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Home My WebLink About08 - Police Station Locker Room Remodel — Award of ContractQ �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report February 9, 2021 Agenda Item No. 8 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, Senior Civil Engineer, PTauscher@newportbeachca.gov PHONE: 949-644-3316 TITLE: Police Station Locker Room Remodel — Award of Contract No. 7872-1 (21 F12) ABSTRACT: Staff has received construction bids for the Police Station Locker Room Remodel project and requests City Council approval to award the construction contract to Optima RPM, Inc. This project will replace and update the existing men's and women's locker room located at 870 Santa Barbara Drive. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because this project has no potential to have a significant effect on the environment; b) Approve the project drawings and specifications; c) Award Contract No. 7872-1 to Optima RPM, Inc. (Optima RPM) for the total bid price of $762,000.00 (base bid plus additive bid item), and authorize the Mayor and City Clerk to execute the contract; d) Establish $78,000.00 (approximately 10 percent) contingency to cover the cost of unforeseen work not included in the original contract; and e) Approve Budget Amendment No. 21-030 appropriating $366,254.06 in increased expenditures in Account No. 57101-980000-21F12 from Asset Forfeiture Fund and General Fund unappropriated fund balances. 8-1 Police Station Locker Room Remodel — Award of Contract No. 7872-1 (20F12) February 9, 2021 Page 2 FUNDING REQUIREMENTS: Upon approval of the proposed budget amendment, sufficient funding is available in the Capital Improvement Program budget for award of this contract. The budget amendment appropriates $366,254.06 in increased expenditures in the Facilities Maintenance, Police Station Locker Room Remodel Project Account No. 57101-980000-21 F12 from the Asset Forfeiture ($178,254.06) and General Fund ($188,000.00) unappropriated fund balances. The remaining project funds are included in the adopted FY 2020-21 Capital Improvement Program budget, Facilities Maintenance Master Plan Program (20F12). Of the total project cost of $848,000, 79% will be funded by the General Fund through the FMMP and the remaining 21 % will be funded from Asset Forfeiture funds. The following funds will be expensed: Account Description Account Number Amount Facilities Maintenance (FMMP) Facilities Maintenance (FMMP) Proposed funds uses are as follows: Vendor Optima RPM, Inc. Optima RPM, Inc. Various 57101-980000-21F12 $ 366,254.06 57101-980000-20F12 $ 481,745.94 Total: $ 848,000.00 Purpose Amount Construction Contract $ 762,000.00 Construction Contingency $ 78,000.00 Incidentals $ 8,000.00 Total: $ 848,000.00 Staff recommends establishing $78,000.00 (approximately 10 percent of total bid) for contingency purposes and unforeseen conditions associated with construction. BACKGROUND: The existing Police Department station was constructed in 1973. The building has received various updates through the years, including a significant interior remodel in 1985 and a remodel of several offices and rooms in 2018. This remodel effort focuses on a complete overhaul and upgrade of the men's and women's locker rooms (Attachment A). Originally constructed in 1976, facilities do not meet current needs, building standards and ADA requirements. DISCUSSION: Police Department staff met with Public Works in order to provide a suitable design and layout, including a more efficient use of space, energy-efficient LED lighting system, increased ventilation, and more locker storage, providing better working conditions for staff. 8-2 Police Station Locker Room Remodel — Award of Contract No. 7872-1 (20F12) February 9, 2021 Page 3 On December 16, 2020, at 2 p.m. the City Clerk opened and read the following electronic base bids for this project: The bid amount submitted by Optima RPM is 17.6 percent below the Engineer's Estimate of $813,000.00. Due to Optima's low base and previous work history working in the Police Department it was decided to include the additive bid item for $79,000, increasing the total contact award to $762,000. The additive work will include updating a portion of the ground -floor hallways by replacing outdated wall covering, lighting and flooring. Optima RPM possesses a valid California State General Building "B" Contractors License as required by the project specifications and has satisfactorily completed facility projects at the Police Department for the City and other local agencies. Staff recommends the City Council declare Optima RPM as the lowest responsive bidder. Pursuant to the contract specifications, Optima RPM is allotted 70 consecutive working days to complete the work base bid work in the contract. Liquidated damages in the amount of $2,000.00 per calendar day will be assessed in case of tardy completion. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because this project has no potential to have a significant effect on the environment. 8-3 BIDDER TOTAL BID AMOUNT Low Optima RPM, Inc. $ 683,000.00 2nd Cornejo Construction Company $ 788,000.00 3rd TL Veterans Construction, Inc. $ 795,150.00 4th R Dependable Construction, Inc. $ 845,248.00 5th JR Universal Construction, Inc $ 867,420.00 6th J.A. Urban, Inc. $ 868,785.00 7th Kazoni Construction $ 883,239.00 8th Thomco Construction, Inc. $ 885,739.00 9th Golden Gate Steel, Inc. $ 947,099.00 10th MBC Enterprises, Inc. $ 960,000.00 11th SS+K Construction, Inc. $ 984,870.00 12th RS Construction & Development, Inc. $ 993,000.00 13th Horizons Construction Company Int'I, Inc. $ 1,067,000.00 14th JRH Construction, Inc. $ 1,073,076.00 15th Firestone Builders, Inc. $ 1,107,100.00 16th Nationwide Contracting Services, Inc. $ 1,141,000.00 17th Legion Contractors, Inc. $ 1,128,000.00 18th Servco Builders $ 1,254,381.00 19th Aid Builders, Inc. $ 1,362,000.00 The bid amount submitted by Optima RPM is 17.6 percent below the Engineer's Estimate of $813,000.00. Due to Optima's low base and previous work history working in the Police Department it was decided to include the additive bid item for $79,000, increasing the total contact award to $762,000. The additive work will include updating a portion of the ground -floor hallways by replacing outdated wall covering, lighting and flooring. Optima RPM possesses a valid California State General Building "B" Contractors License as required by the project specifications and has satisfactorily completed facility projects at the Police Department for the City and other local agencies. Staff recommends the City Council declare Optima RPM as the lowest responsive bidder. Pursuant to the contract specifications, Optima RPM is allotted 70 consecutive working days to complete the work base bid work in the contract. Liquidated damages in the amount of $2,000.00 per calendar day will be assessed in case of tardy completion. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because this project has no potential to have a significant effect on the environment. 8-3 Police Station Locker Room Remodel — Award of Contract No. 7872-1 (201`12) February 9, 2021 Page 4 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). ATTACHMENTS: Attachment A — Location Map Attachment B — Budget Amendment RM ATTACHMENT A NEWPORT BEACH POLICE DEPARTMENT LOCKER ROOM REMODEL • _ •► 1 A_9 NOT TO SCALE CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-7872-1 1/26/2021 8-5 o��EWP°I eATTACHMENT B } , City of Newport Beach r = n BUDGET AMENDMENT 2020-21 BA#: 21-030 Department: Police ONE TIME: ❑j Yes ❑ No Requestor: Jonathan Stafford ❑ CITY MANAGER'S APPROVAL ONLY FBI 121 COUNCIL APPROVAL REQUIRED noza Approvals Date EXPLANATION FOR REQUEST: To increase expenditure appropriations for the Police Station Locker Room Remodel project. Remaining Asset Forfeiture ❑ from existing budget appropriations funds will be used to fund PD overtime expenditures. The General Fund will fund a transfer into the Facilities Maintenance ❑ from additional estimated revenues Plan to fund the remaining project expenditures not covered with existing Police Station Locker Room Remodel CIP project ❑� from unappropriated fund balance funds. REVENUES Fund # Org Object Project 571 157 199 1691010 1 ------- Description _ _ 1 Interfund Transfers - Transfer In General Fund Increase or (Decrease) $ $366,254.06' I- -- -- j--- -r --- - -- I -_---—*-------- ------------------------ ---r r-------- --'----------- ---- - ----._.-------------i-- i ---'-------- Subtotals $366,254.06; EXPENDITURES Fund _# Or Object TProject ---T _.--- 05 Description — - Incr_ease_or Decrease $ 11050062 713002 — �- Fed/Doj Enforcemnt - Overtime Safty& 1/2 Time $178,254.06 1 1010 +01099 991571 - j - - - -- 1991571 General Fund Interfund Transfr=Transfer Out Facilltieel $178,254.06 ; 1010 101099 r - General Fund Interfund Transfr - Transfer Out Facilities -- -- $188,000.00 571 i�57101 ! 980000 21 F12_ — -- Facilities Maintenance CIP - CIP Expenditures For GI -- - — -- -- _ $366,254.06 ----- --- ! -_ - - - I . II .1 a J Subtotal! $910,762.181 FUND BALANCE Fund # Object Description - - _. __.. . _.... ..... ...... ... _ _ __ _..... _ Increase or (Decrease) $ ,105300000 ;Asset Forfeiture Fund Fund Balance Control _.. r— -- - -- - - -----....-__...... _...... _..... 010 :300000 :General Fund_ Fund Balance Control 1571300000 i Facilities Maintenance - Fund Balance Control $366,254.06 1571 300000 'Facilities Maintenance Fund Balance Control .... ... _... _. .. .._ J. Subtotal' 3.- •: ; ::. ' Fund Balance Change Required M-10