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HomeMy WebLinkAboutItem 2g: City Hall Exterior Renovation Project. DATE: March 5, 2013 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director Philip A. Wray, Deputy Director of Development Services/City Engineer SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A CONTRACT WITH DASH CONSTRUCTION COMPANY, INC. IN THE AMOUNT OF $346,777 FOR THE CITY HALL EXTERIOR RENOVATION PROJECT AND APPROVE A 10% CONTINGENCY Recommended Action: Approve SUMMARY The City is currently administering a multi-year, multi-phase project to renovate City Hall. Phase 1 was the Energy Efficiency Retrofit Project; Phase 2 was the Interior Renovation Project; And Phase 3 is the Exterior Renovation Project which includes cleaning, painting and repairs to building surfaces, facades, awnings, and doors, as well as a complete landscaping overhaul. The purpose of this staff report is to authorize the approval of the construction contract for Phase 3. The proposal by Dash Construction Company, Inc. in the amount of $346,777 with an added 10% contingency is within the overall Project budget. BACKGROUND In 2009, the City embarked upon a multi-phase, multi-year project to renovate the Upper and Lower City Hall buildings. Phase 1 was the Energy Efficiency Retrofit Project which covered internal work above and including the ceilings, such as a new HVAC system, lighting, fire sprinklers, and windows. It utilized grant funding through the Energy Efficiency Community Block Grant Program from the American Recovery and Reinvestment Act of 2009. Phase 1 was completed last year. Phase 2 was the Interior Renovation Project which included the interior improvements below the ceilings. Phase 2 construction is substantially complete, with some final clean-up items still in progress. City Hall Exterior Renovation March 5, 2013 Page 2 On February 7, 2012, the City Council approved a Professional Services Agreement with La Canada Design Group (LCDG) for the exterior renovation design services. LCDG was given the task of exploring two options of improvements. The first option was considered a minimal scope of work, including cleaning, patching and painting the buildings, making minor repairs, and restoring the landscaping destroyed by the renovation work. The second option was to add to the first option with more extensive work like replacing handrails and doors, adding decorative pavers, replacing lighting and down-drains and other building improvements, and providing extensive landscaping improvements. In May 2012, LCDG completed the preliminary design options with cost estimates, and the information was presented to the City Council for their consideration. The City Council selected the more comprehensive Option 2, and directed staff to proceed with final design and bidding. The final scope of work includes the following:  Clean, patch and paint all building surfaces  Construct architectural features on north and south building faces to provide building consistency  Remove and replace all down-drains  Permanently remove 3 doors, and remove and replace all other doors  Remove and replace all hand-railings  Install new lighting in covered walkways  Install new pavers in access-way to Council Chambers Building  Install a new handicapped ramp between Lower City Hall Buildings  Reduce the concrete walls on the existing handicapped ramp in courtyard  Remove and replace landscaping around all buildings, including Council Chambers DISCUSSION Before the preliminary design options could be reviewed by the City Council, the construction budget had to be identified and included in the Capital Improvement Program for Fiscal Year 2012-13 for adoption by June 30, 2012. The preliminary range of improvements given by LCDG was from $172,000 to $477,000. Staff selected a mid- range cost of $300,000 to include in the budget. When the design was complete based on the City Council’s selection of the more comprehensive scope, the engineer’s estimate, including hazardous materials inspection and construction management, was revised to $500,000. City Hall Exterior Renovation March 5, 2013 Page 3 The plans and specifications for Phase 3 were completed in December 2012 and the project was advertised for bids in January of 2013. Ten (10) bids were received and opened on February 21, 2013, with the following base bid results: Dash Construction Co. Inc. $311,777 Ian Thomas Group $338,300 Marjani Builders $353,600 M. S. Construction Management Group $394,000 Lundgren Builders $414,051 Western Group Inc. $495,500 Toby B. Hayward $507,000 Vargas Olson Enterprises $517,310 M G Enterprises $548,000 Olympos Painting Inc. $731,000 The low bid is from Dash Construction Co. in the amount of $311,777. Staff has reviewed the bid and the company’s construction history, and is satisfied that Dash Construction Co. can satisfactorily perform the work. There were two alternate bid items included in the bid documents. The alternate bid items, and the low bidder’s costs, are as follows: 1. Install intermittent expansion spaces in the facie on the northwest and southeast sides of City Hall to minimize long term damages………………………………………… $ 7,000 2. Remove concrete and install pavers in the main walkway between the Council Chambers and City Hall…………………….. $27,700 TOTAL…………………………………………………………………… $34,700 These prices are reasonable and competitive and it is recommended that this work be included in the project scope, for a recommended total contract amount of $346,477. A 10% contingency is requested for additional funding authority for unforeseen conditions. The expenses for Phase 3 are as follows: Construction Contract $346,477 Contingency (10%) $34,648 Hazardous Materials Inspections $10,000 Construction Administration $10,000 TOTAL $396,125 City Hall Exterior Renovation March 5, 2013 Page 4 It is anticipated that work will begin in late-April and take approximately three months to complete. An additional item recommended by the City Council is the restoration of the Mural Walls in the breezeway between the lower City Hall buildings. The Mural Walls restoration work will be bid separately because of the desired special qualifications of the contractor. The restoration work will be bid at the conclusion of this project so that it will be the last work done to the exterior and, therefore, the murals will not be damaged by other work. FISCAL IMPACT Phase 2 and Phase 3 of the City Hall project were originally presented as one Capital Improvement Project for the FY 2012-13 budget. The project budgets were subsequently separated and administered individually. The breakdown of the project budget in the Capital Improvement Plan is as follows: Phase 2 $595,000 Phase 3 $300,000 Total Project Budget $895,000 Since Phase 2 is still in the final stages of construction, the final cost is unknown at this time. However, it is estimated that approximately $100,000 will be unexpended from the Phase 2 project budget, and this funding can be applied to Phase 3. Therefore, the total budget available for Phase 3 is estimated at $400,000. This represents a significant savings from what was originally anticipated when the scope was expanded and will not result in any additional appropriation at this time. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a contract with Dash Construction Company, Inc. in the amount of $346,777 for the City Hall Exterior Renovation Project and approve a 10% contingency. JK:PAW:pa