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Home My WebLink About03.c. Award construction contract for Headquarters Office Building (HOB) Improvements, DP 8234 3.c Central Contra Costa Sanitary District • BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 21, 2016 Subject: AWARD A CONSTRUCTION CONTRACT TO CWS CONSTRUCTION GROUP, INC.; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS FOR THE CONSTRUCTION OF THE HOB IMPROVEMENTS, DISTRICT PROJECT 8234 Submitted Bv. Initiating Dept./Div.: Dana Lawson, Senior Engineer Engineering and Technical Services/ Planning and Development Services REVIEWED AND RECOMMENDED FOR BOARD ACTION: D. Gemmell—Planning and Development Services Division Manager I E. Lopez—Capital Projects Division Manager Roger S.Bailey JM. Petit—Director of Engineering and Technical Services General Manager ISSUE: On March 30, 2016, eight (8) sealed bids were received and opened for the construction of the Headquarters Office Building (HOB) Improvements, 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. BACKGROUND: The HOB Improvements, District Project 8234, has a priority ranking of"Very High" in the current Capital Improvement Budget (CIB). This is a multi-year project that is intended to improve the safety, serviceability, maintainability, usability, and repair the interior and exterior of HOB. The current phase of the project is to support relocation of the Information Technology (IT) Division and provide office space for IT staff and the relocation of the Asset Management group to the garden level. IT staff is currently located in the Plant Operations Building. This space is insufficient for the full complement of 11 positions recommended in the approved IT Master Plan. The positions include two supervisors and one project management position requiring offices. In addition to the current IT room in the Plant Operations Building, IT staff is located in multiple locations on different floors of the HOB. This is an extremely poor environment for collaboration and supervision, and with the emphasis on technology improvements identified in the IT Master Plan it is critical that we build a strong team to support the ongoing business and security needs of the District. The remodel in the garden level will make office use of the carport entrance on the south end of HOB. The project will include construction of six new offices to accommodate supervisory positions in the IT Division, Asset Management, and Page 1 of 6 POSITION PAPER Board Meeting Date: April 21, 2016 subject: AWARD A CONSTRUCTION CONTRACT TO CWS CONSTRUCTION GROUP, INC.; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS FOR THE CONSTRUCTION OF THE HOB IMPROVEMENTS, DISTRICT PROJECT 8234 Communication Services Division, and requires modification to the electrical, lighting, and HVAC systems. The new space for the IT Division will accommodate all 11 positions and will be divided into three offices and eight cubicles. In addition, IT needs a consolidated space for storage of equipment and a workbench for configuration of desktop computers. The existing garden level workshops utilized by Communication Services will be repurposed for IT; and new workshop space for Communication Services will be constructed in the Bays or Annex building. Also included in the project is the provision of a conference room and the improvements to accommodate additional, smaller work spaces for temporary support positions, office and modular furniture. The project location is shown in Attachment 1. District staff and Calpo, Horn & Dong Architects prepared the plans and specifications for this project. The Engineer's estimate for construction is $400,000. This project was advertised on March 9 and 14, 2016. Eight sealed bids ranging from $379,000 to $650,427 were received and publicly opened on March 30, 2016. The Engineering Department conducted a technical and commercial review of the bids and determined that CWS Construction Group, Inc. is the lowest responsive and responsible bidder with a bid amount of$379,000. The schedule of bids submitted by Southland Construction and PMC-Pacific Mountain Contractors were found to contain discrepancies between the price written in words and the price in figures. Per the bid specifications, the Southland Construction and PMC-Pacific Mountain Contractors' bids were recalculated, crossed out, and corrected. A summary of bids received is shown in Attachment 2. The District will perform construction management, inspection, and project coordination. Staff recommends retaining Calpo, Hom & Dong Architects during construction to respond to design questions and other construction support services. CEQA: 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. ALTERNATIVES/CONSIDERATIONS: Reject all bids, which is not recommended. FINANCIAL IMPACTS: The total estimated cost for this project is anticipated to be $972,000, including past project expenditures, garden level design, bid price, contingency, and construction management. This project is included in the Fiscal Year (FY) 2015-16 Capital Improvement Budget (CIB) on page GI-13, with a total estimated project budget of approximately $434,000. Staff has conducted a cash-flow analysis of Page 2 of 6 POSITION PAPER Board Meeting Date. April 21, 2016 subject: AWARD A CONSTRUCTION CONTRACT TO CWS CONSTRUCTION GROUP, INC.; AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE CONTRACT DOCUMENTS SUBJECT TO SUBMITTAL REQUIREMENTS FOR THE CONSTRUCTION OF THE HOB IMPROVEMENTS, DISTRICT PROJECT 8234 the General Improvement (GI) Program budget and concluded that GI contingency funds of$210,900 and repurposing $327,100 from IT Development, DP 8240, are needed and available for the execution of this project. Approval of this project will leave a zero balance in the GI contingency account for the remainder of this fiscal year. COMMITTEE RECOMMENDATION: The Engineering and Operations Committee reviewed the proposed project scope of work at the meeting on November 10, 2015, and again for contract award on April 4, 2016, and recommended award of the project. 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$379,000 to CWS Construction Group, Inc., the lowest responsive and responsible bidder; and 3. Authorize the General Manager to execute the Contract Documents subject to submittal requirements. Attached Supporting Documents: 1. Project Map 2. Summary of Bids 3. Post-Bid/Preconstruction Estimate Page 3 of 6 ATTACHMENT 1 HOB IMPROVEMENTS DISTRICT PROJECT 8234 PROJECT LOCATION MAP PROJECT AREAS 0 r y,' N ' 0 <"00 a. !� Feet 0 HOB Improvements attachment s. Cwn,al f.Oni,a Costa { / Sanitary Dish^i District Project 8234 1 Project Location Page 4 of 6 ATTACHMENT 2 HOB IMPROVEMENTS DISTRICT PROJECT 8234 SUMMARY OF BIDS PROJECT NO.: 8234 NO. OF ADDENDA: 2 DATE/TIME: MARCH 30, 2016/2 PM PROJECT NAME: HOB IMPROVEMENTS PROJECT MANAGER: DANA LAWSON PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $400,000 NO. BIDDER BID PRICE 1 CWS Construction Group, Inc. Novato, CA 94945 $379,000 2 Southland Construction 378,000 Pleasanton, CA 94566 $393,050* 3 CNW Construction, Inc. Rescue, CA 95672 $397,000 4 Geco, Inc. Novato, CA 94949 $456,000 5 Westcal Design and Build, Inc. Union City, CA 94587 $482,000 6 Greentech Industry Oakland, CA 94612 $499,854 7 Aztec Consultants, Inc. $600,700 San Ramon, CA 94583 8 PMC-Pacific Mountain Contractors 65042-6 Concord, CA 94520 $650,427* * Recalculated per the bid specifications. Page 5 of 6 ATTACHMENT 3 HOB IMPROVEMENTS DISTRICT PROJECT 8234 POST-BID/PRECONSTRUCTION ESTIMATE Item Description Amount Subtotals % Construction Cost 1.0 CONSTRUCTION a. Construction Contract $ 379,000 b. Contingency at 10% $ 38,000 c. Office furniture and cubicles $ 110,000 c. Permits $ 5,000 $ 532,000 100°!0 2.0 CONSTRUCTION MANAGEMENT a. District Inspector $ 50,000 b. District Construction Manager/Admin $ 15,000 c. Architect -CHD $ 20,000 $ 85,000 16% 3.0 PREBID EXPENDITURES a. District Staff of Garden Level Remodel $ 18,000 b. Outside Design Services, CND $ 52,000 $ 70,000 13% 4.0 PAST PROJECT EXPENDITURES a. Other HOB Improvements $ 285,000 5.0 TOTAL ESTIMATED PROJECT COST $ 972,000 Page 6 of 6