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HomeMy WebLinkAboutItem 11d - Supplemental Appropriation for Fire Station 106 Garage Door Replacement ProjectResolution No. 7633 Supplemental Appropriation and Contract with Precision Garage Doors & Gates Inc. June 3, 2025 Page 1 of 3 DATE: June 3, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Leonel Martin, Public Works Project Manager SUBJECT: RESOLUTION NO. 7633 AMENDING THE FISCAL YEAR 2024-25 CAPITAL IMPROVEMENT PROGRAM BUDGET, AUTHORIZING A SUPPLEMENTAL BUDGET APPROPRIATION FOR THE FIRE STATION 106 GARAGE DOOR REPLACEMENT PROJECT IN THE AMOUNT OF $31,750, OFFSET BY A REDUCTION IN THE CAPITAL OUTLAY FUND; AND APPROVE A CONTRACT WITH PRECISION GARAGE DOORS & GATES INC. FOR THE FIRE STATION 106 GARAGE DOOR REPLACEMENT PROJECT IN THE AMOUNT OF $192,500 CEQA: Exempt Recommendation: Adopt and Approve SUMMARY The Fiscal Year 2024-25 Capital Improvement Program (“CIP”) provides for the replacement of six garage doors at Fire Station 106. To ensure the City is receiving the most competitive pricing for this project, the Public Works Services Department (“PWSD”) conducted a formal bid. Precision Garage Doors & Gates Inc. submitted the lowest responsive bid. Unfortunately, due to pricing changes in the marketplace, the bids came back substantially higher than the current budget; however, it is essential that the work be completed on all doors to ensure the facility can safely host the City’s emergency medical and fire response vehicles. It is recommended that the City Council adopt Resolution No. 7633 amending the Fiscal Year 2024-25 Capital Improvement Program Budget, authorizing a supplemental budget appropriation for the Fire Station 106 Garage Door Replacement Project in the amount of $31,750, offset by a reduction in the Capital Outlay Fund; and approve a contract with Precision Garage Doors & Gates Inc. for the Fire Station 106 Garage Door Replacement Project in the amount of $192,500, with a 10% contingency. BACKGROUND The PWSD is responsible for the maintenance and repair of all City facilities, including all Fire Station Facilities. The garage doors at Fire Station 106 are original to the facility and Resolution No. 7633 Supplemental Appropriation and Contract with Precision Garage Doors & Gates Inc. June 3, 2025 Page 2 of 3 have been in service since 1995. Due to their age and continuous use, the doors have begun to fail and need to be replaced. The Fire Station 106 garage doors operate at a significantly reduced speed and require constant maintenance. This delay poses a concern for emergency response operations. Ensuring reliable and efficient garage door performance is essential for the timely deployment of emergency vehicles to maintain public safety. The Fiscal Year 2024-25 CIP provides for the replacement of six garage doors at Fire Station 106. As part of this project, the six existing garage doors and related mechanisms will be removed and properly disposed of. Six new commercial-grade overhead doors will be installed, along with updated motorized systems to ensure smooth and consistent operation. The existing push-button control systems will be retained and reconnected to the new door mechanisms. Additionally, the new systems will be integrated into the station’s existing electrical panel to maintain compatibility and continuity of operations. DISCUSSION A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483, and bid packages were distributed to contractors that perform this type of work. On May 1, 2025, the City Clerk received two bids with the following results: Rank Bidder Location Base Bid 1. Precision Garage Doors & Gates Inc. Yucca Valley, CA $ 192,500 2. S& R Builds Inc. Anaheim, CA $ 239,550 The bid documents were reviewed for content and the contractors’ background and recent projects were investigated. Precision Garage Doors & Gates Inc. was determined to be the lowest responsive bidder and is qualified to perform the work as defined in the bid documents. Precision Garage Doors & Gates Inc. has successfully provided similar services for municipal agencies including the Cities of Palm Springs and Los Alamitos, as well as other Fire Stations and Police Departments. ENVIRONMENTAL ANALYSIS This Project is considered a Class 1 exemption as defined in Section 15301(a) “Existing Facilities” projects of the California Environmental Quality Act (“CEQA”), which exempts projects consisting of alterations to existing facilities like interior partitions, plumbing, and electrical conveyances. FISCAL IMPACT The total cost for the Fire Station 106 Garage Door Replacement Project is $192,500. Resolution No. 7633 Supplemental Appropriation and Contract with Precision Garage Doors & Gates Inc. June 3, 2025 Page 3 of 3 With the request for a 10% contingency, the total potential project cost would be $211,750. Funds in the amount of $180,000 have been budgeted in the Fiscal Year 2024- 25 Capital Improvement Program budget for the Fire Station 106 Garage Door Replacement Project. Therefore, a supplemental budget appropriation of $31,750 is being requested from the Capital Outlay Fund. This increase was not anticipated at the time of budget development and is largely due to the rising cost of materials in the construction industry, especially with metal parts and mechanisms from overseas. RECOMMENDATION It is recommended that the City Council determine that the Fire Station 106 Garage Door Replacement project is a Class 1 exemption under the California Environmental Quality Act (“CEQA”); and adopt Resolution No. 7633 amending the Fiscal Year 2024-25 Capital Improvement Program Budget, authorizing a supplemental budget appropriation for the Fire Station 106 Garage Door Replacement Project in the amount of $31,750, offset by a reduction in the Capital Outlay Fund; and approve a contract with Precision Garage Doors & Gates Inc. for the Fire Station 106 Garage Door Replacement Project in the amount of $192,500, with a 10% contingency. Attachments: Resolution No. 7633 Proposed Construction Contract RESOLUTION NO. 7633 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA AMENDING THE FISCAL YEAR 2024-25 CAPITAL IMPROVEMENT PROGRAM BUDGET, AUTH ORIZING A SUPPLEMENTAL BUDGET APPROPRIATION FOR THE FIRE STATION 106 GARAGE DOOR REPLACEMENT PROJECT IN THE AMOUNT OF $31,750, OFFSET BY A REDUCTION IN THE CAPITAL OUTLAY FUND WHEREAS, the Fiscal Year 2024-25 Capital Improvement Program provides for the garage doors replacement at Fire Station 106; and WHEREAS, the existing fire station garage doors are not functioning properly at the fire station; and WHEREAS, the reliable and efficient garage door performance at Fire Station 106 is essential for the timely deployment of emergency vehicles to maintain public safety. WHEREAS, The total cost of the Garage Door Replacement Project is $192,500, with the request for a 10% contingency, for a total potential project cost of $211,750 is needed for the Project; and WHEREAS, only $180,000 was included in the Fiscal Year 2024-25 Capital Improvement Program Budget for this Project; and WHEREAS, an amendment to the Fiscal Year 2024-25 Capital Improvement Program Budget authorizing a supplemental budget appropriation in· the amount of $31,750 for Project 22820925 (302-2202-8209) is needed for the Fire Station 106 Garage Door Replacement Project; and WHEREAS, the supplemental budget appropriation will be offset by a reduction in the Capital Outlay Fund; and WHEREAS, the City Manager has certified that there are sufficient reserves available in the Capital Outlay Fund. 1 2 CITY OF ARCADIA FIRE STATION 106 GARAGE DOOR REPLACEMENT PROJECT BETWEEN CITY OF ARCADIA AND PRECISION GARAGE DOORS & GATES, INC. CONTRACT Contract - 1 CONTRACT FOR THE CITY OF ARCADIA This CONTRACT, No. ________ is made and entered into this ____ day of _______, 2025, by and between City of Arcadia, sometimes hereinafter called “City,” and Precision Garage Doors & Gates, Inc., sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: FIRE STATION 106 GARAGE DOOR REPLACEMENT PROJECT The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within forty-five (45) calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of ONE HUNDRED NINETY- TWO THOUSAND, FIVE HUNDRED DOLLARS AND NO CENTS ($192,500.00). Payment shall be made as set forth in the General Conditions. D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents. E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Performance Bond Contract - 2 Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions. H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] Contract - 3 IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF ARCADIA By: Dominic Lazzaretto City Manager PRECISION GARAGE DOORS & GATES, INC. By: Signature Print Name and Title Attest: By: City Clerk By: Signature Print Name and Title Approved as to Form: Michael J. Maurer City Attorney