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HomeMy WebLinkAbout12 - Police Headquarters and Fire Station No. 3 Roofing Project - Award of Contract No. 8211-1 (17F02)<C SEW Pp�T CITY OF O � z NEWPORT BEACH i FO City Council Staff Report < RN October 11, 2016 Agenda Item No. 12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Peter Tauscher, Civil Engineer, ptauscher@newportbeachca.gov PHONE: 949-644-3316 TITLE: Police Headquarters and Fire Station No. 3 Roofing Project — Award of Contract No. 8211-1 (17F02) ABSTRACT: Staff is requesting approval to purchase and install a new roof at the Police Headquarters and Fire Station No. 3 project through U.S. Communities, a nonprofit government purchasing cooperative program, Master Intergovernmental Cooperative Purchasing Agreement (MICPA) contract #14-5903. Authorization is now being requested of City Council to award the contract to The Garland Company, Inc. RECOMMENDATIONS: a) Staff recommends the City finds this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15302(c) (replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity) of the CEQA Guidelines, because it has no potential to have a significant effect on the environment; b) Award Contract No. 8211-1 to The Garland Company, Inc. (Garland) for the amount of $944,703.00, and authorize the Mayor and City Clerk to execute the contract; and c) Include a contingency allocation of $93,977.00 in the project construction contract (approximately 10 percent of the total bid) to cover unforeseen conditions, extra work and/or material quantities. 12-1 Police Headquarters and Fire Station No. 3 Roofing Project — Award of Contract No. 8211-1 (171`02) October 11, 2016 Page 2 FUNDING REQUIREMENTS: The current adopted budget includes sufficient funding for this project. The following fund will be expensed: Account Description Facilities Maintenance Master Plan Proposed fund uses are as follows: \/Pnrinr The Garland Company, Inc The Garland Company, Inc Various DISCUSSION: Account Number Amount 57101-980000-17F02 $ 1,040,700.00 Total: $ 1,040,700.00 Purpose Amount Construction Contract $ 944,703.00 Construction Contingency $ 93,997.00 Printing & Incidentals $ 2,000.00 Total: $ 1,040,700.00 As part of the Facilities Maintenance Master Plan (FMMP), City facilities were recently inspected and scheduled for necessary capital maintenance. Both the Police Headquarters and Fire Station No. 3 roofs were identified for replacement. Initially, individual bids were obtained independently from the Garland Company, Inc. for these two separate projects using U.S. Communities contract pricing. After further discussions with the Garland Company, staff was able to combine the work under one single contract. By combining the Police Department Headquarters and Fire Station No. 3 projects as a single contract with the Garland Company, the City was able to take advantage of economic scale and mobilization cost reductions and obtain additional overall savings. The roofs for each building were installed 40 years ago and are at the end of their serviceable lives. This contract will consist of removing and disposing of existing roofing; installing new roof systems; and completing other incidental items in place as required by the contract documents. Upon completion of the contract, the entire roofing systems will be replaced and provided a 30 -year warranty. The Contractor will have 80 consecutive working days to complete the work. Garland possesses a California State Contractors License Classification "B" as required by the project. Replacing a roof on the Police Headquarters is an especially complex task, the building is staffed at all times and cannot be closed during construction; all personnel working on site must have a background check; the roof has approximately 145 penetrations consisting of HVAC units, roof drains, and vents; maintains a 2,000 square foot helideck; supports established duct and conduit assembles; incorporates a 560 foot site 12-2 Police Headquarters and Fire Station No. 3 Roofing Project — Award of Contract No. 8211-1 (171`02) October 11, 2016 Page 3 screen around the building and serves several radio transmitting structures. All these items add to the complexity of this project and ultimately the cost. Instead of the traditional design -bid -build project delivery approach, staff determined that it would be more economical and efficient to select a contractor using U.S. Communities government purchasing agreement. U.S. Communities is a nonprofit government purchasing cooperative that reduces the cost of goods and services for participating agencies by combining purchasing nationwide. This is accomplished through an award of competitively solicited contracts for products and services by public agencies. The contacts provide for use not only by the lead public agency but also by any participating public agencies. The public agencies competitively solicit contracts that U.S. Communities makes available to agencies and nonprofits nationwide. The City benefits from the reduced pricing made possible by these large volume national contracts. The City has successfully used this type of purchasing mechanism in the past for several products and service purchases. The proposal for this contract was determined using unit pricing from the US Communities contract. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Class 2 Section 15302(c) (replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. NOTICING - The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — Location Map 12-3 ATTACHMENT A POLICE HEADQUARTERS AND FIRE STATION #3 ROOFING PROJECT (17F02) LOCATION MAP NOT TO SCALE CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-8211-1 10/11/16 PN 17F02 12-4