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HomeMy WebLinkAbout06.a. Award contract re Headquarters Office Building Improvements -Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 18, 2013 Subject: AWARD A CONSTRUCTION CONTRACT TO CONSOLIDATED NETWORKS CORPORATION; AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS; AND AUTHORIZE A PROFESSIONAL ENGINEERING SERVICES AGREEMENT FOR THE CONSTRUCTION OF THE HOB IMPROVEMENTS - NETWORK UPGRADES, DISTRICT PROJECT 8234 Submitted By. Initiating Dept. /Div.: Chathura Abeyrathna, Staff Engineer Engineering /Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: Nathan Hodges — Associate Engineer �X4 N. Morales — Provisional Senior Engineer C. Swanson A. Antkowiak — Capital Project Division Manager Provisional General Manager ISSUE: On April 4, 2013, five sealed bids were received and opened for the construction of the Headquarters Office Building (HOB) Improvements - Network Upgrades, District Project 8234. 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. RECOMMENDATION: Find that the project is exempt from the California Environmental Quality Act (CEQA), award a construction contract to Consolidated Networks Corporation; 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). FINANCIAL IMPACTS: Approximately $234, 000, including design, bid price, contingency, and construction management. ALTERNATIVES /CONSIDERATIONS: Reject all bids, which is not recommended. BACKGROUND: Existing information technology system in HOB is outdated; the network system is not compatible to support higher data - transfer rates. This project will upgrade existing network cables from CAT 5 to CAT 6 and upgrade the fiber optic backbone cables in HOB from 1 gigabyte to 10 gigabytes. Construction will take place while HOB is vacant; replacing cables while the building is occupied would negatively impact HOB staff and require additional contractor coordination. District staff prepared the plans and specifications for the project. The Engineer's estimate for construction of the HOB Improvements - Network Upgrades, District Project 8234 is $130,000. This project was advertised on March 21 and 27, 2013. Five C:\ Users \dandersonVlppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP_V3.doc Page 1 of 5 sealed bids ranging from $107,175 to $127,401 were received and publicly opened on April 4, 2013. The Engineering Department conducted a technical and commercial review of the bids and determined that Consolidated Networks Corporation is the lowest responsive bidder with a bid amount of $107,175. A summary of bids received is shown in Attachment 1. The District will perform construction management and will provide contract administration, inspection, survey, office engineering, and submittal review. The funds required to complete this project, as shown in Attachment 2, are $53,000. The total cost of HOB Improvements - Network Upgrades, District Project 8234, is anticipated to be $234,000. This project's scope of work was originally included, as an additive bid item, in DP 8226, HOB Seismic Improvements Project. However, due to the high bid price of $293,585 submitted by the lowest bidder, staff decided to bid this work as a separate project under DP 8234, HOB Improvements - Network Upgrades. HOB Improvements is a multi -year project to renovate and upgrade HOB offices. Anticipated allocations for the HOB Improvements project in the FY 2012 -13 Capital Improvement Budget were estimated at $60,000; the actual allocation required to complete this project is now $234,000. At the time the CIB was compiled staff did not plan to include network upgrades in the project. Once the network upgrades were removed from the HOB Seismic Improvements Project, staff determined that the work should be bid under the HOB Improvements Project. Staff time for general HOB improvements design including addition of recycled water in the restrooms and architectural improvements to HOB were charged to this account. Construction of these general HOB improvements is a part of the HOB Seismic Improvements scope. In addition, costs for the network switches for the leased office building in Concord and 4737 warehouse were also charged to this account. The network switches will be used in HOB in the future. A summary of costs can be found in Attachment 2. HOB Improvements - Network Upgrades is included in the FY 2012 -13 Capital Improvement Budget (CIB) on pages GI 23 — GI 24. Staff has conducted a cash -flow analysis of the General Improvement Program budget and concluded that adequate funds are available for this project. 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 negligible or no expansion of use. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP_V3.doc Page 2 of 5 RECOMMENDED BOARD ACTION: Staff recommends the following: 1. Find that the project is exempt from CEQA, 2. Award a construction contract in the amount of $107,175 for the construction of the HOB Improvements - Network Upgrades, District Project 8234, to Consolidate Networks Corporation, the lowest responsive bidder, 3. Authorize the General Manager to execute the Contract Documents subject to SUBMITTAL requirements. Attached Supporting Documents: 1— Summary of Bids 2 — Post -Bid / Preconstruction Estimate C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP_V3.doc Page 3 of 5 ATTACHMENT 1 HOB IMPROVEMENTS - NETWORK UPGRADES DISTRICT PROJECT 8234 SUMMARY OF BIDS PROJECT NO.: 8234 NO. OF ADDENDA: 1 DATE/TIME: APRIL 4, 2013/11:00 AM PROJECT NAME: HOB IMPROVEMENTS - NETWORK UPGRADES PROJECT MANAGER: NATHAN HODGES PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S EST.: $130,000 NO. BIDDER BID PRICE 1 Consolidated Networks Corporation $107,175.00 Fairfield, CA 94533 2 McPeak Electric, Inc. $121,550.00 Martinez, CA 94553 3 3D Datacom $122,985.00 Livermore, CA 94551 4 DecoTech Systems, Inc. $123,893.22 Walnut Creek, CA 94596 5 NetXperts, Inc. $127,401.00 San Ramon, CA 94583 BIDS OPENED BY /s/ Elaine R. Boehme, CIVIC DATE April 4, 2013 C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP_V3.doc Page 4 of 5 ATTACHMENT 2 HOB IMPROVEMENTS - NETWORK UPGRADES DISTRICT PROJECT NO. 8234 POST -BID / PRECONSTRUCTION ESTIMATE No. Item Description Amounts % Construction Cost 1. CONSTRUCTION a. Construction Contract $107,175 b. Contingency at 20% $21,825 c. Network Switches $31,000 SUBTOTAL - CONSTRUCTION COST $160,000 100% 2. CONSTRUCTION MANAGEMENT a. District Forces - Inspection $8,000 - Construction Management $13,000 SUBTOTAL - CONSTRUCTION MANAGEMENT $21,000 13% 3. PREBID EXPENDITURES I a. HOB Improvements Design $13,000 b. Design Engineering for this project $40,000 SUBTOTAL - PREBID EXPENDITURES $53,000 33 %* 4. TOTAL PROJECT COST ! i $234.00 5. FUNDS AUTHORIZED TO DATE $181,000 6. ADDITIONAL ALLOCATION NEEDED TO COMPLETE PROJECT Line 4 - Line 5 * Due to design effort related to other HOB Improvements the cost for prebid expenditures, as a percent of construction, is higher than typical. C:\ Users \dandersoMAppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP_V3.doc Page 5 of 5