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HomeMy WebLinkAbout06.a. Award contracts in connection with Seismic Improvements for the Headquarters Office Building (HOB), District Project 8226Central Contra Costa Sanitary District • ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: December 6, 2012 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.; AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION; AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC., KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT BUDGET Submitted By: Initiating DeptJDiv.: Nathan Hodges, Associate Engineer Engineering / Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: I -/ I'll I - A. a N. Hodges P. Seitz A. Antkowiak K. Alm Ann E. Farrell, General Manager ISSUE: On November 20, 2012, fourteen (14) sealed bids were received and opened for the construction of the Seismic Improvements for HOB, District Project No. 8226. The Board of Directors must award the contract or reject bids within 50 days of the bid opening. Authorize the General Manager to execute the contract documents subject to SUBMITTAL requirements. Board authorization is required for the General Manager to execute agreements beyond staff's authority. Approval by the Board of Directors is required for a supplemental authorization to the General Improvements Program of the Capital Improvement Budget. RECOMMENDATION: Award a construction contract; authorize the General Manager to execute the Contract Documents subject to favorable review of insurance certificates, bond submittals, appropriate Contractor license, and any other required submittals (SUBMITTALS); authorize amendments to existing and new consulting agreements; authorize the General Manager to execute agreements; and approve a supplemental authorization of $1,000,000 for the General Improvements Program of the Capital Improvement Budget (CIB), and find that the project is exempt from the California Environmental Quality Act (CEQA). FINANCIAL IMPACTS: Approximately $5,716,000; including, preliminary design, detailed design, staff relocation, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. N: \PESUP \Position Papers \Hodges \8226 - Award Construction ContractR.doc Page 1 of 8 POSITION PAPER Board Meeting Date: December 6, 2012 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.; AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION; AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC., KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT BUDGET BACKGROUND: California adopted updated building codes in January 2008, which included significant changes for seismic design parameters. A thorough analysis of District facilities was completed to assess the expected seismic performance based on the latest adopted design standards. Facilities analyzed include all structures on the treatment plant, Headquarters Office Building (HOB), 4737 Imhoff Place Warehouse, HHWCF, and the larger pumping stations. HOB was found to have serious deficiencies based on current seismic design standards. Due to the potential for severe damage to the building and possible injury to the 120 staff members housed in HOB, staff proceeded with the design of seismic improvements to HOB. After an extensive evaluation of alternatives, staff determined that an interior retrofit of an empty HOB was the most cost - effective. The project consists of a seismic retrofit of the existing steel frame of HOB. The resulting retrofit will not significantly reduce existing floor space. Staff will use the opportunity of an empty building to include general improvements to HOB. These general improvements include new carpet, painting, and installing recycled water to the restrooms. Staff will be relocated to existing District facilities at the Treatment Plant site in Martinez, and a leased office building in Concord. The permit counter and a reception area will be in the adjacent Annex building. District staff executed a Professional Engineering Services Agreement with KPFF Consulting Engineers (KPFF) to prepare design drawings and specifications for the seismic retrofit. The architectural firm of Calpo Hom & Dong Architects (CHD) prepared the plans and specifications for the general architectural improvements. The Engineer's estimate for construction of the Seismic Improvements for HOB is $5,700,000. This project was advertised on October 9 and 14, 2012. Fourteen (14) sealed bids ranging from $2,807,151 to $4,585,000 were received and publicly opened on November 20, 2012. The Engineering Department conducted a technical and commercial review of the bids and determined that D.L. Falk Construction, Inc. is the N: \PESUP \Position Papers \Hodges \8226 - Award Construction ContractR.doc Page 2 of 8 POSITION PAPER Board Meeting Date: December 6, 2012 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.; AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION; AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC., KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT BUDGET lowest responsive bidder with a bid amount of $2,807,151. A summary of bids received is shown in Attachment 1. An additive bid item was included in the Bid Schedule to replace the CAT 5 network cables with CAT 6 network cables, and upgrade the fiber optic backbone from 1 gigabyte to 10 gigabytes. Staff received several quotes during the bid process to estimate the costs associated with updating the cables. The costs ranged from $80,000 to $110,000. The low bidder for the project, D.L. Falk Construction, Inc., has shown his cost to be $293,585 to remove and install these new network cables. Therefore, staff recommends awarding the base bid without this additive bid item. The District will administer the construction contract and will provide contract administration, inspection, office engineering, and submittal review. Staff recommends retaining KPFF and CHD to provide construction support for this project because these consultants performed a key role in preparing the plans and specifications and have a unique understanding of the project. KPFF and CHD will review shop drawings and submittals, provide responses to requests for information, review design changes and change orders, attend progress meetings, as needed, and provide intermittent construction inspection. Amendments with not -to- exceed cost ceilings have been negotiated with each consultant: KPFF $75,000 (total agreement $485,103); CHD $30,000 (total agreement $92,860). The seismic retrofit work requires special inspection. Staff has negotiated an agreement with Kleinfelder in an amount not to exceed $100,000, and an agreement with Harvest Technical Services, Inc. to supplement District inspection staff in an amount not to exceed $150,000. Relocating staff out of HOB includes moving the Reprographics Service Center (RSC), which includes Xerox staff and Xerox's equipment. Xerox will move their equipment and provide an additional staff member to handle the increased mail and courier duties. Staff has negotiated a contract amendment in an amount not to exceed $130,000. N: \PESUP \Position Pape rs \Hodges \8226 - Award Construction ContractR.doc Page 3 of 8 POSITION PAPER Board Meeting Date: December 6, 2012 subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.; AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION; AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC., KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT BUDGET Staff has negotiated a lease agreement with space to accommodate HOB staff relocation of $29,000 /month. NUCP Fund I, LLC for additional office The lease term is for 12 months at a cost The funds required to complete this project, as shown in Attachment 2, are $4,746,000. The total cost of the Seismic Improvements for HOB is anticipated to be $5,716,000. The current bid climate is very favorable, as indicated by the number of bids received. This translates to a very low construction price realized by the District that will affect the costs for planning, design, and construction management as a percent of construction. This project is included in the fiscal year (FY) 2012 -2013 Capital Improvement Budget (CIB) on pages GI -34 and GI -35. Staff has conducted a cash -flow analysis of the Capital Improvement Program budget, and concluded that a supplemental authorization of $1,000,000 for the General Improvements Program will be necessary to complete this project. On September 20, 2012, the Board of Directors adopted a resolution finding that, in accordance with California Public Contract Code Section 7201, the Seismic Improvements for HOB, DP 8226, is substantially complex to justify increasing the constructing contract retention amount from 5% to 10 %. The increased retention amount and resolution was included in the bid documents and is incorporated into the construction contract. Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301 since it involves minor alterations to an existing public facility involving no expansion of use. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. RECOMMENDED BOARD ACTION: Staff recommends the following: Award a construction contract in the amount of $2,807,151 for the construction of the Seismic Improvements for HOB, District Project 8226, to D.L. Falk Construction, Inc., the lowest responsive bidder. WPESUP \Position Papers \Hodges \8226 - Award Construction ContractR.doc Page 4 of 8 POSITION PAPER Board Meeting Date: December 6, 2012 Subject: AWARD A CONSTRUCTION CONTRACT AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS WITH D. L. FALK CONSTRUCTION, INC.; AUTHORIZE AGREEMENT AMENDMENTS WITH KPFF CONSULTING ENGINEERS, CALPO HOM & DONG ARCHITECTS, AND XEROX CORPORATION; AUTHORIZE AGREEMENTS WITH HARVEST TECHNICAL SERVICES, INC., KLEINFELDER, AND NUCP FUND I LLC FOR THE CONSTRUCTION OF THE SEISMIC IMPROVEMENTS FOR HOB, DISTRICT PROJECT NO. 8226; AND APPROVE A SUPPLEMENTAL AUTHORIZATION OF $1,000,000 FOR THE GENERAL IMPROVEMENTS PROGRAM OF THE CAPITAL IMPROVEMENT BUDGET 2. Authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements. 3. Authorize the General Manager to execute amendments to existing agreements with KPFF Consulting Engineers and Calpo Horn & Dong Architects not to exceed $75,000 (total agreement $485,103) and $30,000 (total agreement $92,860), respectively. 4. Authorize the General Manager to execute an amendment to an existing agreement with Xerox in an additional amount not to exceed $130,000. 5. Authorize the General Manager to execute technical services agreements with Kleinfelder and Harvest Technical Services, Inc. with amounts not to exceed $100,000 and $150,000, respectively. 6. Authorize the General Manager to execute a lease agreement for additional office space with NUCP FUND I LLC, c/o Thomas Properties, 3100 Oak Road, Suite 140, Walnut Creek, CA 94597. 7. Approve a supplemental authorization of $1,000,000 for the General Improvements Program of the Capital Improvement Budget. 8. Find that the project is exempt from CEQA. N: \PESUP \Position Papers \Hodges \8226 - Award Construction ContractR.doc Page 5 of 8 ATTACHMENT 1 SEISMIC IMPROVEMENTS FOR HOB DISTRICT PROJECT 8226 SUMMARY OF BIDS PROJECT NO.: 8226 NO. OF ADDENDA: 1 DATE/TIME: NOVEMBER 20, 2012 / 2:00 PM PROJECT NAME: SEISMIC IMPROVEMENTS FOR HOB PROJECT MANAGER: NATHAN HODGES PROJECT LOCATION: 5019 IMHOFF PLACE MARTINEZ CALIFORNIA ENGINEER'S EST.: $5,700,000 NO. BIDDER BID PRICE 1 D. L. Falk Construction, Inc. 2,807,151 Hayward, CA 94545 2 West Bay Builder, Inc. 2,934,000 Novato, CA 94549 3 F &H Construction 3,188,000 Lodi, CA 94541 4 Roebbelen Contracting, Inc. 3,487,190 El Dorado Hills, CA 95762 5 Alten Construction, Inc. 3,559,000 Richmond, CA 94801 6 Robert L. Brown Construction, Inc. 3,567,000 Martinez, CA 94553 7 Zakskorn Construction (ZCon Builders) 3,608,700 Roseville, CA 95678 8 S. J. Amoroso Construction Co., Inc. 3,647,000 Redwood Shores, CA 94065 9 Zovich & Sons Inc. 3,780,000 Hayward, CA 94545 10 Bobo Construction Inc. 3,825,000 Elk G rove, CA 95624 11 Taber Construction, Inc. 3,900,000 Concord, CA 94520 12 W. E. Lyons Construction Company 4,446,103 Walnut Creek, CA 94598 13 Aztec Consultants 4,525,000 San Ramon, CA 94583 14 Sea Pac Engineering, Inc. 4,585,000 Los Angeles, CA 90010 BIDS OPENED BY: /s/ Donna M. Anderson for Elaine Boehme CDC DATE: November 20, 2012 N: \PESUP \Position Papers \Hodges \8226 - Award Construction ContractR.doc Page 6 of 8 ATTACHMENT 2 SEISMIC IMPROVEMENTS FOR HOB DISTRICT PROJECT 8226 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract $2,807,151 b. Contingency at 15% $421,849 c. Early Completion Bonus $50,000 d. Permits - CCC Fire Protection District $10,000 e. Utilities - PG & E $5,000 - AT & T — Concord Office $18,000 SUBTOTAL - CONSTRUCTION COST $3,312,000 100% 2. CONSTRUCTION MANAGEMENT (10 months) a. District Forces - Inspection $150,000 - Construction Management $190,000 - Move Coordination $10,000 - POD Coordination $10,000 - IT Coordination for Concord Building $25,000 SUBTOTAL - DISTRICT FORCES $385,000 11.6% b. Consultants - Material Testing - Kleinfelder $100,000 - KPFF $75,000 MTESUP \Position Papers \Hodges \8226 - Award Construction ContractR.doc Page 7 of 8 3 4. ATTACHMENT 2 SEISMIC IMPROVEMENTS FOR HOB DISTRICT PROJECT 8226 POST -BID / PRECONSTRUCTION ESTIM, - Calpo Hom & Dong - Harvest Technical - Kellco - Macs - Xerox SUBTOTAL — CONSULTANTS SUBTOTAL —CONSTRUCTION MANAGEMENT MISCELLANEOUS EXPENSES - Relocation of HOB to /from Concord - Lease for Concord Office Building - Data for Trailers at Treatment Plant - Temporary Furniture for Concord Office - Alarm Service for Concord Office - Trailer for Comm. Services Staff SUBTOTAL — MISCELLANEOUS EXPENSES PREBID EXPENDITURES a. Planning and Design SUBTOTAL - PREBID EXPENDITURES 5. TOTAL PROJECT COST 6. FUNDS AUTHORIZED TO DATE 7. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT (Line 5 - Line 6) $30,000 $150,000 $25,000 $130,000 $100,0 $350,0 $20,0 $70,0 $2,0 $17,0 $950,000 $510,0 $895,0 $559, $5,716,0 $970,0 746,0 15.4% 27.0% 16.9% 28.7% 28.7 %* * Due to very low construction costs, the cost for planning, design, and construction management as a percent of construction is higher than typical. N: \PESUP \Position Papers \Hodges \8226 - Award Construction ContractR.doc Page 8 of 8