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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
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. �`!
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.
2 U lea. - r
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:
Company Location Bid Amount
5M Contracting, Inc. Tustin, CA $53,850
""non-responsive
Janus Corporation Riverside, CA $79,200
T3 Contractors, Inc. Riverside, CA $103,000
Brickley Environmental San Bernardino, CA $105,723
Unlimited Environmental, Inc. 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, 5M Contracting, Inc., (5M), to ensure compliance
with the Instructions to Bidders. After staffs review, staff determined that 5M submitted
02
City Council Staff Report
April 20, 2016 -- Page 3
Award CP15-25, 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 of03
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. 04
City Council Staff Report
April 20, 2016 -- Page 5
Award CP15-25, Fire Station No. 4 (Demolition &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
05
City Council Staff Report
April 20, 2016-- Page 6
Award CP15-25, Fire Station No. 4 (Demolition &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.
06
City Council Staff Report
April 20, 2016 -- Page 7
Award CP15-25, Fire Station No. 4 (Demolition &Abatement)
SUBMITTED:
Marcus L. Fuller, A, P.E., P.L.S. Ke in Nalder
Assistant City Manager/City Engineer Fir Chief
David H. Ready, Esq., P
City Manager
Attachments:
1. February 3, 2016, City Council staff report
2. Vicinity Map
3. Bid Summary
4. Construction Contract
5. Station 4 Travel Time Map
6. Station 5 Travel Time Map
7. CECA Notice of Exemption
07
ATTACHMENT 1
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q<,FoaN, City Council Staff Report
DATE: February 3, 2016 CONSENT CALENDAR
SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID THE FIRE STATION NO. 4
REHABILITATION (DEMOLITION & ABATEMENT), CITY PROJECT NO.
15-25
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
The construction documents (plans and specifications) have been completed, and in
accordance with Section 7.03.040 of the Procurement and Contracting Code the City
Council is required to approve and adopt plans, specifications and working details, and
authorize the bid request for all public projects in excess of $100,000. Approval of this
action will allow staff to proceed with bidding of this capital project, with an estimated
cost of$110,000.
RECOMMENDATION:
Approve the plans, specifications and estimate and authorize staff to advertise and
solicit bids for the Fire Station No. 4 Rehabilitation (Demolition & Abatement), City
Project No. 15-25.
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
Fire Station No. 4 located at 1300 S. La Verne Way. The scope of services for
Amendment No. 1 consists 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 pubic bids for the subject project. A copy
of the November 4, 2015, staff report is included as Attachment 1.
The proposed work includes, but is not limited to: utility coordination; remediation of any
remaining asbestos containing materials, lead-based paint, mold, insect and rodent
dropping removal and decontamination, and other hazardous building materials;;
ITEM NO._ �G
09
City Council Staff Report
February 3, 2016 --Page 2
Authorization to Bid CP15-25(Demolition &Abatement)
disconnecting and capping of all plumbing, gas lines, waste and water piping, electrical
wiring and all other utilities to the source; demolition, removal and disposal of interior
drywall, plaster walls, ceilings, and pipe insulation; and any other appurtenant work.
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 prepared by IDC are currently under review by the Building
Department for compliance with required Building Codes. Staff recommends that,
subject to final approval by the Building Official, the City Council approve the plans and
authorize staff to formally solicit construction bids for the Project.
With 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 Public Works & Engineering
Department. The following tentative schedule has been identified for the bid process:
Notice Inviting Bids posted and issued: February 11, 2016
Deadline for receipt of bids: 3:00 PM, March 17, 2016
Contract awarded by City Council: April 6, 2016
10
City Council Staff Report
February 3, 2016--Page 3
Authorization to Bid CP15-25(Demolition&Abatement)
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 an 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 parlitions,
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 3.
FISCAL IMPACT:
Abatement and rehabilitation of Fire Station No. 4 was an unscheduled capital project,
and is currently being funded by the General Fund. As noted in IDC's report, the full
cost of rehabilitating Fire Station No. 4 is estimated at $1.2 Million, with the abatement
and demolition phase estimated at $110,000. 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.
Staff recommends that the City Council authorize bidding of the Project to obtain final
costs, allowing staff to identify funding alternatives for City Council consideration at the
time a contract is scheduled for award.
SUBMITTED:
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. November 4, 2015, City Council staff report
2. Vicinity Map
3. CEQA Notice of Exemption
11
ATTACHMENT 1
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c4`11:01t City Council Staff Reporf
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 cost 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
ITEM NO._dY --
13
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
IDC has completed its Phase 1 investigation of Fire Station No. 4, and the results of 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:
- 14
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 upgradeiremodel
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 t 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 i
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 priorto 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 Councit Staff Report
November 4, 2015—Page 2
Fire Station No.4 Rehabilitation—CP15-25
SUBMITTED
Prepared by:
Marcus L. Fuller, WPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, Esq., PfM
City Manager
er
Attachments:
1. IDC Report
2. Amendment No. 1
16
Attachment 1
17
■■■ PROJECT RECORD
■■■
■E❑ INTRACTIVE DESIGN CORPORATION
ARCHITECTS +
DATE 21 OCT2015 199 S.Civic Orive,Suite 10
Palm Springs,California 92262
TO Marcus Fuller, Assistant City Manager T:(760)323-4990 F:(760)322-5308
VIA hand delivery mail@interactivedesigmarp.com
FROM Reuel Young
PROJECT IDC No. ISOS
SUBJECT Assessment Report for FS#4 Page 1 of 70
w.,..oro< .:a anewp,n<v r me.ee.<.a..r«e wa<n i.".w,M.,aa,...nx,m.r e a m<mss.,.wws.00e e<w..unw.re,xe,..ia.a,ewaucan er
DISTRIBUTION
Fax
13UILDING SYSTEMS ASSESSMENT OF FIRE STATION ##4
EXECUTIVE SUMMARY
EXISTING BUILDING ASSESSMENT
The building is 4S 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 upgradefremodel and prepare Construction Documents.
4. Contract for construction.
5. Re-occupy the station.
P:11505 PS Fire#41ExSTG CONDTNS REPORT11505 Assessment exec sum.docx■
18
■■■
■■■
NEC] 1 NTERACTI V E DESIGN CORPORATION
TI MEFRAM E
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)
PAI SOS PS Fire#AEXSTG CONDTNS REPORW SOS Assessment exec aumAoex■
Page 2 of 2
19
PALM SPRINGS FIRE STATION 94
REPAIR AND REMODEL SCHEMATIC SCHEDULE
21 OCT I S
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PHASF:TASIt
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2 SPECSIBIDICONTRACT!ABATEMENT
3 .ABATEMENT WORK — I
4 AS•BUILT DOCUMENTATION&PROGRAMMING
5 DESIGN
b CONSTRUCTION DOCUMENTS , f
PLAN CHK/PERMITTING
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9 CONSTRUCTION i
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CITY OF PALM SPRINGS FIRE STATION#4
REPAIR AND REMODEL
25OCT15
SCHEMATIC PROJECT BUDGET COMMENTS
ABATEMENT 75.000
CONSTRUCTION
STRUCTURE 100.000
EXTERIORS(GENERAL) 10.000
WINDOWS 20.000
0.00E REPAIR 10,0001
ROOF-REMOVE DRAINS:ADD SLOPED RIGIDIGUTTERS
REPAIR BEAMS 10,000
PAINT 8,000
INTERIORS-CREW QUARTERS
DRYWALL&PAINT WALLS&CEILING: I OK SF S4fsf 40.000
INSULATION 101000
CABINETS&fINISH ES 18,000
KITCHEN 25,000
MISCELLANEOUS 30.000
RECONFIGURATION FOR SLEEPING AND WOMENS 20,000
INTERIORS-APPARATUS BAY
DRYWALL&PAINT WALLS&CEILING:SK SF $2.50/sf 7,500
MISCELLANEOUS 101000
MECHANICAL(ONE NEW UNIT ALREADY PUCHASED)
NEW UNIT 8A00
NEW DUCTWORK 12,000
EXHAUST FANS AND RELIEF VENTS ' 3.000.
PLUMBING
L STORM DRAIN&SEWER(abandon and new) I5,000
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 (SIS/sq 75.000
EMERGENCY GENERATOR 60.000
SITE
1 STORM DRAIN SAND/WATER sEPARATOR 25,000
GENERAL - -- - — 15,000
subtotal hard cosu ' 652,500
-
- GENERALCONTRACTOR
GENERAL CONDITIONS @ 5% 32,625' -
OVERHEAD AND PROFIT @ 18% 1 17450
subtotal hard costsplus GC 802.575
CONTINGENCY @ 20% 160,515
prgecc budset %3,090
lrava�.r � „ 21
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Palm Springs Fire Station No. 4 EASMCOWDITOV ?M'
1300 LA VERNE WAI :,AtM
h1,
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 emended 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 I!—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-A-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.Treasureror Chief Financial Officer
Name, Name:
Title: Title:
•2 5
ATTACHMENT 2
26
Department of Public Works and Engineering µ
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27
ATTACHMENT 3
28
NOTICE OF EXEMPTION
To: ❑ Cffice of Planning and Research From: City of Palm Springs
1400 Tenth Street,Room 121 3200 E-Tahquitz Canyon Way
Sacramento,CA 95814 Palm Springs,CA 92262
® Clerk of the Board
County of Riverside
P.O. Box 751
Riverside,CA 92502-0751
Project Title: Fire Station No.4.Rehabilitation City Proiect No. 15-25
Project Applicant: City of Palm Springs
Project Location(Specific):Fire Station No.4 is located at 1300 S. Le Verne Way, Palm Springs,CA 92262
Project Location(City): City of Palm Springs Project Location (County): Riverside
Project Description: The scope of work will Includes: abatement, removal and disposal (remediation) of asbestos containing
materials, lead-based paint and lead containing materials, mold, insect and rodent dropping removal and decontamination, and
other hazardous building materials; utility coordination including disconnecting and capping of all utilities; demolition, removal,
and disposal of interior drywall, plaster walls,ceilings,and pipe insulation;and the rehabilitation of the public structure.
Name of Public Agency Approving Project: City of Palm Springs
Name of Person or Agency Carrying Our Project:City of Palm Springs,Public Works&Engineering Department
3200 E.Tahquib!Canyon Way,Palm Springs,CA 92262
Exempt Status: (check one)
❑ Ministerial (Sec.21080(b)(1); 15268);
❑ Declared Emergency(Sec.21080(b) (3); 15269(a));
❑ Emergency Project(Sec.21080(b)(4); 15269(b)(c));
® Categorical Exemption. State type and section number: 15301 Class 1 (a)—Existing Facilities
❑ Slatulory Exemptions. State code number.
Reasons why project Is exempt: Class 1 consists of operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public or private structures,facilities, mechanical equipment,or topographic features, involving negligible or
no expansion of use beyond that existing at the time of the lead agency's determination. Interior or exterior alterations involving
such things as interior partitions, plumbing, and electrical conveyances. Therefore, the Fire Station No. 4, Demolition and
Abatement,City Project No. 15-25,is considered categorically exempt from CEOA.
Lead Agency Contact Person: Marcus L. Fuller Area CoderfelephonelExlension: (7601322-11380
If Bled by applicant:
1.Attach certified document of exemption finding,
2.Has a Notice of Exemption filed by the public agency approving the project?❑Yes ❑No
Signal Date: 1-26-16 Title: Asst. City Manager!City Engineer
®Signed by Lead Agency❑Signed by Applicant
Authority cited: Sections 21 D83 and 21110, Public Resources Code Date received for filing at OPR:
Reference: Sections 211 D8,21152,and 21152.1, Public Resources Code.
29
ATTACHMENT 2
30
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31
ATTACHMENT 3
32
FIRE STATION NO.4
DEMOLITION &ABATEMENT
CITY PROJECT NO. 15.25
BID SUMMARY Bid Opening:March 10,2016
BASE BID SCHEDULE ICI
ODANT. UNIT $-m JANUS T-3 BRICKLEV UNLIMITED
DESCRIPTION CONTRACTING CONTRACTORS ENVIRONMENTAL ENVIRONMENTAL
The scope of work of this Lump Sum Bid Schedule comprises the demolition and
abatement,including:demolition,removal and disposal of interior Postures.partitions,
cabinets and doors,carpet and tile flooring,appliances;remediation of asbestos
containing materials,lead-based paint and lead containing materials,mold.insect and
rodent dropping removal and decontamination in drywall,ceilings,plaster and tile walls,
and pipe insulation;utility coordination,disconnecting and capping of all utilities,and all
appurtenant work as identified for the PS Fire Station 4 Deconstruction,as identified 1 LS $53,650.00 $79,200.00 $103,000.00 $105,723.00 $109,400.00
on Drawing Sheet No.T-1,D-1.1,D-2.1,D-2.2 of the Construction Drawings,and
all other applicable General Notes,details,and associated information shown on
the Drawings.
1 2 3 4 5
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ATTACHMENT 4
34
AGREEMENT
(CONSTRUCTION CONTRACT)
THIS AGREEMENT made this _ day of 20, by and between
the City of Palm Springs, a charter city, organized and existing in the County of Riverside,
under and by virtue of the laws of the State of California, hereinafter designated as the
City, and Janus Corporation, a California corporation hereinafter designated as the
Contractor.
The City and the Contractor, in consideration of the mutual covenants hereinafter set
forth, agree as follows:
ARTICLE 1 --THE WORK
For and in consideration of the payments and agreements to be made and performed by
City, Contractor agrees to furnish all materials and perform all work required to complete
the Work as specified in the Contract Documents, and as generally indicated under the
Bid Schedule(s)for the Project entitled:
FIRE STATION NO. 4
DEMOLITION AND ABATEMENT
CITY PROJECT NO. 15-25
The Work comprises the demolition, removal and disposal of interior fixtures and
appliances; abatement, removal and disposal ("remediation") of hazardous building
materials, and any other appurtenant work at the Fire Station No. 4 located at 1300 S. La
Verne Way, situated at the northwest corner of E. Marion Way and S. La Verne Way.
ARTICLE 2 -- COMMENCEMENT AND COMPLETION
The Work to be performed under this Contract shall commence on the date specified in
the Notice to Proceed by the City, and the Work shall be fully completed within the time
specified in the Notice to Proceed.
The City and the Contractor recognize that time is of the essence of this Agreement, and
that the City will suffer financial loss if the Work is not completed within the time specified
in Article 2, herein, plus any extensions thereof allowed in accordance with applicable
provisions of the Standard Specifications, as modified herein. They also recognize the
delays, expense, and difficulties involved in proving in a legal proceeding the actual loss
suffered by the City if the Work is not completed on time. Accordingly, instead of
requiring any such proof, the City and the Contractor agree that as liquidated damages or
delay (but not as a penalty), the Contractor shall pay the City the sum specified in Section
6-9 of the Special Provisions for each calendar day that expires after the time specified in
Article 2, herein. In executing the Agreement, the Contractor acknowledges it has
reviewed the provisions of the Standard Specifications, as modified herein, related to
liquidated damages, and has made itself aware of the actual loss incurred by the City due
to the inability to complete the Work within the time specified in the Notice to Proceed.
FIRE STATION NO.4 DEMOLITION AND ABATEMENT
CITY PROJECT NO. 15-25 AGREEMENT FORM
FEBRUARY 2016 PAGE 1
35
ARTICLE 3 -- CONTRACT PRICE
The City shall pay the Contractor for the completion of the Work, in accordance with the
Contract Documents, in current funds the Contract Price(s) named in the Contractor's Bid
Proposal and Bid Schedule(s), and any duly authorized Construction Contract Change
Orders approved by the City. The amount of the initial contract award in accordance with
the Contractor's Bid Proposal is $79,200 (Seventy Nine Thousand Two Hundred Dollars
and Zero Cents).
Contractor agrees to receive and accept the prices set forth herein, as full compensation
for furnishing all materials, performing all work, and fulfilling all obligations hereunder.
Said compensation shall coverall expenses, losses, damages, and consequences arising
out of the nature of the Work during its progress or prior to its acceptance including those
for well and faithfully completing the Work and the whole thereof in the manner and time
specified in the Contract Documents; and, also including those arising from actions of the
elements, unforeseen difficulties or obstructions encountered in the prosecution of the
Work, suspension of discontinuance of the Work, and all other unknowns or risks of any
description connected with the Work.
ARTICLE 4-- THE CONTRACT DOCUMENTS
The Contract Documents consist of the Notice Inviting Bids, Instructions to Bidders, the
prevailing rate of per diem wages as determined by the Director of the California
Department of Industrial Relations, the accepted Bid and Bid Schedule(s), List of
Subcontractors, Local Business Preference Program — Good Faith Efforts, Non-
Discrimination Certification, Non-Collusion Declaration, Bidder's General Information, Bid
Security or Bid Bond, this Agreement, Worker's Compensation Certificate, Performance
Bond, Payment Bond, Standard Specifications, Special Provisions, the Drawings,
Addenda numbers 1 to 2, inclusive, and all Construction Contract Change Orders and
Work Change Directives which may be delivered or issued after the Effective Date of the
Agreement and are not attached hereto.
ARTICLE 5 -- MUTUAL OBLIGATIONS
For and in consideration of the payments and agreements to be made and performed by
the City, the Contractor agrees to furnish all materials and perform all work required for
the above stated project, and to fulfill all other obligations as set forth in the aforesaid
Contract Documents.
City hereby agrees to employ, and does hereby employ, Contractor to provide the
materials, complete the Work, and fulfill the obligations according to the terms and
conditions herein contained and referred to, for the Contract Price herein identified, and
hereby contracts to pay the same at the time, in the manner, and upon the conditions set
forth in the Contract Documents.
FIRE STATION NO.4 DEMOLITION AND ABATEMENT
CITY PROJECT NO. 15-25 AGREEMENT FORM
FEBRUARY2016 PAOE2 36
Contractor specifically acknowledges and agrees to be bound by the Wage Rates and
Labor Code requirements specified in the Contract Documents, including the requirement
to furnish electronic certified payroll records directly to the Labor Commissioner (via the
Division of Labor Standards Enforcement), and shall pay the general prevailing rate of per
diem wages as determined by the Director of the Department of Industrial Relations of the
State of California.
ARTICLE 6 -- PAYMENT PROCEDURES
The Contractor shall submit Applications for Payment in accordance with the Standard
Specifications as amended by the Special Provisions. Applications for Payment will be
processed by the City Engineer as provided in the Contract Documents.
ARTICLE 7 -- NOTICES
Whenever any provision of the Contract Documents requires the giving of a written Notice
between the parties, it shall be deemed to have been validly given if delivered in person
to the individual or to a member of the firm or to an officer of the corporation for whom it is
intended, or if delivered at or sent by registered or certified mail, postage prepaid, to the
last business address known to the giver of the Notice.
ARTICLE 8 -- INDEMNIFICATION
The Contractor agrees to indemnify and hold harmless the City, and all of its officers and
agents from any claims, demands, or causes of action, including related expenses,
attorney's fees, and costs, based on, arising out of, or in any way related to the Work
undertaken by the Contractor hereunder. This Article 8 incorporates the provisions of
Section 7-15 "Indemnification," of the Special Provisions, which are hereby referenced
and made a part hereof.
ARTICLE 9 -- NON-DISCRIMINATION
The Contractor represents and agrees that it does not and will not discriminate against
any subcontractor, consultant, employee, or applicant for employment because of race,
religion, color, sex, or national origin in any matter including without limitation employment
upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination,
rates of pay, or other forms of compensation and selection for training, including
apprenticeship.
ARTICLE 10 -- MISCELLANEOUS
Terms used in this Agreement which are defined in the Standard Specifications and the
Special Provisions will have the meanings indicated in said Standard Specifications and
the Special Provisions. No assignment by a party hereto of any rights under or interests
in the Contract Documents will be binding on another party hereto without the written
consent of the party sought to be bound; and specifically, but without limitation, monies
that may become due and monies that are due may not be assigned without such
consent (except to the extent that the effect of this restriction may be limited by law), and
unless specifically stated to the contrary in any written consent to an assignment, no
FIRE STATION NO.4 DEMOLITION AND ABATEMENT
CITY PROJECT NO. 15-25 AGREEMENT FORM
FEBRUARY 2016 PAGE 3 37
assignment will release or discharge the assignor from any duty or responsibility under
the Contract Documents.
The City and the Contractor each binds itself, its partners, successors, assigns, and legal
representatives, to the other party hereto, its partners, successors, assigns, and legal
representatives, in respect of all covenants, agreements, and obligations contained in the
Contract Documents.
SIGNATURES ON NEXT PAGE
FIRE STATION NO.4 DEMOLITION AND ABATEMENT
CITY PROJECT NO. 15-25 AGREEMENT FORM
FEBRUARY 2016 PAGE 4 38
IN WITNESS WHEREOF, the City and the Contractor have caused this Agreement to be
executed the day and year first above written.
CITY OF PALM SPRINGS, APPROVED BY THE CITY COUNCIL:
CALIFORNIA
Date
By
David H. Ready
City Manager Agreement No.
ATTEST:
By
James Thompson
City Clerk
APPROVED AS TO FORM:
By
Douglas Holland
City Attorney
RECOMMENDED:
By
Marcus L. Fuller, PE, PLS
Assistant City Manager/City Engineer
FIRE STATION NO.4 DEMOLITION AND ABATEMENT
CITY PROJECT NO. 15-25 AGREEMENT FORM
FEBRUARY 2016 PAGE 5 39
CONTRACTOR
By: Janus Corporation, a California corporation
Firm/Company Name
By: By:
Signature (notarized) Signature (notarized)
Name: Name:
Title: Title:
A notary public or other officer completing this certificate verifies only the identity of the individual who
signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of
that document.
(This Agreement must be signed in the above (This Agreement must be signed in the above
space by one having authority to bind the space by one having authority to bind the
Contractor to the terms of the Agreement.) Contractor to the terms of the Agreement.)
State of ) State of )
County of )ss County of )ss
On On
before me, before me,
personally appeared personally appeared
who proved to me on the basis of satisfactory who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) evidence to be the person(s) whose name(s)
is/are subscribed to the within instrument and is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed acknowledged to me that he/she/they executed
the same in his/her/their authorized capacity(ies), the same in his/her/their authorized capacity(ies),
and that by his/her/their signatures(s) on the and that by his/her/their signatures(s) on the
instrument the person(s), or the entity upon behalf instrument the person(s), or the entity upon behalf
of which the person(s) acted, executed the of which the person(s) acted, executed the
instrument. instrument.
I certify under PENALTY OF PERJURY under the I certify under PENALTY OF PERJURY under the
laws of the State of California that the foregoing laws of the State of California that the foregoing
paragraph is true and correct. paragraph is true and correct.
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
FIRE STATION NO.4 DEMOLITION AND ABATEMENT O
CITY PROJECT NO. 15-25 AGREEMENT FORM
FEBRUARY 2016 PAGE6
ATTACHMENT 5
41
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ATTACHMENT 7
45
NOTICE OF EXEMPTION
To: ❑ Office of Planning and Research From: City of Palm Springs
1400 Tenth Street, Room 121 3200 E. Tahquitz Canyon Way
Sacramento, CA 95814 Palm Springs,CA 92262
® Clerk of the Board
County of Riverside
P.O. Box 751
Riverside, CA 92502-0751
Project Title: Fire Station No,4. Rehabilitation, City Project No. 15-25
Project Applicant: City of Palm Springs
Project Location (Specific): Fire Station No.4 is located at 1300 S. La Verne Way, Palm Springs,CA 92262
Project Location (City): City of Palm Springs Project Location(County): Riverside
Project Description: The scope of work will includes: abatement, removal and disposal (remediation) of asbestos containing
materials, lead-based paint and lead containing materials, mold, insect and rodent dropping removal and decontamination, and
other hazardous building materials; utility coordination including disconnecting and capping of all utilities; demolition, removal,
and disposal of interior drywall,plaster walls, ceilings,and pipe insulation; and the rehabilitation of the public structure.
Name of Public Agency Approving Project: City of Palm Springs
Name of Person or Agency Carrying Our Project:City of Palm Springs, Public Works&Engineering Department
3200 E.Tahquitz Canyon Way, Palm Springs, CA 92262
Exempt Status: (check one)
❑ Ministerial(Sec. 21060(b)(1); 15268);
❑ Declared Emergency(Sec.21080(b)(3); 15269(a));
❑ Emergency Project(Sec.21080(b) (4); 15269(b)(c));
® Categorical Exemption. State type and section number: 15301 Class 1 (a)—Existing Facilities
❑ Statutory Exemptions. State code number:
Reasons why project is exempt: Class 1 consists of operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public or private structures,facilities, mechanical equipment, or topographic features, involving negligible or
no expansion of use beyond that existing at the time of the lead agency's determination. Interior or exterior alterations involving
such things as interior partitions, plumbing, and electrical conveyances. Therefore, the Fire Station No. 4, Demolition and
Abatement,City Project No. 15-25,is considered categorically exempt from CECA.
Lead Agency Contact Person: Marcus L. Fuller Area Code/Telephone/Extension: (760)322-8380
If filed by applicant:
1.Attach certified document of exemption finding.
2.Has a Notice of Exemption filed by the public agency approving the project? ❑Yes ❑ No
6lSignet re: Date: 1-26-16 Title: Asst.City Managed City Engineer
® Signed by Lead Agency❑Signed by Applicant
Authority cited: Sections 210113 and 21110, Public Resources Code Date received for filing at OPR:
Reference: Sections 21108, 21152,and 21152.1, Public Resources Code.
46