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'Q<IFORN` City Council Staff Report
DATE: May 3, 2017 CONSENT CALENDAR
SUBJECT: REJECT ALL BIDS RECEIVED FOR THE POLICE DEPARTMENT
REMODEL, CITY PROJECT NO. 15-05
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
This action will reject all bids received on April 4, 2017, for the Police Department
Remodel, City Project No. 15-05, and authorize re-bidding.
RECOMMENDATION:
1. Reject the bids received on April 4, 2017, from Doug Wall Construction Inc., and
Future DB International Inc., for the Police Department Remodel, City Project No.
15-05; and
2. Authorize re-bidding the Police Department Remodel, City Project No. 15-05.
STAFF ANALYSIS:
On December 7, 2016, the City Council approved the final design and authorized to bid
the final construction drawings and specifications for the Police Department Remodel,
City Project No. 15-05, (the "Project"). In addition, the City Council approved
Amendment No. 5 with Urrutia Architects ("Urrutia") to incorporate final revisions to
remodel the Records Supervisor Office into two separate offices and to prepare an
electrical plan to power temporary trailers as replacement Locker Rooms during the
remodeling. A copy of the December 7, 2016 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 February 1, 2017, and published the Notice
Inviting Bids in the Desert Sun on February 4 and February 11, 2017.
ITEM No. • M
City Council Staff Report
May 3, 2017-- Page 2
Reject Bids—CP15-05, Police Department Remodel
Mandatory Pre-Bid Meeting
Given the complexity of the Project and the various trades associated with the scope of
work, staff required a mandatory pre-bid meeting for all interested contractors, which
was held on February 23, 2017. The contract documents required that the prime
contractor be licensed as a Class B General contractor given the type of work involved.
Table 1 identifies the 17 appropriately licensed contractors that attended the mandatory
pre-bid meeting.
Company Location License
Brickley Environmental San Bernardino, CA B, C21, C22, C33,C39, ASB, HAZ
Hal Hays Construction Riverside, CA B, A, C12, C21, HAZ
Doug Wall Construction Bermuda Dunes, CA B, A, C9, C10, C27
RIC Construction Inc. Hesperia, CA B, A, C10, C21
Desert Ranger Construction Palm Desert, CA B, A, C10, C36
Southwest Construction Services Lakeside, CA B, C61, D28, D34
Halbert Construction Co., Inc. El Cajon, CA B, A, HAZ
Delt Builders Inc. Rancho Cucamonga, CA B, A
JRH Construction Irvine, CA B, A
Future DB International Inc. Irvine, CA B, A
ORR Builders Palm Desert, CA B, A
Optima RPM Irvine, CA B, A
Dalke & Sons Construction, Inc. Riverside, CA B, C10
Aries Enterprises Palm Desert, CA B, C10
Oakview Constructors Inc. Calimesa, CA B, C8
KTM Enterprises Placentia, CA B
Pacific West Builders Simi Valley, CA B
Table 1
Bid Opening
On April 4, 2017, the Procurement and Contracting Division received two construction
bids from the following contractors listed in Table 2.
Company Location Bid Amount
Future DB International Inc. *** Irvine, CA $4,192,400
'non-responsive
Doug Wall Construction Inc. *** Bermuda Dunes, CA $5,004,650
'non-responsive
Table 2
02
City Council Staff Report
May 3, 2017-- Page 3
Reject Bids—CP15-05, Police Department Remodel
The construction estimate for the Project prepared by Urrutia Architects was
$2,963,551. Both of the bids received were significantly above the estimate, and staff is
reviewing the costs with Urrutia Architects to identify where and why project costs have
exceeded the estimate.
Given the lack of multiple bids, staff contacted several of the contractors that attended
the mandatory pre-bid meeting to determine why these contractors chose not to bid on
the Project. Two primary reasons as to why bidders decided not to submit a bid are
summarized below:
1. Schedule of Values - requires the bidders to identify itemized lump sum bids for
each area of work (concrete, metal, finishes, etc.) across four separate scopes is too
time consuming and difficult to assemble the day of the bid. When asked why do
bidders wait until the bid opening, their responses were contracting suppliers typically
do not release their prices to the bidders until the day of the bid opening because
suppliers do not like their prices shopped around.
2. Bidder's List of Subcontractors - requires the bidder to meet certain percentages of
work performed by either the prime contractor or its subcontractors. Included in the
bidders list of subcontractors form a special note indicates the prime contractor shall
perform not less than 50% of the work or its lists subcontractors perform work in excess
of 50% of the work identified in the bid. Bidders indicated that because of the various
trades of work involved with the Project prime contractors were having a challenging time
performing more than 50% of the work.
Based on these concerns, in re-bidding the Project staff will defer the requirement to
submit a Schedule of Values until after contract execution, and will reduce the
requirement to self-perform the work from 50% to at least 30% of work consistent with
State and Federal laws and regulations.
Bid Analysis
As part of the City's normal bid review process, staff reviewed both bid documents
submitted by Future DB International Inc. ("FDBI") and Doug Wall Construction Inc.
("DWC) to ensure compliance with the Instructions to Bidders. After a thorough review,
staff determined that both bids received for the Project are considered non-responsive
for the following reasons:
Future DB International Inc.
Future DB International Inc., ("FDBI") submitted a bid that was incomplete because of a
missing bid form that identified the total sum of all Bid Schedules (as the Basis of
Award). Although the City could determine the total bid amount by adding the individual
Bid Schedules, the Instructions to Bidders clearly identified the need to include the bid
summary form in the bid. As indicated in the Bid Form, "Failure of a Bidder to fully
City Council Staff Report
May 3, 2017-- Page 4
Reject Bids—CP15-05, Police Department Remodel
execute and submit all of the listed documents with the Bid will render a Bid as non-
responsive and subject to rejection." Therefore, the city automatically determined the
bid submitted by FDBI was non-responsive.
Additionally, FDBI did not specify the percentage of work performed by listed
subcontractors in the bid forms. According to the Bidder's List of Subcontractors, "The
Prime Contractor shall perform not less than 50% of the Work identified in this Bid. In the
event a Bidder lists subcontractors who will perform Work under this Bid in excess of 50%
of the Work identified in this Bid, the Bid shall be considered non-responsive." As a
result, staff could not determine whether FDBI would meet the requirement to self-
perform at least 50% of the work. On this basis, the bid submitted by FDBI was non-
responsive.
Furthermore, FDBI listed a subcontractor who was not registered with the State of
California Department of Industrial Relations ("DIR"). The Instructions to Bidders form
requires the contractor and subcontractor be registered with the DIR at the time of bid
submittal. The bid form states that, "A bid submitted by a Contractor who is not
appropriately registered with the state of California will be found non-responsive." Staff
contacted the listed subcontractor and confirmed that his business is not registered with
the DIR the city cannot award a contract to the bidder, therefore, the bid is non-
responsive.
On April 12, 2017, staff submitted a letter notifying FDBI that their bid will be non-
responsive. A copy of the letter is included as Attachment 2.
Doug Wall Construction Inc..
DWC did not specify the percentage of work performed by listed subcontractors in the
bid forms. According to the Bidder's List of Subcontractors, "The Prime Contractor shall
perform not less than 50% of the Work identified in this Bid. In the event a Bidder lists
subcontractors who will perform Work under this Bid in excess of 50% of the Work
identified in this Bid, the Bid shall be considered non-responsive." As a result, staff could
not determine whether FDBI would meet the requirement to self-perform at least 50% of
the work. On this basis, the bid submitted by DWC was non-responsive.
On April 12, 2017, staff submitted a letter notifying DWC that their bid will be non-
responsive. A copy of the letter is included as Attachment 3.
Staff is recommending that the City Council reject the bids received by FDBI and DWC
for being non-responsive, and to authorize staff to rebid the Project when the contract
documents are revised and ready to be re-advertised.
04
City Council Staff Report
May 3, 2017 -- Page 5
Reject Bids—CP15-05, Police Department Remodel
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
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
A total of $450,000 was previously budgeted for the design phase of the Project through
the Measure J Capital Project Fund (Fund 260). In the 2016/2017 Fiscal Year budget,
the City Council appropriated an initial budget of $1,250,000 representing 50% of the
previously estimated construction cost of $2,500,000; the remaining 50% of the
construction budget is anticipated to be funded as part of the 2017/2018 Fiscal Year
budget from the Measure J Capital Fund.
The construction estimate for the Project prepared by Urrutia Architects was
$2,963,551. The non-responsive bids received were reviewed by Urrutia Architects, and
the initial response is that the current economic climate has created an environment
where contractors are not under-cutting bids simply to find work, and the improved
economy is reflecting in higher overall construction costs and fewer bids received. On
the basis of a revised cost estimate of $4,200,000 (the lower of the 2 non-responsive
bids received), the estimated Project budget and incurred expenditures are identified in
Table 3.
Table of Project Costs Amount
Measure J Fund Prior FY $450,000
Measure J Fund FY 16/17 $1,250,000
Measure J Fund FY 17/18 $1,250,000
Design Services $198,455
Project Administration (through 11/30/16 $12,775
Project Administration Estimated $10,000
Construction Support Estimated $225,000
Construction Contract Estimated $4,200,000
Construction Contingency $420,000
Additional Budget Required $2,116,230
Table 2
05
City Council Staff Report
May 3, 2017-- Page 6
Reject Bids—CP15-05, Police Department Remodel
As identified in Table 1, after including the future Measure J appropriation of $1,250,000
anticipated in Fiscal Year 2017/2018 for the Project, an additional budget of
approximately $2.1 Millin will be required to fully fund the estimated cost of the Project.
However, the City has separated the Project into four separate bid packages, based on
the four different areas within the Police Department that are being remodeled: (1)
Training Center; (2) Lobby/Records Department; (3) Detective Bureau; and (4)
Men's/Women's Locker Rooms.
The following Table 3 identifies the separate bid prices submitted by the two non-
responsive bidders for these separate scopes of work:
Future DB International Doug Wall Construction
Training Center $ 1,455,000 $ 1,574,895
Lobby & Records Dept. $ 1,340,000 $ 1,535,591
Detective Bureau $ 620,000 $ 725,758
Men's & Women's
Locker Rooms $ 777,400 $ 1,168,406
Total Bid $ 4,192,400 $ 5,004,650
Table 3
In this way, it would be possible upon receipt of responsive bids, to limit award to one or
more of the separate bid packages, in accordance with the available funding. Following
re-bidding of the Project, and provide alternative recommendations for either proceeding
with construction of limited portions of the Project with available funding, or with
construction of the entire Project contingent on identifying additional budget required.
SUBMITTED:
Prepared by: Approved by:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq.,
Assistant City Manager/City Engineer City Manager
Attachments:
1. December 7, 2016, Staff Report
2. City Letterto Future DB International
3. City Letter to Doug Wall Construction
06
ATTACHMENT 1
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c4Afro % City Council Staff Report
DATE: December 7, 2016 UNFINISHED BUSINESS
SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PSBE)
AND AUTHORIZATION TO BID FOR THE POLICE DEPARTMENT
REMODEL, CITY PROJECT NO 15-05
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
The City Council previously appropriated funding in the amount of $450,000 from the
Measure J Capital Project Fund for a capital project to remodel the Police Department
Lobby and Records area, Detective Bureau room, and Police Training Center.
Additional architectural design services to remodel the Men's and Women's Locker
rooms as well as Report Writing Room and Dispatch Center have been included into
this project. The construction documents (Plans, Specifications and Estimate) are
completed and, in accordance with 7.03.040 of the Procurement and Contracting Code
the 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.
RECOMMENDATION:
1) Approve the plans, specifications, and estimate and authorize staff to advertise and
solicit bids for the Police Department Remodel, City Project No. 15-05; and
2) Approve Amendment No. 5 in the amount of $5,025 to the Consulting Services
Agreement (A6465) with Urrutia Architects for a revised total contract amount of
$198,455 for the Police Department Remodel, City Project No. 15-15.
STAFF ANALYSIS:
As part of the Fiscal Year 2013/14 budget, the City Council appropriated $450,000 as
budget through Measure J Capital Project Funds for the Police Department Remodel,
City Project No. 15-05 (the "Project").
ITEM NO.
08
City Council Staff Report
December 7, 2016—Page 2
Authorize RFB CP15-05
On December 18, 2013, the City Council approved a Professional Services Agreement
(A6465), with Urnitia Architects, (the "Urrutia Agreement") for the preparation of
remodeling plans at the Police Department Lobby and Records area, Detective Bureau
room and Police Training Center.
On April 16, 2014, the City Council approved Amendment No. 1 to the Urrutia
Agreement to include additional architectural design services for the remodel of the
Men's and Women's Locker rooms.
On October 15, 2014, City Council approved Amendment No. 2 to the Urrutia
Agreement to include additional architectural design services for the remodel the Report
Writing Room, Dispatch Center and other miscellaneous items at the Police Station.
On November 4, 2015, the City Council approved the plans, specifications and
estimate, and authorized to bid the Project. However, prior to releasing bids, at a
November 6, 2015, Measure J Commission field meeting held at the Police Department
to review and discuss the scope of the Project, the Measure J Commission
recommended the Project include the following additional scopes of work:
• Upgrading existing public restrooms in the Police Department lobby to comply with
ADA standards
• Raising the low ceiling and soffit In the Detective Bureau to improve ambient lighting
from the existing high windows
• Upgrading existing public restrooms at the Police Department Training Center to
comply with ADA standards
• Adding utility sinks into each of the separate Training Center rooms
• Improving and remodeling the existing men's and women's sleeping rooms in the
Police Department basement
On February 3, 2016, the City Council reviewed the Measure J Commission's
recommended list of additional work, agreed the Project should include this work, and
approved Amendment No. 3 to the Urrutia Agreement to include upgrading of public
restrooms to meet ADA standards not included in the original scope of the project, as
well as to update the audio/visual construction documents.
On June 1, 2016, the City Council approved Amendment No. 4 to include a new fire line
service to the existing Police Department Training Center building required by the City's
Fire Department as a result of its Fire Code review of the final construction plans.
Construction of the Project will require challenging logistics, as the area of work involves
secured areas, requiring relocation of existing employees, work stations, and
confidential files. Given these logistics, staff coordinated with the Police Department and
Urrutia Architects regarding the requirement to maintain daily operations at the Police
Department during its remodeling.
09
City Council Staff Report
December 7. 2016— Page 3
Authorize RFB CP15-05
On October 27, 2016, a first of three meetings was held with the Police Department,
Urrutia Architects and staff to discuss the details of continuing operations of the Police
Department during the estimated 8-month construction schedule. Key issues were
discussed, including a temporary staging area, temporary staff relocation, and the
disposition of existing furniture. A summary of each of these key logistical issues is
summarized.
Planned Staging Area
It has been agreed that a temporary staging area for the City's contractor will be
identified at the existing visitor's parking lot, to provide direct access to the main
entrance as well as direct access to the Training Center building. A temporary
construction fence will be installed for the entire duration of the Project and temporary
visitor parking will be redirected to on-street parking on S. Civic Drive.
Temporary Staff Relocation
Several areas within the Police Department building will be affected during the Project
construction. It was agreed to phase the construction of the Project in a manner such
that the Contractor will be directed to complete certain areas of the building first. A
defined maximum number of working days will be provided to the Contractor for each
working area. The Police Department agreed with this approach as it allows staff to
return to a fully furnished work area while the Project is still undergoing construction in
other areas. Below is the construction phasing plan as agreed to by the Police
Department:
Phase 1: Men's and Women's Locker Room (2 Month Duration)
This area is located within the Police Department basement. The scope of work planned
for the Men's and Women's Locker Room include the removal of existing wood
benches, carpet, wall and floor tile, restroom equipment, and shower fixtures.
Installation of new benches, carpet, tile, restroom, showers, sauna, sleep rooms, and
repainted lockers are included as part of the Project. As the entire Locker Room will be
closed, temporary accommodations will be provided via portable trailers with lockers,
showers, and toilets to be located behind the Training Center for a period of
approximately 2-months while remodeling of the Lock Room is completed.
Phase 2: Detective Bureau (2 Month Duration)
The Detective Bureau is located along the southeasterly side of the building. The scope
of work proposed for this area includes the removal of existing carpet, vertical window
coverings, office furniture, filing cabinets, and recessed lighting. Installation of new
carpet, window treatments, individual work stations and office furniture, rotating file
cabinets, and new lighting will be incorporated. Detectives will temporarily be relocated
to the basement for a period of approximately 2-months while remodeling of the
10
City Council Staff Report
December 7, 2016—Page 4
Authorize RFB CP15-05
Detective Bureau is completed.
Phase 3: Records and Lobby (2 Month Duration}
This area is located at the main entrance of the Police Department building. The scope
of work planned for the Records and Lobby includes the removal of existing glass store
front doors, tiling flooring, public restrooms, carpet, office furniture, printers and copiers,
filing cabinets, and recessed lighting. Installation of new glass store front doors, Police
Department seal, tile flooring, carpet, individual work stations and office furniture, high-
density storage system, and new lighting are included as part of the Project. Employees
will temporarily be relocated to an available conference room within the Detective
Bureau area, and a temporary waiting room will be constructed outside the Police
Department building.
Phase 4: Training Center(2 Month Duration)
The Training Center is located to the north and detached from the Police Department
building. The scope of work proposed for this area includes the removal of existing
doors and hardware, carpet, wall partitions, tables and chairs, restrooms, and lighting
fixtures. Installation of new carpet tiles, acoustical folding doors and wall panels,
audio/visual equipment, tables and chairs, new public ADA restrooms, and lighting
fixtures will be incorporated.
Disposition of Existing Furniture
Existing furniture located within the improved areas will be removed and disposed of by
the Contractor, however, the bid documents will require the Contractor to identify a
salvage value and credit due to the City for the resale value of the existing furnishings
and equipment to be removed by the Contractor.
Summary
A general overview of the scope of the improvements included with the Project is
included in Attachment 1. This presentation provides a brief overview of the proposed
improvements for the Police Department which comprises of renderings, exhibits and
construction drawing layouts. A complete set of plans, is available for review in the
Engineering Services Department.
The construction drawings prepared by Urrutia Architects have been reviewed and
approved by the City's Building Department for compliance with required Building
Codes. The construction drawings are on file with the Engineer Services Department.
Staff recommends that the City Council approve the plans and authorize staff to formally
solicit construction bids for the Project.
City Council Staff Report
December 7, 2016--Page 5
Authorize RFB CP15-05
With the City Council's 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 construction drawings and contract
specifications for the Project are on file with the Department of Engineering Services.
The following tentative schedule has been identified for the bid process:
Notice Inviting Bids posted and issued: December 8, 2016
Deadline for receipt of bids: 3:00 PM, February 9, 2017'
Contract awarded by City Council: March 1, 2017
"Note, an extended bid period is being scheduled due to requirements for a mandatory
pre-bid meeting, and bidding during the holidays.
Approval of Amendment No. 5 to Urrutia Agreement
A final revision to the remodeling of the Records Division has been requested by the
Police Department to revise the Records Supervisor Office and separate the existing
large office into two separate offices to accommodate additlonal staff in the Records
Division. It is also necessary to prepare an electrical plan for power to the temporary
trailers to be provided as replacement Locker Rooms during remodeling of the existing
Locker Rooms. Staff requested and received from Urrutia Architects a proposal for the
additional scope of work in the amount of $5,025 to incorporate these final changes to
the plans. Staff has prepared Amendment No. 5 to the Urrutia Agreement increasing the
total compensation by $5,025 to a maximum of $198,455; a copy of Amendment No. 5
is included as Attachment 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
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
A total of$450,000 was previously budgeted for the design phase of the Project through
the Measure J Capital Project Fund (Fund 260). In the 2016/2017 Fiscal Year budget,
the City Council appropriated an initial budget of $1,250,000 representing 50% of the
City Council Staff Report
December 7, 2016—Page 6
Authorize RFB CP15-05
previously estimated construction cost of $2,500,000; the remaining 50% of the
construction budget is anticipated to be funded as part of the 201712018 Fiscal Year
budget from the Measure J Capital Fund.
The current construction estimate for the Project prepared by Urrutia Architects has
increased to $2,963,551 as shown in Attachment 3. The increased cost is attributed to
the various additional scopes of work to be included as part of the Project previously
approved by the City Council.
The estimated Project budget and incurred expenditures are identified in Table 1.
Table of Project Costs Amount
Measure J Fund Prior FY $450,000
Measure J Fund FY 16117 $1,250,000
Measure J Fund FY 17118 $1,250,000
Design Services $198,455
Project Administration (through 11/30/16 $12,775)
Project Administration Estimated $10,000
Construction Support Estimated $225,000
Construction Contract Estimated $3,000,000
Construction Contingency $300,000
Additional Budget Required $796,230
Table 2
As identified in Table 1, after including the future Measure J appropriation of$1,250,000
anticipated in Fiscal Year 2017/2018 for the Project, an additional budget of
approximately $800,000 will be required to fully fund the estimated cost of the Project.
Award of a construction contract will tentatively occur in March 2017, and will require
that the City Council consider advancing an internal loan from the General Fund to the
Measure J Fund to allow award of a construction contract to occur within the current
fiscal year. Following bidding of the Project, staff will revise and identify the final
additional budget required, with the additional budget to be repaid by the Measure J
Fund over a period of time to be determined by the City Council.
_ 3
City Council Staff Report
December 7,2016--Page 7
Authorize RFB CP15-05
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq.,
Assistant City Manager/City Engineer City Manager
Attachments:
1. Power Point Presentation
2. Amendment No. 5
3. Construction Estimate
S4
ATTACHMENT 1
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City of Palm Springs
Police Department Remodel
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ATTACHMENT 2
AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT NO. 6465
WITH URRUTIA A.I.A.AND ASSOCIATES, INC.
POLICE DEPARTMENT REMODEL
CITY PROJECT NO. 15-05
The following articles of Agreement No. 6465 are hereby amended to read as follows:
SECTION 2.1 Maximum contract amount is increased by $5,025 and the total amount of
compensation is amended to $198,455.
SCOPE OF SERVICES (Exhibit `A")-Exhibit "A" is amended as follows:
Add the following scope of work to include additional architectural and engineering design services
to remodel the Records Supervisors Office and arrange for temporary power to showerllocker
trailers for the Police Department Remodel, City Project No. 15-05:
• Office Space Remodel: Present office needs to be split into two separate offices,which
requires the space to be expanded to the south by 48". This expansion and reconfiguration
will affect and cause the following revisions to the current construction documents.
o Demolition Plans:
• Revise demolition floor plan
• Revise demolition reflected ceiling plan
• Revise demolition interior elevations
• Revise demolition electrical power, data, and lighting plan
(Requires additional power and data for each room)
• Revise demolition HVAC plan. (Requires splitting ducts to supply/return for
two separate rooms.)
o Remodel Plans:
• Revise remodel floor plan
• Revise remodel reflected ceiling plan
■ Revise remodel interior elevations
• Revise remodel door and window schedule
• Revise remodel door and window details
• Revise remodel electrical power, data, and lighting plan
(Requires new power, data and lighting in each room)
• Revise remodel HVAC plan. (Requires new supply and return air diffusers
in each room)
• Temporary Power for temporary shower/lockers trailers:
• Add temporary power to two trailers in secured parking area.
The Compensation identified on Exhibit"A"is hereby amended as follows:
Compensation for to remodel the Records Supervisors Office and arrange for temporary power to
shower/locker trailers shall be houdy based upon the standard rates of the Architect and his
Consultants, not to exceed the following:
Office Space Remodel and Temporary Power for temporary showerAockers trailers in the
amount of$4,800
Reimbursable for expenses shall be on an allowance, not to exceed $225.
Total Contract amount is increased by $5,025 and amended to a total amount of$198,455.
30
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 14-0763
Agreement Number: 6465
Original City Manager Approval: January 14, 2014
Original Contract Amount: $ 79,700
Amendment No. 1 $ 24,800
Amendment No. 2 $ 28,550
Amendment No. 3 $ 51,330
Amendment No. 4 $ 9,050
Amount of This Increase $ 6,025
Amended Total: $ 198,455
Account Number: 260-4500-59440
31
Except as specifically amended by this Amendment No. 5, all terms and provisions of Agreement
No. 6465 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By:
City Manager
APPROVED AS TO FORM:
By
City Attorney
CONSULTANT: Urrutin A.I.A. and Associates, Inc.,a California Corporation
Check one: _Individual_Partnership X Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer,Assistant Treasurer, or Chief Financial Officer).
By: Notarized Signature of Chairman of Board, President By: Notarized Signature Secretary, Asst. Secretary,
or any Vice President Treasurer,Asst.Treasurer or Chief Financial Officer
Name: Name:
Title: Title:
32
ATTACHMENT 3
31
Report Locker Detective Training
Site Work Records File Stw Break room Lobby Writing Rooms Bureau Center Totals
Additional Sc $ 15942.40
, . S 8111792,52 $ 58,867.10 li 132.924.00
4,I9
Sub Totals 2NN 151.68 $328.488.87
Sub Totals S 59,991.67 S 17.001.92 S 46626.6 2S 22714.12 512422.07 $ 36.505.76 $285,627.94 $ 179954.10 $387355.97 154899926 $367,249,82
Prevailing Wage
(25%) $ 74.98959 S 22,251.28 $ 58.283.26 S 28.392.65 $640,527.59 $ 45,632.20 $357,034.93 S 224942.63 $484,194.96 51,938,249.08
Profit and
Overhead T.0% $ 5.249.27 S 1557.59 S 4,079.83 S 1.98749 $ 44836.93 S 3.194.25 $ 24.99244 S 15.74598 $ 33,893.65 $ 135,53744
Liability
Insurance 1.0°k $ 802.39 S 238.09 5 623.63 S 303.80 $ 6.853.65 $ 488,26 $ 3,820.27 S 2,406.89 S 5.18089 $ 20.717.87
Bonds 32% S 2.593.32 $ 769.50 S 2,015.58 S 98169 5 22,150.98 5 1.578.07 S 12,34712 S 7.T79.06 $ 16,744.62 $ 66,960.14
Sub Totals S 83,634.57 $ 24.816.46 $ 65,002.30 S 31,665,82 5714,369.15 S 50,892.79 3398,194.77 $ 250.874.55 5540,014.12 52,159,464.52
Contingency 15.0% S 12,545.19 $ 3,722.47 S 9,750.34 S 4,749.87 $107,155.37 S 7,633.92 $ $9.729.22 S 37,631.18 $ 81.002.12 S 323,919.68
Construclion
Total $ 96.179.75 $ 28,538.92 $ 74,752.64 $ 39,415.70 $821.524.52 S 58,528.71 $457,923.98 S 288,505.73 $621,016.24 52,483,38419
Furniture $ 43,567.00 S 616.00 1 S 5,000.00 1 5 1,082.00 1 3 6.252.00 1 S 109.185.00 1 S 91,865.00 S 257,567.00
File Storage Units _ $ 84 677.00 S 72,016.00 $ 156.697.00
ales Tax,
Installation and
Shipp n $ 65,907.00
Total S 480.167.00
Total
G:
4,.
ATTACHMENT 2
35
a�VALM spy
:N City of Palm Springs
Engineering Services Department
3200 East Tahquitz Canyon Way• Palm Springs,California 92262
CgOFpRN�P Tel:(760)323-8253•Fax:(760)322-8360•Web:www.palmspringsca.gov
April 12,2017 Via Certified Mai(/Via Email: estimating@futuredbi.com
Mr.Sam Katbi
Future DB International Inc.
4199 Campus Drive,Suite 550
Irvine,CA 92612
Subject: Police Department Remodel,City Project No. 15-05
Dear Mr. Katbi,
The City of Palm Springs held a bid opening for the Police Department Remodel, City Project No. 15-05,
(the "Project"), at 3:OOpm on Tuesday, April 7, 2017. Future DB International Inc. ("FDBI") submitted a
bid that was incomplete because of a missing bid form so the city could not identify the total amount bid
at the bid opening. As a result,the city determined FDBI bid would be considered non-responsive.
As identified in the contract bid documents the bidder is required to complete and return particular bid
document forms as part of their bid submittal. If any of the listed bid document forms are excluded
from the submittal,the bid will be considered non-responsive and subject to its rejection. Below are the
requirements specified in the Bid Forms cover sheet:
"Only the following listed documents, identified in the lower right corner as "Bid Forms"shall be fully
executed and submitted with the Bid at the time of opening of Bids.
Bid(Proposal)
Bid Schedules
List of Subcontractors
Local Business Preference Program Good Faith Efforts
Non-Collusion Declaration
Non-Discrimination Certification
Bid Bond(Bid Security Farm)
Bidder's General Information
Failure of a Bidder to fully execute and submit all of the listed documents with the Bid will render a Bid as
non-responsive and subject to rejection."
36
Sam Katbi
April 12, 2017
Page 2
FDBI Bid Forms did not include all of the required documents identified above. Since there were
multiple bid schedules assigned to the Project, the bidder was required to complete a Bid Schedule
Summary Basis of Award form, which identified the total amount bid for the Project. Staff reviewed the
bid thoroughly and confirmed that the bid summary form was not included in their submittal,therefore,
the bid is non-responsive.
In addition, staff identified missing information from one other bid form. The Bidder's List of
Subcontractors form requires the bidder to list pertinent information for each subcontractor who will be
performing work for the prime contractor. Below are the requirements identified in the Bidder's List of
Subcontractors form:
As required under Section 4104 of the Public Contract Code, the Biddershall list below the name and the
location of the place of business of each subcontractor who will perform work or labor or render service
to the prime contractor in or about the construction of the work or improvement or a subcontractor
licensed by the State of California who, under subcontract to the prime contractor, specially fabricates
and installs a portion of the work or improvement in an amount in excess of one-half of 1 percent of the
prime contractor's total bid or, in the case of bids for the construction of streets or highways, including
bridges, in excess of one-half of 1 percent of the prime contractor's total bid or ten thousand dollars
($10,000), whichever is greater. After the opening of Bids, no changes or substitutions will be allowed
except as otherwise provided by law. The listing of more than one subcontractor for each item of Work
to be performed with the words "and/or"will not be permitted. Failure to comply with this requirement
will render the Bid as non-responsive and may cause its rejection.
Special Note. The Prime Contractor shall perform not less than 50% of the Work identified in this Bid. in
the event a Bidder lists subcontractors who will perform Work under this Bid in excess of 50% of the
Work identified in this Bid,the Bid shall be considered non-responsive."
FDBI Bidder's List of Subcontractors form identifies work to be performed by 10 listed subcontractors.
Although the name, location, and amount of contract work of each subcontractor is provided, the
percentage of contracted work is unspecified in the bid form. As a result,staff is unable to determine if
FDBI, the prime contractor for the Project, is performing not less than 50% of the work or if the
subcontractors are performing more than 50%of the work identified in the bid submittal. Since staff
cannot confirm the amount of work to be performed by either the prime or its subcontractors the bid is
considered non-responsive.
Lastly, staff determined that one of the listed subcontractors was not registered with the State of
California Department of Industrial Relations ("DIR"). The Instructions to Bidders form requires the
contractor and subcontractor be registered with the DIR at the time of bid submittal. Below are the
requirements identified in the Instructions to Bidders beneath Item No. 21 Contractor Registration
Requirements form:
Bid Proposal and Contract Award Prohibited. Under California Labor Code Section 1771.1, as amended
by Senate 81/1 (58) 854 (2014), unless registered with the State of California Department of Industrial
Relations (DIR), a contractor may not bid, nor be listed as a subcontractor, for any bid proposal
submitted for public works projects on or after March 1, 2015. Similarly, a public entity cannot award a
public works contract to a non-registered contractor,effective April 1,2015.
c
Sam Katbi
April 12,2017
Page 3
New Contract and Project Reporting Requirements Imposed Upon Public Entities.SB 854 requires that bid
invitations and public works contracts specify that a project is subject to compliance monitoring and
enforcement by the DIR, that contractors and subcontractors must register in order to submit a bid and
be awarded a contract.
Beginning April 1, 2015, the City of Palm Springs may only award public works projects to contractors
and subcontractors that comply with the new Public Works Contractor Registration Law(SB 854). More
Information is available at the following links:
htto://www dir co aov/Public-Works/Publicworks
http'llwww.dir.co.gov/Pub/ic-Works/Pub/icWorksSO854.htmi
Contractors doing public works must register and meet requirements using the online application before
bidding on public works contracts in California. The application also provides agencies that administer
public works programs with a searchable database of qualified contractors.
A bid submitted by a Contractor who is not appropriately registered with the state of California will be
found non-responsive."
FDBt listed a subcontract named Builders Interiors (DIR No. 1000020561) located in Desert Hot Springs
which was not registered with the DIR at the time of bid opening. Staff checked the DIR number
provided by the bidder and the DIR registration of a company named New Image Interior Flooring
located in Beaumont was found. Staff called the listed subcontractor for clarification and was informed
by the owner of Builders Interiors that his business is not registered with the DIR but can register if it is
required for the bid submittal. Since the listed subcontractor confirmed that his business is not
registered with the DIR the city cannot award a contract to the bidder, therefore, the bid is non-
responsive.
On the bases above, staff will be recommending to the City Council that the bid submitted by FDBI is
non-responsive. The city received two bids at the time of bid opening and both bids received are
considered non-responsive. Therefore,staff will be recommending the City Council to reject all bids and
authorize to rebid the Project at its April 19,2017 meeting.
If you have any questions or comments, please feel free to contact me at (760) 323-8253 x8732 or
gianfranco.laurie@palmspringsca.gov.
Sincerely,
Giant o Laurie, P.E.,T.E.
Senior Civil Engineer
CC Marcus Fuller,Assistant City Monager/City Engineer
Doug Holland,City Attorney
file
3 0
ATTACHMENT 3
Yam SA
City of Palm Springs
Engineering Services Department
•� M�'�+�1°`� 3200 East Tahquitz Canyon Way"Palm Springs,California 92262
C411rolut Tel:(760)323.8253•Fax:(760)322.8360•Web:www.palmspringsca.gov
April 12,2017 Via Certified Mail/Via Email:doug@dwallconst.com
Mr. Doug Wall
Doug Wall Construction Inc.
78-450 Avenue 41
Bermuda Dunes,CA 92203
Subject: Police Department Remodel,City Project No.15-05
Dear Mr.Wall,
The City of Palm Springs held a bid opening for the Police Department Remodel, City Project No. 15-05,
{the"Project"), at 3:00pm on Tuesday, April 7,2017. Doug Wall Construction Inc. ("DWC")submitted a
bid totaling in the amount of$5,0D4,650.00 for the Project. The city received two bids at the time of bid
opening identifying DWC as the apparent low bidder.
Staff has completed a thorough review of DWC bid submittal and identified missing information from
one of the bid forms. The Bidder's List of Subcontractors forms requires the bidder to list pertinent
information for each subcontractor who will be performing work for the prime contractor. Below are
the requirements identified in the Bidder's List of Subcontractors form:
As required under Section 4104 of the Public Contract Code, the Bidder shall list below the name and the
location of the place of business of each subcontractor who will perform work or lobar or render service
to the prime contractor in or about the construction of the work or improvement, or a subcontractor
licensed by the State of California who, under subcontract to the prime contractor, specially fabricates
and installs a portion of the work or improvement, in on amount in excess of one-half of 1 percent of the
prime contractor's total bid or, in the case of bids for the construction of streets or highways, including
bridges, in excess of one-half of 1 percent of the prime contractor's total bid or ten thousand dollars
($10,000), whichever is greater. After the opening of Bids, no changes or substitutions will be allowed
except as otherwise provided by law. The listing of more than one subcontractor for each item of Work
to be performed with the words "and/or"will not be permitted. Failure to comply with this requirement
will render the Bid as non-responsive and may cause its rejection.
Special Note: The Prime Contractor shall perform not less than 50%of the Work identified in this Bid. In
the event a Bidder lists subcontractors who will perform Work under this Bid in excess of 50% of the
Work identified in this Bid, the Bid shall be considered non-responsive."
40
Doug Wall
April 12, 2017
Page 2
Staff has determined that the bid submitted by DWC Is non-responsive based on the following fact:
• DWC Bidder's List of Subcontractors form identifies work to be performed by 15 listed
subcontractors. Although each of the listed subcontractors are suitably licensed and registered
contractors, the amount of contracted work and percentage of contracted work from each
subcontractor is unspecified in the bid form. As a result,staff is unable to determine if DWC,the
prime contractor for the Project, is performing not less than 50% of the work or if the
subcontractors are performing more than 50%of the work identified in the bid submittal. Since
staff cannot confirm the amount of work to be performed by either the prime or its
subcontractors the bid is considered non-responsive.
On the basis above, staff will be recommending to the City Council that the bid submitted by DWC is
non-responsive. As both bids received are considered non-responsive, staff will be recommending the
City Council to reject all bids and authorize to rebid the Project at its April 19,2017 meeting.
If you have any questions or comments, please feel free to contact me at (760) 323-8253 x8732 or
gianfranco.laurie@palmspringsta.gov.
Sincerely, /
Gian onto Laurie, -E.
Senior Civil Engineer
cc: Marcus Fuller,Assistant City Manager/City Engineer
Doug Holland,City Attorney
file
41
� .fi s To n r I ,
The Desert Sun NO090: CRY OF PALM SPRINGS
750 N Gene Autry Trail
Certificate of Publical bona INVMNGBIDS
Palm Springs, CA 92262 '�` ECE IV I D POLICE�PPRO ECTARENTNO.1545L MUD
760-778-4578/Fax 760-778-4731 1 ,1 OF PALM S P R I N L N•1 NOTICE 15 HEREBY GNEN that sealed bids for the
vPolk*Department Ra
cement aand Conoma�yctinuggManager of tit City be of Sprite far*of theme
State Of California as: 2017 JUL 17 PM 2: 35 read aloud.TM:Eno inearsuessttima2017,
Or nyeIs$40s0.000ma}a�7mbeo0 opened o1). ■"d
N-2 DESCRIPTION OP THE VFORR:The Woyrk coven the same slope as the origi-
County of Riverside Inured.documha chadverrtiised an
Febrngrke2rvu2017,with the
eampthon of tllfee The'OFFICE OF I F C t G I T 1` r hem No.1:5aradua not values has been deferred until the project is awarded
and a construction contract Is axewmd.
ham No.2:Bidders List of subcontractors stir perrorminpp work requbaments
has bean reduced from D0%to atleast 30%ccerdmm newllh Byte Grad F■d■r■l
Advertiser: CITY OF PALM SPRINGS/LEGALS lew.ranpulations.
hem No.3:Existing Fire Alarm System has been.valuated and is detemdned
PO BOX 2743 thy�att�anmw fire slam control panel Is required to link to the existing aim alarm
PALM SPRINGS CA 92263 Tha work comprises a complete remodel of the existing Palm Springs Police De-
partm■m located at 200 S.C1vk Drive.The renovation work shall b!limited to
tit PoIIce Department Training Center(including Library),Labbv and Records,
Detective Bureau and Men's and Women's Locker Roome as Identified in the
Order# 0002250240 Construction Drawings and Project Specifications.
The Work shall be diligently prosecuted to completion before the expiration of
12a0"lender FOBI ays.MCTCombadc, m P Work the In the
areas
N-3 AWARD st
PSrcoh�W
(a)The City reserves the right after opening bleb to reject a or ag bids,to
waive any Ihy(non-re�wulveness) n a tad,or to ma&:.avaerd to the
ra oruiva Rrle bidder, and re�ett.at other bids,as It may best
serve this rnterestof Chy.If there are multiple andror atyrmWe Bid Soh as
I am over the age of 18 years old, a citizen of ales Bidden arerequlredtdbid on all Bid Schedules.
(b)As a condition of award,the successful bidder will be rocilid od to submit
the United States and not a party to, or have paymentancipertormance bonds and insurance.
(c)As a condition of award or after April 1,2015,the contractor and any sub-
interest in this matter. I hereby certify that the contractor listed on the bid must be registered with the Department of Industri-
attached advertisement. eared in said aRelations ppuurrssuant to Section 1725.5 of the California Labor CCogddae
PP CURRY:each bid shall be accompanied by a cermed or cashiers
newspaper(set In type not smaller than non check or Bid Bond In the amount of 10 percent of the total bld price payable to
the City of Palm Springs.
oriel in each and entire issue of said N s BIOS TO REMAIN p►EN:The Bidder shall guarantee the Total Bid Price for a
P ) ppeeclod of 120 calendar daayyss from the date of bid opening.
and not in an supplement thereof N 6 CONTRACTOR'S LK2MU CLASSINCAnON:The Contractor II possess a Val-
newspaperY PP id Ckas B General Contractor license at the time of submitting b
on the following dates,to wit: N-7 CALIFORNIA WAGE RATE REQUIREMENTS:The Conttactor doll pay the gen-
eral rate of par diem wages as determined by the Di r of the De.
p rtment oofork is m lu rial Rslatiorr of the State of Callfornia for the locality where
Newspaper' The Desert Sun the electronic certNledpwyrroll�recorrdds directly to tors he Labor o nor rc W nert(vi furnish
Division of Labor Standards Enforcement)as further described in Article 5 of the
Construction Contract y(Mutual Obligations). .
7/1/2 017 7/8/2 017 www�k.ce,govlddkrroPreWage of odd wage rates Is aDagrmirwtloonn.h■
The Contractor and any subcontractors shall pay not less than said specified
ragas and shall post a copy of saki wage rates and other notkgs prescribed by
ation at the ppro��act site
E ETAINAGE FROM PAYMENTS; The Contractor may elan to receive 100 per-
cent ofpayments due under the ConstActDoaymq rat;from tlm to time with-
I acknowledge that I am a principal clerk of the out retention of any portion rite Payregrttj 1idAM City,by de�Ositkq socuri
ties of equivalent value CRyin aagr 4nre fMxhh the orovisle,ns of Sec-
printer of The Desert Sun, printed and turn 22300 of the Public de.
N-9 MANDATORY Pfil Prospective bidden advised to attend the
published weekly in the City of Palm Springs, mandate, pre-0id collating emu
Clential bidders with the art and
existing she conditions that may affect the work.The meeting will aid on
County of Riverside, State of California. The Ta.aay.lu 1A 2017.at 10AB AM local time. The bidder is ngrutrad to bring■
valid drives or klwWgkadm card to dgn4n with the P■k■Sprhaga Folk*
Desert Sun was adjudicated a Newspaper of M�rtrrmm The m Palmmirt will be held at the pro�act site loomed at S.Civic
B4 Previous burden attended*a Pon mantis•
general circulation on March 24, 1988 by the prsbM� blades;are required to attend the se■, ppnes•
r, m M far sitomhtlng a bid.The Catty wait conddar beds
Superior curt of the County of Riverside, subm�those who attend the Mandatory Pro-Bid° Meeting.AN
State of California Case No. 191236. ��NINGOR WS�NGt�AACTDOC�m rejectlorL
(a)Contract Documents may be inspected without du at the City of Palm
Pa h �Urkw Sq VICAS-Department, 32M East T Irga uhz.Canyon Way,
(b)nA g I co
said Contract Documents b awilabk!whh�ut charge on-
line ht Ottps7/wow•dropbox,cgMiyowbs5skWtt897/AAAoOa fu5no•wL10
(O an as a Bidder:If you are interested In m mittln a bid Bkkkn
I declare under penalty of perjury that the shall contact the Engineering Services Department bye maI at dInf0: Imsp
ring".g� or by phone at.060)323-82 2,to officially register s a Bidder for
foregoing is true orrect. Executed on this pro�'with=you company name,address,Ohone,fax comet[Reno„and
e-mail address.BMdar$are encouraged to reglsler to ensure receipt of any Ad-
this 8th day JULY, 2017 in Palm Springs, denda lseuad py B,e eHy
CO This Notice lnvNing BIds,the Plan Holden Ust and other relateedd information
California. for this Project can be iourd on-line at the City's webpage at h1VAvww.palm
springs-ca.gov/govemm■m/dapartments/procurementsomracting
(cle)A qll �ions about the meaning or intent of the Did Documents are to be
(retied City Engineer. Questions shall be submitted in writing to:City
of Palm Sprin s Engineering Services Department by fax to(760)322-8207,or
_ ing atmlealt 5 vff to mrid eyc riorrto•bid• Questions opening Queestions s be ubmitted Iwithl S
working d teas of lsld opening will not be accepted.
N•11 LOCILL BUSINESS MOMOTWN In accordance with the provlslons of Palm
+ Springs Ordinance No.1756,and Section 7.09.030 of the Palm Springgs�Munklpal
Cure, 'Local Business Preference Program',�b�oti (5)'Lora4 Pretarence in
Public Works Contracts(Sub{oMractrng)',t phe rime ncontractor$hall use Good
faith efforts to wb•contract the supp of materials and equipment to local
business enterprises and to subsortrect services to businesses whom work force
resides within the Coachella Valley.
Declarant N-12 ADDRESS AND MARKING OF BIDS:The envelope andwing the Bid shall be
sealed and addressed to the Cr'ry of Palm Springs, and shalt be delivered or
mailed to the Procurement and Contracting Division,Cry of Palm Springs,3200
East Tahquitt Ca Way, Palm Springs, CA 92262. the envelope Shall be
plafnty marked In tlhe upper left hand comer with the name and address of the
Bidder and shall bear the words'Bid For'followed by the title of the Project
and the date and hour of opening Bids.The certified or cashiers check or Bid
Bond shall be enclosed in the same envelope with the Did.
By Garda.P.E. Date 629/17
CityEn
City E Ineer ,
Cray off aim Springs .e- - Published:7/01,WIMU 17