Section 7.09.030 of the Palm Springs Municipal Code,'Local Business Preference Program',subsection(5)'local Preference in Public Works Contracts(5ub-Contramngg)•,the prime contractor shall use good faith efforts to wit-contract thewpply of materials and equipment to local business enterprises and to cob-contract services to businesses whose Work force residas within the Coachella Valley. De rant N-12 ADDRESS AND MARKING OF BIDS:The envelope enclosing the Bid shall be sealed and addressed to the City of PalmSprings, and shadsshal�be delivered or mailEast Tahg to Wtz Canay on Wayment s Palm SprtW CA 9222nd Contracting 62. The of envellm ope shall be �Iddde�cur sh sed hall btehar t�ia woper rds hand For'followed bhe y'�and address t of the Projee t and the date and hour of opening Bids.The certified or cashier's check or Bid Bond shall be enclosed in the same envelope with the Bid. By hRhomas Garda,P.E. Date 6017 - City Engineer City of Palm Springs Published:6110,6/17/2017