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c4<IF0Ito City Council Staff Report
DATE: May 18, 2016 NEW BUSINESS
SUBJECT: APPROVAL OF AMENDMENT NO. 2 IN THE AMOUNT OF $206,500 TO
CONSULTING SERVICES AGREEMENT NO. 6757 WITH INTERACTIVE
DESIGN CORPORATION FOR THE FIRE STATION NO. 4
REHABILITATION, CITY PROJECT NO. 15-25
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
Approval of Amendment No. 2 revises the scope of work to include the final design
phase for the Fire Station No. 4 Rehabilitation, City Project No. 15-25, (the "Project"), for
an additional cost of $206,500. The City's Architect, Interactive Design Corporation,
recommends that in addition to a complete rehabilitation and remodel of the interior of
the existing building, that the City expand the building by approximately 1,200 square
feet to provide for separation of sleeping quarters, to provide for separation of a
hazardous material and decontamination area, and to better incorporate modifications
to the building to comply with American Disability Act (ADA) standards.
RECOMMENDATION:
1. Approve the concept of expanding Fire Station No. 4 by approximately 1,200 square
feet to address separation of sleeping quarters, decontamination areas, and general
ADA compliance issues, as part of the Fire Station No. 4 Rehabilitation, City Project
No. 15-25, with final design review of the expansion subject to the City's Major
Architectural Review process;
2. Approve Amendment No. 2 to Agreement No. 6757 in the amount of $206,500 for a
total amount of $250,300 with Interactive Design Corporation for the Fire Station No.
4 Rehabilitation, City Project No. 15-25, (A6757); and
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On November 4, 2015, the City Council approved Amendment No. 1 to Agreement No.
6757 in the amount of $25,000 for a total amount of $43,800 with Interactive Design
Corporation ("IDC") to proceed with the preparation of abatement specifications for the
ITEM NO. f n
City Council Staff Report
May 18, 2016-- Page 2
Approval of Amendment No. 2 to Agreement 6757
Fire Station No. 4 located at 1300 S. La Verne Way. The scope of services for
Amendment No. 1 approved by City Council consisted of the preparation of contract
specifications and exhibits for the removal of all interior improvements, including
removal of drywall, all existing ductwork, and insulation necessary to obtain public bids
for the Project. A copy of the November 4, 2015, staff report is included as Attachment
1. As noted in the staff report, the following process was identified for the rehabilitation
of Fire Station No. 4:
1. Contract with a licensed abatement contractor to remove all interiors (drywall,
existing ductwork and insulation) — this phase is underway
2. Document the "as-built' conditions
3. Design the upgrade/remodel and prepare Construction Documents
4. Contract for construction of upgrade/remodel
5. Re-occupy the building
On April 20, 2016, the City Council approved a demolition and abatement agreement
with Janus Corporation to execute the demolition and abatement phase of work at Fire
Station No. 4, located at 1300 S. La Verne Way. The scope of work comprises the
demolition, removal and disposal of interior fixtures and appliances, abatement, removal
and disposal ("remediation") of any hazardous building materials, and appurtenant work.
A copy of the April 20, 2016, staff report is included as Attachment 2. An aerial photo of
Fire Station No. 4 is provided in Figure 1:
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Figure 1 02
City Council Staff Report
May 18, 2016 -- Page 3
Approval of Amendment No. 2 to Agreement 6757
The demolition and abatement phase of the Project will soon commence, and once the
entire interior of the building has been demolished, IDC will be able to perform a
complete assessment of the building's structure, interior plumbing and electrical
systems, and initiate final design of required remodeling to address deficiencies within
the building. As noted in the November 4, 2015, staff report, following completion of the
abatement work, staff was to coordinate with IDC on a proposal to review the existing
condition of the building and to prepare construction documents for the required
upgrade and remodel, which was to be presented to City Council for its consideration at
a future date.
Retrofit of Existing Building vs. Expansion of Existing Building
Fire Station No. 4 was built in 1972, and has served the community well for 44 years.
The basic structure is sound, though the building's systems and interior configuration
need to be updated to be able to continue its serviceability. IDC has provided
preliminary recommendations on the requirements for a separation of sleeping quarters,
for separation of a hazardous materials and decontamination area, and for generally
addressing ADA deficiencies within the building. After reviewing the existing building
layout, IDC has determined that providing gender-separated sleeping quarters will
require a reconfiguration of the interior floor plan; however, reconfiguring options are
constrained by the building's structural systems and layout.
In addition to a requirement for gender-separated sleeping quarters, the building
requires more space for functional operations related to hazardous materials
containment and decontamination, and for storage of associated gear. IDC has also
identified other issues to be considered during the programming/schematic design
phase of the Project, including:
• A new configuration and plumbing arrangement is being proposed to correct the
failed sanitary sewer system (undersized with some portions having been replaced
because of corrosion), however, the extent of slab removal is currently not known at
this time.
• A need to repair and replace the failed sand/grease separator for the floor drains
located in the apparatus bay.
• A need to repair and replace the failed roof drain and storm drain system (clogged
by coal tar), and perhaps the galvanized iron water supply piping.
• A new emergency power generator to be located outdoors (which is intended to
replace the existing indoor installation that does not meet South Coast Air Quality
Management District emissions standards); this new emergency power generator
will necessitate a re-configuration of the existing switchgear.
• The structural system will be brought up to current Building Code standards as an
essential facility, and the building envelope and building systems related to energy
efficiency will be updated.
03
City Council Staff Report
May 18, 2016-- Page 4
Approval of Amendment No. 2 to Agreement 6757
While it may be possible to accommodate the necessary retrofit, remediation and
renovation as noted above within the existing exterior walls of Fire Station No. 4, the
costs to retrofit the existing building systems, and the compromises to best-practices in
current Fire Station design and operation, may be disproportionate when compared to
the greater flexibility and improved design and operation afforded the City by
considering an expansion to the existing structure. IDC has recommended, and staff
supports, a concept whereby an expansion to Fire Station No. 4 is included as part of
the Project. The location of the building on the property provides sufficient area to
construct a one-story addition (approximately 1,200 square feet) on the southwesterly
side of the building. The addition would allow greater flexibility and efficiency in how the
existing building is used, and how new building systems can be most effectively
designed. The retrofit with expansion is detailed in Preliminary Scheme Concept #1:
Preliminary Scheme Concept#9
Relocates the crew quarters (sleeping, bathrooms and locker room) into a new building
addition located adjacent to the apparatus bay on the south side of the building. This
arrangement focuses new construction on the more systems-intensive and spatially
more complex residential facility with uni-sex sleeping and bathing quarters. The
changes to apparatus support, turn-out de-contamination and cleaning, and storage
facilitates take place within the existing footprint. The day room and kitchen also remain
in their current location. This layout simplifies the re-work of the existing plumbing/sewer
systems. The Preliminary Scheme Concept #1 is shown in the following Figures 2 and
3.
04
City Council Staff Report
May 18, 2016 -- Page 5
Approval of Amendment No. 2 to Agreement 6757
'S� l
1
RETROFIT
NEW 3,000 SF
EM GEN $400,000
$50,000 -------
NEW
SEPARATOR P
$50,000 '
ADDITION OF '
RETROFIT NEW CREW
APPARATUS BAY QUARTERS
2,250 SF 1,200 SF
$150,000- $300,000
Figure 2
Preliminary Scheme Concept#1 — Site Plan
Retrofit with Addition of New Crew Quarters
Total Construction Estimate: $950,000
��J
City Council Staff Report
May 18, 2016 -- Page 6
Approval of Amendment No. 2 to Agreement 6757
FSTORAIGEj:TRAIN�NG
ESS � DAY
ROOMSTAFF I'ENTRY _ .. i- PUBLIC
DECON Y .
sHOwER APPARATUS RECEPTION ENTRY
w SUPPORT KUCHEN/ __
WORKSHOP/ 900 SF PINING ROOM
METE REPAIR 1. o,g- OFFICE t
APPARATUS
BAY
I
BATH LOCKER I BATH
ROOM
DORM I DORM2 ADDITION OF
NEW SLEEPING/
HALL QUIET QUARTERS
120QSF
DORM 3 DORM 4
BATX BATX
W D
Figure 3
Preliminary Scheme Concept #1 - Floor Plan
06
City Council Staff Report
May 18, 2016 -- Page 7
Approval of Amendment No. 2 to Agreement 6757
Alternatively, if the City Council does not prefer to expand Fire Station No. 4, IDC has
identified Preliminary Scheme Concept #2 that will retrofit the existing building to
provide all necessary functions within the existing footprint, but will require the highest
amount of re-work for the building systems, and would not accommodate a design that
allows for operation meeting current best-practices for a Fire Station. A copy of
Preliminary Scheme Concept #2 Site and Floor Plan is included as Figures 4 and 5.
RETROFIT
(PLUMB REQ.)
NEW 3,000 SF
EM GEN $450,000
$50,000
NEW
SEPARATOR
$50,000
rr
RETROFIT
APPARATUS BAY
2,250 SF
$150,000
x "
Figure 4
Preliminary Scheme Concept #2 — Site Plan
Retrofit of Existing Building
Total Construction Estimate: $700,000
U '
City Council Staff Report
May 18, 2016 -- Page 8
Approval of Amendment No. 2 to Agreement 6757
STORAGE FITNESS` +'RESTROOM
DAY
DORM I DORM 2 M 5
I: �1 FEMALE '
ROOM DORM
STAFF
ENTRY PUBLIC
DECON RECEFUON _ ENTRY
' SHOWER
W DORM3 DORM LOCKER KITCHEN/
ROOM �y
METER WORKSHOP/ �- DINING ROOM OFFICE
REPAIR yt
STORAGE
APPARATUS a
BAY
Figure 5
Preliminary Scheme Concept#2 — Floor Plan
Staff recommends that the City Council approve Preliminary Scheme Concept #1, which
allows for the best design for the function and operation of Fire Station No. 4 for the
extended 40 year life of the building, and direct staff to coordinate with IDC on the
programming/schematic design and the preparation of contract documents (final design)
for the Project.
Amendment of the Agreement with IDC for Final Design
Staff has coordinated with IDC on initiating the next phases of the Project, whereby IDC
will complete the programming/schematic design, and final design for the remodeling
and expansion of Fire Station No. 4. IDC has submitted a scope and fee for this next
phase of work defined as Phase 3 — Programming and Schematic Design for the
Project, and Phase 4 — Contract Documents. As part of Phase 3 will review, evaluate,
and document the existing open structure as a basis for the retrofit and renovation of
Fire Station No. 4. Phase 3 will include an evaluation of the following:
08
City Council Staff Report
May 18, 2016-- Page 9
Approval of Amendment No. 2 to Agreement 6757
1. Building Systems: Current code updates to HVAC, plumbing, power, lighting and
fire suppression systems.
2. Structural System: Current essential facilities code update to structure.
3. Building Configuration: ADA accessibility (bathrooms) and gender-separated
quarters require re-configuration of crew quarters.
4. Decontamination and Apparatus Support: Vehicular emission exhaust system,
grease and oil drainage and separation system, and turn out gear and apparatus de-
contamination equipment must be updated.
5. Failed Systems: Roof drainage (coal-tar clogged roof drains) and sanitary sewer
(retro-fit sump-pump to compensate for undersized sanitary sewer) need to be
replaced.
6. Water Meter: Condition and capacity to be verified for domestic water, irrigation,
and fire sprinkler system
Phase 4 will develop the construction plans and specifications necessary for the City to
bid the Project, and will include the following:
1. Construction Plans: Exterior finish repairs and remediation, structural retrofit plans
and details, and sanitary and storm drain sewer retrofit/replacement.
2. Architectural Plans: Building floor, roof, sections, interior/exterior elevations and tie-
ins.
3. Structural Plans: Foundation, roof framing, lateral and vertical load analysis.
4. Mechanical Plans: Building HVAC floor and roof, Title 24 calculations, apparatus
bay ventilation and vehicle exhaust system.
5. Plumbing Plans: Building plumbing plans (gas, water and waste), roof drainage
system, apparatus bay floor drain and separator, water and waste demand
calculations.
6. Electrical Plans: Building electrical (service entry and meter, switchgear and sub-
panels for power and lighting), exterior lighting (landscape and security), emergency
generator, data/communication/dispatch systems pathways and equipment, building
loading calculations, and Title 24 calculations.
7. Fire Suppression Plans: Building fire suppression system and calculations.
8. Landscape Plans: Planting (trees, shrub and ground cover), and irrigation.
IDC has submitted a proposal to provide the requested services as follows:
Phase 3 (Programming/Schematic Design): not to exceed $42,500
Phase 4 (Contract Documents): not to exceed $145,000
Coordination/Meetings: not to exceed $15,000
Reimbursable Expenses: $4,000
Total not to exceed: $206,500
The total cost for these services is 21.7% of the $950,000 estimated construction cost of
the Project. Staff is recommending the City Council approve Amendment No. 2 to
Agreement 6757 with IDC to proceed with Phases 3 and 4 of the Project. A copy of
Amendment No. 2 is included as Attachment 3.
09
City Council Staff Report
May 18, 2016-- Page 10
Approval of Amendment No. 2 to Agreement 6757
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 Fire Station No. 4 Rehabilitation,
City Project No. 15-25, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
Abatement and rehabilitation of Fire Station No. 4 was an unscheduled capital project,
and is currently being funded by the General Fund from contingency funds previously
appropriated by the City Council as part of the 2015/2016 Fiscal Year budget. Staff is
recommending that $700,000 of the estimated $1.4 Million project cost be appropriated
from the 2015/2016 Fiscal Year budget, and has recommended and identified $700,000
from the General Fund as part of the 2016/2017 Fiscal Year budget. The Project budget
and current expenditures are identified in Table 1 below.
Table 1
Table of Project Costs Amount
General Fund 001/261 FY15/16 $700,000
General Fund 261 FY16/17 (Proposed) $700,000
Temporary Housing $22,450
Preliminary Abatement/Demo Costs $22,098
Preliminary Design ($43,800)
Final Design ($203,600)
Abatement/Demo Contract ($79,200)
Construction Management Estimated ($75,000)
Construction Contract (Estimated)
$950,000
Construction Contingency ($0
Balance Remaining $3,852
Sufficient funds are budgeted and available in General Fund (Capital Projects) Account
No. 261-3600-59483 for approval of Amendment No. 2.
i0
City Council Staff Report
May 18, 2016-- Page 11
Approval of Amendment No. 2 to Agreement 6757
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq., Ph.
Assistant City Manager/City Engineer City Manager
Attachments:
1. November 4, 2015, staff report
2. April 20, 2016, staff report
3. Amendment No. 2
II
ATTACHMENT 1
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• Cq<IFOR��P• T City Council Staff Report
Date: November 4, 2015 CONSENT CALENDAR
Subject: APPROVAL OF AMENDMENT NO. 1 IN THE AMOUNT OF $25,000 TO
CONSULTING SERVICES AGREEMENT NO. 6757 WITH INTERACTIVE
DESIGN CORPORATION FOR THE FIRE STATION NO. 4
REHABILITATION, CITY PROJECT NO. 15-25
From: David H. Ready, City Manager
Initiated by: Public Works & Engineering Department
SUMMARY
Approval of Amendment No. 1 revises the scope of work to include architectural
services to prepare specifications for abatement of the interior of Fire Station No. 4
(inclusive of all interior drywall, ductwork and insulation) for an additional cast not to
exceed of$25,000.
RECOMMENDATION:
1) Approve Amendment No. 1 to Agreement No. 6757 in the amount of $25,000 for a
total amount of $43,800 with Interactive Design Corporation for the Fire Station No.
4 Rehabilitation, City Project No. 15-25; and
2) Authorize the City Manager to execute all necessary documents.
BACKGROUND:
On September 28, 2015, the City Manager approved a Consulting Services Agreement
(A6757) in the amount of $18,800 with Interactive Design Corporation ("IDC") to initiate
review of the existing condition of Fire Station No. 4 located at 1300 S. La Verne Way.
The scope of the Agreement included "Phase I — Investigation" which includes the
following services:
• Research of Building
• Review existing information including original construction documents, repair reports
and documents, material and air quality testing reports, and any and all other
information related to current conditions, historic conditions and repairs, and
maintenance reports
a3
City Council Staff Report
November 4, 2015- Page 2
Fire Station No. 4 Rehabilitation-CP15-25
• Conduct field investigation of building as it is, including the areas where City
maintenance staff has recently removed and replaced drywall
• Review roof and exterior detailing and damage
Review original structural design and existing conditions of structural components
• Identify areas/locations with the building for selective demolition to reveal underlying
conditions
• Code context — meet with Chief Building Official to review how current Code may
impact remedial work
• Preliminary assessment and report — document existing conditions with field
observations and notes, photographs and sketch/details
An aerial photo of Fire Station No. 4 is provided in Figure 1:
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Figure 1
r in n r f IDC has completed Its Phase 1 investigation of Fire Station No. 4, and the results o the
review identify remedial work that should be completed, and future rehabilitation efforts
required to ensure this critical facility meets current Building Codes. A copy of IDC's
report is included as Attachment 1.
Fire Department personnel stationed at Fire Station No. 4 are currently being temporarily
housed in a trailer that has been acquired for interim use while the investigations and
remedial work is completed. As noted in IDC's report, the following process for
rehabilitation of Fire Station No. 4 is envisioned:
LQ
City Council Staff Report
November 4, 2015—Page 2
Fire Station No.4 Rehabilitation—CP15-25
1. Contract with a licensed abatement contractor to remove all interiors (drywall, existing
ductwork and insulation)
2. Document the "as-built" conditions
3. Design the upgrade/remodel and prepare Construction Documents
4. Contract for construction of upgrade/remodel
5. Re-occupy the building
Approval of Amendment No. 1 to the Agreement with IDC will allow staff to proceed with
preparation of contract specifications for the abatement of the existing building, identified
as step 1 in the processed outlined above. A copy of Amendment No. 1 is included as
Attachment 2.
The estimated cost of the abatement work is $75,000; a construction contract for the
abatement work will be presented for City Council for consideration of award in January
2016. Following completion of the abatement work, staff will coordinate with IDC to review
the "as-built" conditions and obtain a proposal for preparation of construction documents
for the required upgrade and remodel, which will be presented to City Council for its
consideration at a future date.
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 Fire Station No. 4 Rehabilitation,
City Project No. 15-25, is considered categorically exempt from CEQA, and a Notice of
Exemption will be prepared and filed with the Riverside County Clerk prior to initiation of
any construction.
FISCAL IMPACT:
This project is currently being funded through the General Fund. Sufficient funds are
available in the General Fund account 001-3520-59483 for approval of Amendment No.
1 in the amount of$25,000,
As noted in IDC's report, the full cost of rehabilitating Fire Station No. 4 is estimated at
$1.2 Million. Staff will review and identify alternatives for funding this work for the City
Council's consideration at the time a construction contract is presented for its
consideration.
15
City Council Staff Report
November 4, 2415—Page 2
Fire Station No. 4 Rehabilitation—CP15-25
SUBMITTED
Prepared by:
Marcus L. Fuller, VPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, Esq., WO
City Manager
Attachments:
1. IDC Report
2. Amendment No. 1
is
Attachment 1
ONow
NE PROJECT RECORD
■■❑ INTRACTIVE DESIGN CORPORATION
ARCHITECTS +
DATE 21 OCT2015 199 S. Civic Drive, Suite 10
Palm Springs, California 92262
TO Marcus Fuller, Assistant City Manager T: (760) 323-4990 f:(760) 322-5308
VIA hand delivery mail@interacrivedesigncorp.com
FROM Reuel Young
PROJECT IDC No. I5O5
SUBJECT Assessment Report for FS 94 Page I of 70
w.,..p,a.:a,y.gym m..wpmmr or m..x.K rN..mr.e wq.a m."ormM.wren ow naervwan.x a me manrou',..un norca xa,r.umns we rxcwe.Waco rwnrruon o,
DISTRIBUTION a
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BUILDING SYSTEMS ASSESSMENT OF FIRE STATION #4
EXECUTIVE SUMMARY
EXISTING BUILDING ASSESSMENT
The building is 45 years old, and has served the community well. It was built well before
current building standards and codes in terms of its structural, mechanical, plumbing and
electrical systems, and to continue to serve the community an upgrade of those systems is
necessary.
Attached are three reports from our consultants describing the elements that are not
incompliance with the current California Building Codes (Structural, Mechanical and
Electrical and Energy/Green).
In addition, certain functional standards for fire stations have also evolved and are not
adequately served by the current floor plan. The most evident is the lack of separation of
crew quarters for men and women, and the "open dorm" arrangement for sleeping. This
can be relatively easily addressed by converting the "Captain's Quarters" into female
quarters, and constructing partitions within the dorm room. Furthermore, the "back-of-
house" elements related to personal laundry and turnout gear cleaning need to be updated.
The recommended process, probable time frame and costs are summarized below and
expanded upon in the attachments.
PROCESS
I. Contract with a licensed abatement contractor to essentially gut the interiors
(remove all drywall, all existing ductwork, and insulation.)
2. Document the "as-built"conditions.
3. Design the upgrade/remodel and prepare Construction Documents.
4. Contract for construction.
5. Re-occupy the station.
P:11505 PS Fire#41EXSTG CONDTNS REPORTII SOS Assessment exec sum.dacx■
i8
■■■
■■■
■■❑ INTERACTIVE DESIGN CORPORATION
TIMEFRAME
I. The elapsed time for abatement, as-builts, design/construction document
preparation will be approximately one year.
2. Permitting, contract negotiations and construction will be approximately one year.
3. Move-in will be approximately September 2017.
COSTS
I. Construction costs will be approximately one million dollars.
2. Soft costs (design, testing and construction administration) will be approximately
$200,000.
Respectfully submitted,
Reuel Young
Attachments:
Schematic Schedule (IDC)
Schematic Statement of Probable Costs (IDC)
Structural System Assessment (Tang Structural Engineering)
Mechanical and Energy Systems Assessment (EquitySpec MEP)
Electrical System Assessment (MRC Engineering)
Schematic Cost Proposal for Abatement(Brickley Environmental)
PAI505 PS Fire#4%ExSTG CONDTNS REPORn i 505 Assessment exec sum.dotx■
Page 2 of 2
a9
-M SPRINGS FIRE STATION #4
REPAIR AND REMODEL SCHEMATIC SCHEDULE
21OCTIS
'.015 2016 2017
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o z s < E ,'� p Z o $ 'LL i a r ? a p o
_. _-
_- PHASEITASK _
ASSESSSMENT
SPECS)&D/CONTRACT:ABATEMENT
ABATEMENT WORK
AS-BUILT DOCUMENTATION&PROGRAMMING
DESIGN
6 CONSTRUCTION DOCUMENTS
PLAN CHK/PERMITTING — -
8 BIDDING/CONTRACT -+
9 CONSTRUCTION
10 ..MOVE IN
Interamn Desogn CoWanon
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CITY OF PALM SPRINGS FIRE STATION#4
REPAIR AND REMODEL
250CTI5
SCHEMATIC PROJECT BUDGET COMMENTS
1 ABATEMENT 75,000
CONSTRUCTION
STRUCTURE 100.000
EXTERIORS (GENERAL) 10,000
WINDOWS 20,000
ROOF REPAIR 10,0001
ROOF- REMOVE DRAINS;ADD SLOPED RIGIDIGUTTERS
REPAlR 8EAM5 10,000
PAINT 8,000
INTERIORS-CREW QUARTERS
DRYWALL& PAINT WALLS&CEILING: 10K SF @ $4/sf 40,000
INSULATION 10,000
1 CABINETS&FINISHES 18,000
KITCHEN 25,000
MISCELLANEOUS 30,000
RECONFIGURATION FOR SLEEPING AND WOMENS 20,000
INTERIORS-APPARATUS BAY
DRYWALL&PAINT WALLS&CEILING;5K SF @$2.50/sf 7,500
MISCELLANEOUS 10,000
MECHANICAL(ONE NEW UNIT ALREADY PUCHASED)
NEW UNIT 8,000
NEW DUCTWORK 12,000
EXHAUST FANS AND RELIEF VENTS ' 3,000
PLUMBING
STORM DRAIN&SEWER(abandon and new) 15,0001
ROOF DRAINS 16 @ 500 10,000
ABANDON DRAINS ADD SLOPED RIGID AND GUTTERS
FIXTURES 10 @ 1200 12,000
SHOWERS 4,000
RE-PIPE WITH COPPER 20,000
ELECTRICAL ($15/sl) 75,000
EMERGENCY GENERATOR 60,000
SITE
STORM DRAIN SAND/WATER SEPARATOR 25,000
GENERAL 15,000
subtoal hard coos 652,500
GENERAL CONTRACTOR
GENERAL CONDITIONS @ 5% 32,625!
OVERHEAD AND PROFIT @ 18% 117,4501
subtotal hard costs plus GC 802,575
`CONTINGENCY @ 20% 160,515
project budget 963,090
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Palm Springs Fire Station No. 4 EXISTING CONDITIONS
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Attachment 2
23
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 6757
WITH INTERACTIVE DESIGN CORPORATION
FIRE STATION NO. 4 REHABILITATION
CITY PROJECT NO. 15-25
The following articles of Agreement No. 6757 are hereby amended to read as follows:
SECTION 3.1 Maximum contract amount is increased by $25,000, and the total amount of
compensation is amended to $43,800.
SCOPE OF SERVICES (Exhibit"A")- Exhibit"A" is amended as follows:
Add the following Phase II scope of work:
Phase 11—Preparation of Abatement Specifications
Preparation of contract specifications and exhibits as necessary to obtain public bids for removal of
all interior improvements, including removal of drywall, all existing ductwork, and insulation.
The Compensation identified on Exhibit"A" is hereby amended as follows:
Compensation for Phase II — Preparation of Abatement Specifications shall be hourly based upon
the standard rates of the Architect and his Consultants, not to exceed $25,000.
Total Contract amount is increased by$25,000 and amended to a total amount of$43,800.
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 16-0418
Agreement Number: 6757
Original City Manager Approval: June 22, 2010
Original Contract Amount: $ 18,800
Amount of Prior Increases $ 0
Amount of This Increase $ 25,000
Amended Total: $ 43,800
Account Number: 001-3520-5M3
24
Except as specifically amended by this Amendment No. 1, all terms and provisions of Agreement
No. 6757 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: Interactive Design 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:
25
ATTACHMENT 2
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441F014� City Council Staff Report
DATE: April 20, 2016 NEW BUSINESS
SUBJECT: AWARD A CONSTRUCTION CONTRACT TO JANUS CORPORATION,
A CALIFORNIA CORPORATION, IN THE AMOUNT OF $79,200 FOR
THE FIRE STATION NO. 4 REHABILITATION (DEMOLITION &
ABATEMENT), CITY PROJECT NO. 15-25
FROM: David H. Ready, City Manager
BY: Office of the City Manager
Fire Department
I
SUMMARY
Award of this contract will allow the City to proceed with demolition and abatement
services for Fire Station No. 4 Rehabilitation, City Project No. 15-25. The inside
demolition must first be completed to allow the City's Architect to evaluate the interior
construction of the building to appropriately design remodel plans and specifications.
RECOMMENDATION:
1. Reject the lowest bid received from 5M Contracting, Inc., a California corporation, as
non-responsive;
2. Award a construction contract (Agreement No. to Janus Corporation, a
California Corporation, in the amount of $79,200 for the Fire Station No. 4
Rehabilitation (Demolition &Abatement), City Project No. 15-25;
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On February 3, 2016, the City Council approved the plans, specifications and estimate
and authorized staff to advertise and solicit bids for the demolition and abatement phase
of the Fire Station No. 4 renovation project, located at 1300 S. La Verne Way. The
scope of work comprises the demolition, removal and disposal of interior fixtures and
appliances, abatement, removal and disposal ("remediation") of any hazardous building
materials, and any other appurtenant work. A copy of the February 3, 2016, staff report
is included as Attachment 1.
ITEM NO. 27
City Council Staff Report
April 20, 2016-- Page 2
Award CP15-25, Fire Station No. 4 (Demolition &Abatement)
The location of the Project is shown in Figure 1 below and a vicinity map is included as
Attachment 2.
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Figure 1
The contract bid documents were prepared by Interactive Design Corporation ("IDC")
and on February 6, 2016, the City Council approved the plans, specifications and
working details, and authorized staff to advertise and solicit bids for the Project.
Subsequently, on March 10, 2016, the Procurement and Contracting Division received
five construction bids from the following contractors:
CornIpi—ny Location Bid Amount
5M Contracting, Inc. "*
***non-responsive Tustin, CA $53,850
Janus Corporation Riverside, CA $79,200
T3 Contractors, Inc. Riverside, CA $103 000
Brickley Environmental San Bernardino, CA $105,723
Unlimited Environmental, Inc. I Signal Hill, CA $109,400
The estimate was $110,000; a full bid summary is included as Attachment 3.
Bid Analysis
As part of the City's normal bid review process, staff reviewed all of the bid documents
submitted by the apparent low bidder, 51M Contracting, Inc., (5M), to ensure compliance
with the Instructions to Bidders. After staffs review, staff determined that 5M submitted
City Council Staff Report
April 20, 2016 — Page 3
Award CP75-25, Fire Station No. 4(Demolition&Abatement)
an incomplete bid by failing to register as a bidder which demonstrates interests of
submitting a bid. Additionally, 5M failed to acknowledge Addendum No. 1 issued on
March 3, 2016, in the bid submittal. Furthermore, 5M failed to submit their notarized bid
bond; the notarized bid bond from the surety company was the only bid bond received
in the bid submittal. As specified in the bid documents, failure to register as a bidder or
by neglecting such acknowledgement of receipt of an Addendum may render the bid as
non-responsive.
Staff reviewed the bid documents submitted by the second low bidder, Janus
Corporation, and determined that its bid was compliant with the Instructions to Bidders.
On all advertisements for bids, the City issues a disclosure under Section N-3 "Award of
Contract," in its Notice Inviting Bids declaring that:
The City reserves the right after opening bids to reject any or all bids, to waive any
informality (non-responsiveness) in a bid, or to make award to the lowest responsive,
responsible bidder, and reject all other bids, as it may best serve the interest of the City.
As a California charter city, pursuant to relevant state and case law, the City Council
retains general authority to award contracts in the best interests of the City. On the
basis that the City Council rejects the lowest bid submitted by 5M Contracting, Inc., as
non-responsive, staff recommends that the City Council approve the bid submitted by
Janus Corporation, and determine that Janus Corporation of Riverside, California,
submitted the lowest responsive bid.
Public Works Contractor Registration Law(SB 854)
Under California Labor Code Section 1771.1, as amended by Senate Bill (SB) 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. Staff has reviewed the DIR's contractor registration database, and has confirmed
that Janus Corporation is registered with the DIR and is appropriately licensed.
Janus Corporation, of Riverside, California, submitted the lowest responsive bid; staff
reviewed the bid and contractor's license, and found Janus Corporation to be properly
licensed and qualified. A construction contract with Janus Corporation is included as
Attachment 4.
Local Business Preference Compliance
Section 7.09.030 of the Palm Springs Municipal Code, "Local Business Preference
Program," requires prime contractors to use good faith efforts to subcontract the supply
of materials and equipment to local business enterprises and to subcontract services to
businesses whose work force resides within the Coachella Valley. Staff acknowledges
that Janus Corporation is not considered a local business as being located outside of
29
City Council Staff Report
April 20, 2016 — Page 4
Award CP15-25, Fire Station No. 4 (Demolition &Abatement)
the Coachella Valley. Additionally, staff acknowledges that Janus Corporation did not
provide sufficient evidence of a good faith effort to subcontract service or supplies to
local businesses. However, the bid submitted from Janus Corporation is $23,800 less
than (or 23% under) the third low responsive bidder, T3 Contracting, Inc., who
submitted the third low responsive bid. T3 Contracting Inc., is also not considered a
local business, but provided evidence of good faith efforts to subcontract$3,300 (or 3%)
of services or supplies to local businesses in Palm Springs. Given that both the second
and third lowest bidders reside outside of the Coachella Valley and the cost to
subcontract services or supplies is marginal compared to the cost savings from the bids
submitted, staff recommends the City Council waive the requirement for local business
preference and award a contract to Janus Corporation.
Temporary Relocation of Fire Department Personnel to Former Fire Station No. 5
As Fire Station No. 4 requires a complete renovation, the personnel assigned to that
station have been temporarily relocated to a trailer the City has leased and located on-
site. However, during the remodel and remediation, an alternate temporary Fire Station
will be required during the anticipated construction phases:
Phase 1 — Demolition and Abatement: 3 months
Phase 2 — Fire Station No. 4 Remediation (Design): 6 months
Phase 3 — Fire Station No. 4 Remediation (Construction): 9 months
The anticipated schedule for completion of this project is 18 months from the start of
Phase 1, with the demolition and abatement. Phase 1 includes the demolition and
remediation of any hazardous materials within the building, which could include the
following:
• Removal of any asbestos-containing materials, lead-based paint, mold, etc.;
• Disconnecting and capping of all utilities to the source;
Demolition, removal and disposal of interior drywall, plaster walls, ceilings, and pipe
insulation
During the abatement and demolition phase, the apparatus bay will not be available to
the Fire Department personnel or equipment, and relocation of the personnel to an
alternative location during this work will be required. The Fire Chief is recommending
personnel assigned to Fire Station No. 4 relocate to Fire Station No. 5 at least through
the duration of Phase 1 while the work is underway.
After completion of Phase 1, Fire Station No. 4 will be completely demolished within the
interior, leaving the framed interior walls with no electrical service. It is at this time that
Interactive Design Corporation will evaluate the condition of the interior of the building,
make an accurate "as-built' drawing, and complete the design for the interior remodel
and rehabilitation of Fire Station No. 4 to address problems with plumbing, as well as
new logistical issues with hazardous material decontamination, segregating crew
quarters for male/female staff, and ADA accessibility issues.
30
City Council Staff Report
April 20, 2016— Page 5
Award CP15-25, Fire Station No. 4(Demolition R Abatement)
IDC anticipates completion of the design, considered Phase 2 of the project, will extend
6 months. While it is possible to relocate the Fire Department personnel back to Fire
Station No. 4 for 6 months during Phase 2, there are certain logistical issues with re-
establishing temporary electrical service and cooling of the stripped-down apparatus
bay for the Fire Engines and equipment, as well as relocation of the crew itself and their
quarters to a temporary trailer at Fire Station No. 4.
However, during the physical reconstruction and remodel of Fire Station No. 4, the Fire
Department personnel and equipment cannot remain at Fire Station No. 4, and would
be required to relocate again to an alternative location, such as Fire Station No. 5. The
Fire Chief will be assessing the situation and will make a recommendation on moving
back into Station 4 during the design phase, or maintain the temporary station location.
Fire Department staff has analyzed how the temporary station relocation will affect
response times to Station 4 response areas, primarily south/southeast Palm Springs.
Attachment 5 illustrates the current response times throughout the City, and
Attachment 6 highlights the anticipated response time change with the temporary
relocation of Station 4, which shows approximately the same travel response times with
the exception of the far South Palm Springs area, with an additional one to two minute
response.
However, to help mitigate any increase in response time — particularly with paramedic
calls, which are the vast majority of calls for service — the Chief is recommending adding
a "Rapid Response Paramedic Unit" staffed with two Firefighter/Paramedics at Fire
Station No. 1, located in Downtown. This added unit will respond, supplementing Fire
Engine Units, and will allow a paramedic response within generally five minutes for the
majority of the response area and within seven minutes to Bogert Trail area.
It is important to note, adding a permanent Rapid Response Paramedic Unit is a policy
question that has been analyzed and discussed at the staff level to improve overall
response times citywide — and will be presented in the upcoming Fiscal Year 2016-17
budget proposal. On a temporary basis, pending City Council action on the new budget,
it is recommended staffing the Rapid Response Paramedic Unit with current personnel
on an overtime basis. Further discussions of these costs are noted below under "Fiscal
Impact' of this report.
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
31
City Council Staff Report
April 20, 2016 --Page 6
Award CP15-25, Fire Station No. 4 (Demolition 8 Abatement)
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 Fire Station No. 4 Rehabilitation,
City Project No. 15-25, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk. A copy of the
Notice of Exemption is included as Attachment 7.
FISCAL IMPACT:
The Fire Station No. 4 renovation project is estimated to cost $1.2 million per the initial
architectural estimate — with $600,000 set aside in the current Capital Budget and
$700,000 being requested in the upcoming Fiscal Year 2016-17 Budget. Funding for
this initial contract (Janus - $79,200) will come from the current Capital Project Fund,
Account No. 261-3600-59483.
Also, it's anticipated that the former Fire Station No. 5, on Bolero Road (off Golf Club
Drive), which will become Temporary Fire Station No. 4, will require some minor repairs
and improvements (i.e. window blinds, paint, etc.). Those costs are not anticipated to be
in excess of$20,000 and will be paid for with budgeted "facility maintenance" accounts.
Staffing for the Rapid Response Paramedic Unit (2 existing fire personnel per shift on
an overtime basis) will cost approximately $74,000 per month. The cost for this staffing
plan through Phase 1 is $222,000; at that time, it may be possible to relocate personnel
to the trailer at Fire Station No. 4 during Phase 2 — Design (6 months), and save
additional overtime costs. However, during Phase 3 — Construction (9 months), Fire
personnel would have to return to the temporary station, and the overtime costs would
then continue for the additional paramedic unit. Overtime costs for Phase 3 are
estimated at approximately $665,000. These costs will require additional Fire
Department Overtime appropriations in the new Fiscal Year Budget.
However, as noted above, during the budget discussion we will be recommending the
permanent addition of the Rapid Response Paramedic Unit — and if approved, a
significant amount of the overtime costs here, would be avoided. The annual cost for
the new paramedic unit, if approved, will be approximately $784,000.
A Squad vehicle currently in reserve service will be utilized for the temporary program.
If City Council approves the permanent program — a new Squad would be included in
the Fiscal Year 2016-17 Motor Vehicle Fund appropriation.
312
L
City Council Staff Report
April 20, 2016-- Page 7
Award CP15-25, Fire Station No. 4(Demolition 8 Abatement)
SUBMITTED:
Marcus L. Fuller, A, P.E., P.L.S. �IKe in Nalder
Assistant City Manager/City Engineer Fird Chief
David H. Ready,
City Manager
33
ATTACHMENT 3
34
AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT NO. 6757
WITH INTERACTIVE DESIGN CORPORATION
FIRE STATION NO. 4 REHABILITATION
CITY PROJECT NO. 15-25
The following articles of Agreement No. 6757 are hereby amended to read as follows:
SECTION 3.1 Maximum contract amount is increased by $206,500, and the total amount of
compensation is amended to $250,300.
SCOPE OF SERVICES (Exhibit "A") - Exhibit "A" is amended as follows:
Add the following Phase III and Phase IV scope of work:
Phase III —Programming & Schematic Design
1. Programming
a. Review functions and adjacencies with Fire staff
b. Review building systems with City maintenance
c. Review building systems with City's consultants
d. Determine relevant codes
2. Retrofit and remediation
a. Document existing conditions following Abatement
b. Research alternative long-term solutions to existing failed systems (roof drainage,
grease/sand separator, building sanitary sewer, exterior water damage and
deterioration), landscape metering, and irrigation
3. Schematic Design
a. Site review: access, parking, drainage and storm water management
b. Site design: Addition location and site modification (drainage, paving)
c. Building design: envelope, floor plan, building systems
d. IT specialties: integration of data/communications/security systems
e. Emergency generator parameters
f. Code update requirements: energy efficiency seismic, gear decontamination
g. Coordination with City's consultants
h. Preliminary schedule and estimate
i. Peer review: current best-practices for fire station design
4. Schematic Design presentation
a. City and fire department staff
b. City Council
5. City Major Architectural Application
a. Planning Department exhibits
b. Presentation at Architectural Advisory Committee and Planning Commission
Phase IV—Contract Documents
1. Construction Plans
a. Repair/remediation of existing conditions
b. Abatement of roof mastic and plaster at openings
c. Exterior finish repair and remediation
d. Structural retrofit plans and details
e. Sanitary and storm-drain sewer retro-fit/replacement
35
2. Architectural Plans (retro-fit& addition):
a. Site and hardscape plan
b. Building floor plans and tie-in
c. Building roof plans and tie-in
d. Building sections and interior elevations
e. Building exterior elevations and tie-in
f. Details, wall sections and specialty equipment
g. Window, door, and finish schedules
3. Structural Plans:
a. Foundation plan (retro-fit& addition)
b. Roof framing plan (retro-fit & addition)
c. Lateral and vertical load analysis
d. Details
4. Mechanical Plans (retro-fit & addition)
a. Building HVAC floor plan
b. Building HVAC roof plan
c. Title 24 calculations
d. Apparatus bay ventilation and vehicle exhaust system
e. Details and schedules
5. Plumbing Plans (retro-fit & addition)
a. Site plumbing plan (water meter, points of connection and distribution for domestic,
fire suppression and irrigation)
b. Building plumbing plans (gas, water and waste)
c. Roof drainage system
d. Apparatus bay floor drain and separator
e. Water and waste demand calculations
f. Legend, fixture schedules and details
6. Electrical Plans (retro-fit & addition)
a. Details, fixture schedules and diagrams
b. Building electrical plan (service entry and meter, switchgear and sub-panels for
power and lighting)
c. Exterior lighting plans (landscape and security)
d. Emergency generator design and interface
e. Data/communication/dispatch systems pathways and equipment (coordination with
Client IT consultant)
f. Building load calculations
g. Title 24 calculations
7. Fire Suppression Plans (retro-fit &addition)
a. Site plan (connection to water service)
b. Building fire suppression system plans
c. Fire suppression calculations
d. Legend, fixture schedules and details
8. Landscape Plans
a. Landscape site plan
b. Planting plan —trees
c. Planting plan —shrubs and ground cover
d. Irrigation plan
e. Details and schedules
36
9. Technical specifications
10. Document review and coordination
a. In-house review
b. Peer review
c. Coordination with City's Consultants and their documents
d. Constructability and cost review by contractor
e. Project schedule and cost update
11. Plan review/permit issuance
a. Plan review submittal
i. City staff
ii. Planning department
iii. Public works department
iv. Fire department
v. Building and safety department
12. Review and re-submit with plan review corrections
The Compensation identified on Exhibit"A" is hereby amended as follows.
Compensation for Phase III — Programming and Schematic Design shall be hourly based upon the
standard rates of the Architect and his Consultants, not to exceed $42,500.
Compensation for Phase IV— Contract Documents shall be hourly based upon the standard rates
of the Architect and his Consultants, not to exceed $145,000.
Coordination and meetings with City staff and consultants shall be hourly based upon the standard
rates of the Architect and his Consultants, not to exceed $15,000.
Reimbursable for expenses shall be on an allowance, not to exceed $4,000.
Total Contract amount is increased by $206,500 and amended to a total amount of$250,300.
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 16-0418
Agreement Number: 6757
Original City Manager Approval: June 22, 2010
Original Contract Amount: $ 18,800
Amendment No. 1 $ 25,000
Amount of This Increase $ 206,500
Amended Total: $ 250,300
Account Number: 001-3520-59483
37
Except as specifically amended by this Amendment No. 2, all terms and provisions of Agreement
No. 6757 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: Interactive Design 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:
38