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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 14

Meeting Date: September 14, 2004

Subject/Title: Approve a Resolution approving the Contract Documents and Award the Construction Contract for the New Police Station (Group B), CIP Project No. 337-3142 and the New City Hall Data Center, CIP Project No. 337-3139.

Prepared by: Engineering: M. Huber

Submitted by: Administration: K. Chew

RECOMMENDATION
Approve a Resolution approving the contract documents and award the construction contracts for the New Police Station (Group B), CIP Project No. 337-3142, and the New City Hall Data Center, CIP Project No. 337-3139, to the following contractors: Pro-Fit Fire Services, for Bid Package #4 – Fire Sprinklers in the amount of $112,600 plus a 10% contingency and Marina Mechanical for Bid Package #6 – Mechanical HVAC in the amount of $632,800, plus a 10% contingency.

PREVIOUS ACTION
On July 8, 2003, City Council directed staff to begin due diligence for a possible site relocation to 9100 Brentwood Boulevard.

On September 9, 2003, City Council authorized the City Manager to transfer funds in an amount not to exceed $160,351 from the current project to the New Police Station project in order to separate costs associated with the due diligence process.

On September 17, 2003, City Council authorized the City Manager to execute a purchase agreement for a note and deed of trust secured by property located at 9100 Brentwood Boulevard.

On September 23, 2003, City Council authorized staff to negotiate a contract with The Design Partnership for design services and to execute a construction management contract with RGM and Associates.

On February 10, 2004, City Council authorized staff to execute an agreement for design services for the New Police Station with Kaplan McLaughlin Diaz (KMD) in an amount not to exceed $673,363 and amended the 2003/2004 CIP project budget sheet.

On July 13, 2004, City Council approved the contract documents and awarded the construction contract for the New Police Station (Seismic Retrofit) to Concord Iron Works, Inc., in an amount not to exceed $698,450 for CIP Project No. 337-3142 and further authorized the City Manager to execute change orders within a 10% contingency for a total authorized amount of $768,295.

BACKGROUND
As directed by the City Council on February 10, 2004, staff began the design work for the New Police Station site. Staff has also begun the process to include the City’s computer room (Data Center) within this secured building. This project has been bid as a multi prime project with the first major element of construction (Group A) being the seismic retrofit to the building, which is under construction now. The second major elements of construction (Group B) are the mechanical HVAC and the fire sprinklers. Staff worked with the architect and construction management team to initiate the design and bid of this portion of the work. The project was advertised starting Sunday, August 15, 2004 and the project bids were opened for mechanical HVAC and fire sprinklers on September 7, 2004. A total of 4 bids were received for Bid Package #4 – Fire Sprinklers, the bids were reviewed and the lowest responsive, responsible bid was received from Pro-Fit Fire Services.

The 4 bids were:

1. Allied Fire Protection $138,800
2. Pro-Fit Fire Services $112,600
3. RCM Fire Protection, Inc. $162,285
4. Transbay Fire Protection, Inc. $139,800

Staff recommends the award of the construction contract for the New Police Station (Group B) Bid Package #4 – Fire Sprinklers, CIP Project No. 337-3142 and the New City Hall Data Center, CIP Project No. 337-3139 to Pro-Fit Fire Services, for the amount of 112,600, plus a 10% contingency for a total contract amount of 123,860.

A total of 4 bids were received for Bid Package #6 – Mechanical HVAC, the bids were reviewed and the lowest responsive, responsible bid was received from Marina Mechanical.

The 4 bids were:

1. Allen-Simmons Heating & Sheet Metal $775,593
2. Marina Mechanical $632,800
3. Martinez Sheet Metal, Inc. $704,214
4. Monterey Mechanical Co. $656,000

Staff recommends the award of the construction contract for the New Police Station (Group B) Bid Package #6 – Mechanical HVAC, CIP Project No. 337-3142 and New City Hall Data Center, CIP Project No. 337-3139 to Marina Mechanical, for the amount of 632,800, plus a 10% contingency for a total contract amount of 696,080.

Staff continues to work toward the completion of the remaining design and anticipates opening the plumbing bids on September 14, 2004 with the remaining items to be bid later this fall. Staff anticipates project completion to occur in early summer of 2005.

FISCAL IMPACT
The fiscal impact associated with the New Police Station project is $790,790, and is included within the project budget which was submitted and approved in February of this year. The fiscal impact associated with the New City Hall (Data Center) project, all to be housed in the secured 9100 Brentwood Boulevard site is $29,150, and is included within the approved New City Hall budget. Staff anticipates no additional funding requirements at this time.

Attachments:
Resolution
Site Map
Agreements

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CONTRACT DOCUMENTS AND AWARD THE CONSTRUCTION CONTRACTS FOR THE NEW POLICE STATION (GROUP B), CIP PROJECT NO. 337-3142, AND THE NEW CITY HALL DATA CENTER, CIP PROJECT NO. 337-3139, TO THE FOLLOWING CONTRACTORS: PRO-FIT FIRE SERVICES, FOR BID PACKAGE #4 – FIRE SPRINKLERS IN THE AMOUNT OF $112,600 PLUS A 10% CONTINGENCY AND MARINA MECHANICAL FOR BID PACKAGE #6 – MECHANICAL HVAC IN THE AMOUNT OF $632,800, PLUS A 10% CONTINGENCY.

WHEREAS, on July 8, 2003, City Council directed staff to begin due diligence for a possible site relocation to 9100 Brentwood Boulevard; and

WHEREAS, on September 9, 2003, City Council authorized the City Manager to transfer funds in an amount not to exceed $160,351 from the current project to the New Police Station project to separate costs associated with due diligence process; and

WHEREAS, on September 17, 2003, City Council authorized the City Manager to execute a purchase agreement for a note and deed of trust secured by property located at 9100 Brentwood Boulevard; and

WHEREAS, on September 23, 2003, City Council authorized staff to negotiate a contract with The Design Partnership for design services and to execute a construction management contract with RGM and Associates; and

WHEREAS, staff could not reach an agreement with The Design Partnership for the New Police Station project, and met with the Ad Hoc Committee to discuss possible options; and

WHEREAS, staff recommended, upon ownership of the 9100 Brentwood Boulevard location, to execute an agreement for design services with Kaplan McLaughlin Diaz for the New Police Station, CIP Project No. 337-3142; and

WHEREAS, the project was purchased and the design began as directed with the architectural firm of Kaplan McLaughlin Diaz (KMD) for the New Police Station, CIP Project No. 337-3142; and

WHEREAS, staff has worked with the architect and construction management team to initiate the design and bid of the seismic retrofit portion of work; and

WHEREAS, on July 13, 2004, City Council awarded the construction contract for the New Police Station (Seismic Retrofit) to Concord Iron Works, Inc. in an amount not to exceed $698,450; and

WHEREAS, staff began the process to include the City’s computer room (Data Center) within the secured building; and

WHEREAS, the project was advertised starting Sunday, August 15, 2004 and the project bids were opened on September 7, 2004. A total of 4 bids were received for Bid Package #4 – Fire Sprinklers and a total of 4 bids were received for Bid Package #6; and

WHEREAS, the bids were reviewed and the lowest responsive, responsible bid for Bid Package #4 – Fire Sprinklers was received from Pro-Fit Fire Services, for the amount of $112,600, and for Bid Package #6 – Mechanical HVAC the lowest responsive, responsible bid was received from Marina Mechanical, for the amount of $632,800.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the contract documents are approved and the award of the construction contracts for the New Police Station (Group B) Bid Package #4 – Fire Sprinklers is awarded to Pro-Fit Fire Services, plus a 10% contingency for a total authorized contract amount of 123,860, and Bid Package #6 – Mechanical HVAC is awarded to Marina Mechanical, plus a 10% contingency for a total authorized contract amount of 696,080.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 14th day of September 2004 by the following vote:

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