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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 3

Meeting Date: November 9, 2004

Subject/Title: Approve a Resolution approving the Contract Documents and Award the Construction Contracts (Exhibit “A” attached) for the New Police Station (Group C), CIP Project No. 337-3142, and the New City Hall Data Center, CIP Project No. 337-3139, plus 10% contingencies. Reject all bids submitted for Bid Packages #15 - Flooring and #16 - Ceramic Tile.

Prepared by: Engineering: M. Huber

Submitted by: Administration: K. Chew

RECOMMENDATION
Approve a Resolution approving the contract documents and award the construction contracts (Exhibit “A” attached) for the New Police Station (Group C), CIP Project No. 337-3142, and the New City Hall Data Center, CIP Project No. 337-3139, plus 10% contingencies. Reject all bids submitted for Bid Packages #15 - Flooring and #16 - Ceramic Tile and direct staff to re-bid these Bid Packages.

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 amend 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 (Group A - 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.

On September 14, 2004, City Council approved the contract documents and awarded the construction contracts for the New Police Station (Group B), CIP Project No. 337-3142 and the New City Hall, 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.

On September 28, 2004, City Council approved the contract documents and awarded the construction contract for the New Police Station (Group B) Bid Package #5 - Plumbing, CIP Project No. 337-3142 to Martinez Sheet Metal, Inc., in the amount of $217,715, plus a 10% contingency.

BACKGROUND
As directed by the City Council on February 10, 2004, staff began the design work for the New Police Station Project. This project has been bid as a multi-prime project. The first major element of construction (Group A), the seismic retrofit to the building, has been completed. The second major element of construction (Group B) - mechanical HVAC, fire sprinklers and plumbing is under construction now. The project was advertised (Group C) starting Friday, October 1, 2004, and project bids were opened for Bid Packages #7 - Building Concrete, #8 - Metal Stud and Gypsum, #9 - Carpentry, #10 - Insulation, #13 - Lath and Plaster, #14 - Specialty Ceiling, #15 - Flooring, #16 - Ceramic Tile, #17 - Painting, #18 - Casework, #19 - Electrical, #20 - Security Systems and #21 - Detention Equipment (see Exhibit “A” attached) on Thursday, October 28, 2004. Staff anticipates project completion to occur in early summer of 2005.

As part of the bid review process, staff has determined that two of the bid packages #15 -Flooring and #16 - Ceramic Tile should be re-bid. Staff believes that by re-bidding these packages a reduced price could be obtained. During the re-bid process, a clarification will be made to the specifications of the flooring package, which could result in a lower bid amount. Additionally, staff recommends the re-bid of package #16 in an attempt to receive at least two bids per bid package in order to be competitive.

FISCAL IMPACT
The fiscal impact associated with the New Police Station project is $3,654,974.85, 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 $370,099.40, and is included within the approved New City Hall budget. Staff anticipates no additional funding requirements at this time.

Attachments:
Resolution
Exhibit “A”
Sample Agreement
Site Map

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CONTRACT DOCUMENTS AND AWARD THE CONSTRUCTION CONTRACTS (EXHIBIT “A” ATTACHED) FOR THE NEW POLICE STATION (GROUP C), CIP PROJECT NO. 337-3142, AND THE NEW CITY HALL DATA CENTER, CIP PROJECT NO. 337-3139, PLUS 10% CONTINGENCIES. REJECT ALL BIDS SUBMITTED FOR BID PACKAGES #15 - FLOORING AND #16 - CERAMIC TILE.

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 the 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 (Group A - Seismic Retrofit) to Concord Iron Works, Inc. in an amount not to exceed $698,450; 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, on September 14, 2004 City Council approved the contract documents and awarded the construction contracts for the New Police Station (Group B), CIP Project No. 337-3142 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; and

WHEREAS, on September 28, 2004 City Council approved the contract documents and awarded the construction contract for the New Police Station (Group B), CIP Project No. 337-3142 to Martinez Sheet Metal, Inc., for Bid Package #5 – Plumbing in the amount of $217,715, plus a 10% contingency; and

WHEREAS, the project was advertised for the remaining bid packages (Group C) starting Friday, October 1, 2004 and project bids were opened for Bid Packages 7, 8, 9, 10, 12, 13, 14, 15, 16, 17, 18, 19, 20 and 21(see Exhibit “A” attached) on Thursday, October 28, 2004.

WHEREAS, staff recommends that Bid Packages #15 and #16 be rejected and re-bid.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood that the contract documents are approved and the construction contracts be awarded (see Exhibit “A” attached) for the New Police Station (Group C), CIP Project No. 337-3142, and the New City Hall Data Center, CIP Project No. 337-3139, plus 10% contingencies. Reject all bids submitted for Bid Packages #15 - Flooring and #16 - Ceramic Tile.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 9th day of November 2004 by the following vote:
 

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