AGENDA
ITEM
18 AGENDA
CALEXICO California ITEM
18 CITY COUNCIL
AGENDA STAFF REPORT
DATE: January 17, 2024
Mayor and City Council
REVIEWED BY: Sandra L. Fonseca, Interim Finance Director PREPARED BY: Guillermo Sillas, Public Works Director/City Engineer SUBJECT: Authorize City Manager to Sign Agreement of Professional Services between the City of Calexico and The Holt Group, Inc. in the Amount of $112,500.00 for Preparation of Building Assessment and Improvement Report and Documents and Construction Management of Fire Station No. 2 Rehabilitation Project.
Recommendation:
Authorize City Manager to Sign Agreement of Professional Services between the City of Calexico and The Holt Group, Inc. in the Amount of $112,500.00 for Preparation of Building Assessment and Improvement Report and Documents and Construction Support Services for Fire Station No. 2 Rehabilitation Project.
Background:
The Calexico Fire Station No. 2 was built in 1989 and is located in the western portion of the City at 900 W. Grant Street. Fire Station No. 2 can house one (1) triple combination engine and one (1) triple combination reserve engine with a minimum staff of three (3) assigned at the Portions of the building are no longer habitable due to continued deterioration inside of the building; therefore, the City intends to rehabilitate Fire Station No. 2 to make it habitable and operational for fire personnel. The following improvements will need to be addressed/improved but not limited to:
1. Mold Mitigation
2. Roofing
3. Kitchen/Dinning Area
4. Sleeping Quarters
5. Laundry Room
6. Restrooms
7. Utilities (water, sewer, power, etc.)
8. Other
Discussion and Analysis:
During the months of December 2023 and January 2024, Public Works Department requested proposals to consultants for the Rehabilitation of Fire Station No. 2. Three proposals for the Preparation of Building Assessment and Improvement Report and Documents, as well as Construction Support Services were received from the following firms:
1. West & Associates Engineers, Inc., in the amount of $78,830 plus $19,420 for Construction Support Services for a total cost of $98,250
2. Mour Group Engineering + Design, in the amount of $125,000, and Construction Support Services not available.
3. The Holt Group, in the amount of $64,500 plus $48,000 for Construction Support Services for a total cost of $112,500.
All three consultants are well qualified Engineering firms; however, The Holt Group was the consultant able to complete the task is less time. The City will use Successor Agency funds for this contract related to the rehabilitation of Fire Station No. 2.
City staff is recommending that the City Council of the City of Calexico authorize the City Manager to sign Agreement for Professional Engineering Services between the City of Calexico and The Holt Group, Inc. in the amount of $112,500.00 for preparation of Building Assessment and Improvement Report and Documents and Construction Support Services for Fire Station No. 2 Rehabilitation Project. The proposal includes the cost of $64,500 for the Preparation of the Building Assessment, Improvement Report, and Documents and $48,000 for the Construction Support Services, which is estimated to represent 4.36% of the total cost for the rehabilitation.
Due note that all improvements to Fire Station No. 2 need to be completed by October 2024, which is the deadline of the Community Development Block Grant approved by the California Department of Housing and Community Development.
Next steps:
Currently the Fire Department is operating during pick hours from two trailers located in the backyard of the Fire Station No. 2. However, these trailers are only a temporary solution while the main facility is being rehabilitated. The lack of a full functioning fire station, has made very challenging to provide services to the west area of the City with the consequent risk for the community.
2 Once the building evaluation has been performed and Improvements report identifies the needs, City staff will come back to Council to issue a request for bids following federal procurement process, which is a requirement by the grant funding.
Fiscal Impact:
Capital Improvement Program Budgeted Item for FY 2023-2024
REVENUE
Fund No. 411-91-926-56003-000 (Successor Agency) $112,500.00 Total $112,500.00
EXPENDITURE
The Holt Group, Inc. $112,500.00
Total $112,500.00
Coordinated With:
City Manager's Office.
Public Works Department.
Fire Department.
Attachments):
Agreement of Professional Services between City of Calexico and The Holt Group, Inc. for Preparation of Building Assessment and Improvement Report and Documents and Construction Management of Fire Station No. 2 Rehabilitation Project.
The Holt Group, Inc. Proposal dated January 5, 2024.
AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of the 17" day of January, 2024, by and between the City of Calexico ("City") and The Holt Group, Inc. ("Consultant").
RECITALS
A. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and
Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
AGREEMENT
1. Scope of Services. The Consultant shall furnish the following services in a professional manner. Consultant shall perform the services described on Exhibit A which is attached hereto and incorporated herein by reference. Consultant shall provide said services at the time, place, and in the manner specified in Exhibit A, subject to the direction of the City through its staff that it may provide from time to time.
Time of Performance. The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City. All such work shall for the Building Assessment and Improvement Recommendation Report shall be completed no later than February 29, 2024 and the Construction Management Services shall be completed by September 30, 2024. Time is of the essence for every provision of this agreement that states a time for performance and for every deadline imposed by the City.
3. Compensation. Compensation to be paid to Consultant shall be as set forth in Exhibit B, which is attached hereto and incorporated herein by reference. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment.
4. Method of Payment. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultant's bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff.
5. Ownership of Documents. All plans, studies, documents and other writings prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of 1 implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents and other writings to City upon written request.
Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City's employees, and Consultant hereby expressly waives any claim it may have to any such rights.
Interest of Consultant. Consultant (including principals, associates and professional employees) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by and during this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant's services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
a. will conduct research and arrive at conclusions with respect to his/her rendition of information, advice, recommendation or counsel independent of the control and direction of the City or of any City official, other than normal agreement monitoring; and b. possesses no authority with respect to any City decision beyond rendition of information, advice, recommendation or counsel. (FPPC Reg. 18700(a)(2).) Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant's field of expertise.
Indemnity. Consultant agrees to indemnify, including the cost to defend, the City, and its officers, agents and employees from any and all claims, demands, costs or liability that arise out of, or pertain to, or relaté to the negligence, recklessness, or willful misconduct of Consultant and its agents in the performance of services under this contract. This indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, damage or expense arising from the sole negligence, willful misconduct or defects in design by 2 the City or its agents, servants, or independent contractors who are directly responsible to the City, or the active negligence of the City.
To the fullest extent permitted by law, the Consultant shall (1) immediately defend and (2) indemnify the City, and its councilmembers, officers, agents, and employees from and against all liabilities regardless of nature or type that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, or its employees, agents, or subcontractors.
Liabilities subject to the duties to defend and indemnify include, without limitation, all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys' fees; court costs; and costs of alternative dispute resolution. The Consultant's obligation to indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party. If it is finally adjudicated that liability is caused by the comparative active negligence or willful misconduct of an indemnified party, then Consultant's indemnification obligation shall be reduced in proportion to the established comparative liability. (b) The duty to defend is a separate and distinct obligation from Consultant's duty to indemnify. Consultant shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its councilmembers, officers, agents, and employees, immediately upon tender to Consultant of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Consultant are responsible for the claim does not relieve Consultant from its separate and distinct obligation to defend under this section. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent defense counsel if Consultant asserts that liability is caused in whole or in part by the negligence or willful misconduct of the indemnified party. If it is finally adjudicated that liability was caused by the comparative active negligence or willful misconduct of an indemnified party, Consultant may submit a claim to the City for reimbursement of reasonable attorneys' fees and defense costs in proportion to the established comparative liability of the indemnified party.
The review, acceptance or approval of the City's work or work product by any indemnified party shall not affect, relieve or reduce the City's indemnification or defense obligations. This Section survives completion of the services or the termination of this contract.
The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance.
10. Insurance Requirements.
a. Consultant, at Consultant's own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies. i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his/her 3 employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non-renewal of all Workers' Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. This provision shall not apply if Consultant has no employees performing work under this Agreement. If the Consultant has no employees for the purposes of this Agreement, Consultant shall sign the "Certificate of Exemption from Workers' Compensation Insurance" which is attached hereto as Exhibit C.
ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. ili. Automobile Liability Coverage. Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.
iv. Errors and Omissions Liability. Consultant shall maintain errors and omissions liability insurance for all work performed under this Agreement in an amount of not less than one million dollars ($1,000,000). b. Policy Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no less than A: VII and shall be endorsed with the following specific language:
i. The City of Calexico, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work or operations.
4 11. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with it.
111. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers.
V. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the City.
C. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Consultant shall demonstrate financial capability for payment of such deductibles or self-insured retentions.
Certificates of Insurance and Endorsements. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement.
11. Compliance with Laws. Consultant shall use the standard of care in its profession to comply with all applicable federal, state and local laws, codes, ordinances and regulations.
12. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession. Consultant shall obtain a City of Calexico Business License.
13. Controlling Law Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Imperial, California. 5 Written Notification. Any notice, demand, request, consent, approval or communication that either party desires or is required to give to the other party shall be in writing and either served personally or sent prepaid, first class mail. Any such notice, demand, etc. shall be addressed to the other party at the address set forth herein below. Either party may change its address by notifying the other party of the change of address. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: City of Calexico, City Manager
608 Heber Ave.
Calexico, CA 92231
If to Consultant: The Holt Group, Inc.
1601 North Imperial Avenue
El Centro, CA 92243
15. Consultant's Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant's address indicated for receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant's business, City may, by written request by any of the above named officers, require that custody of the records be given to the City and that the records and documents be maintained in City Hall. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor-in-interest. 6 16. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.
17. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
18. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder.
19. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.
20. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.
21. Termination. This Agreement may be terminated by the City immediately for cause or by either party without cause upon fifteen days' written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.
***SIGNATURES ON FOLLOWING PAGE***
7 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.
CITY OF CALEXICO: CONSULTANT:
Esperanza Colio Warren James G. Holt, P.E.
City Manager Principal Engineer/Secretary-CFO
APPROVED AS TO FORM: ATTEST:
Carlos Campos Veronica L. Alvarado
City Attorney City Clerk
EXHIBIT A
SCOPE OF SERVICES
(proposal dated January 5, 2024)
EXHIBIT B
SCHEDULE OF CHARGES
10 EXHIBIT C
CERTIFICATE OF EXEMPTION FROM WORKERS' COMPENSATION INSURANCE I hereby certify that in the performance of the work for which this Agreement is entered into, I shall not employ any person in any manner so as to become subject to the Workers' Compensation Laws of the State of California.
Executed on this day of → 2024, at
California.
Consultant
11 The Holt Group, Inc.
Engineering Department
Municipal Design • Infrastructure Engineering Construction Management Land Surveying January 5, 2024
Ms. Esperanza Colio Warren
City Clerk
City of Calexico
608 Heber Avenue
Calexico, California
92231
Re: City of Calexico - Fire Station Number 2 - Building Assessment and Improvement Recommendation Report - THG Proposal Number 2024-001
Dear Esperanza,
A building tour and review was conducted at the City of Calexico Fire Station Number 2 Facility located and the southwest corner of Grant Street and Kloke Avenue on Thursday morning, January 4rth, 2024. The building tour was conducted by Esperanza Colio Warren, Guillermo Sillas and Eddie Ainza with the City of Calexico and James G. "Jack" Holt with the Holt Group. Portions of the existing roof leak and require repair or replacement. Portions of the building are no longer habitable due to continued deterioration inside the building, primarily from water damage. There are other items within the building which require repair and replacement not related to water damage including the non-functional sanitary sewer lateral extending from the bathrooms to the Calexico sanitary sewer main.
The City of Calexico Fire Station Number 2 building was constructed in 1989 and is 35 years old. Fire Station Number 2 appears to be a wood framed building with a stucco exterior. The Fire Station is comprised of three distinct areas. An office area comprises the east side of the building. A fire apparatus bay is located in the center portion of the building capable of housing two (2) fire trucks. A living area comprises the west side of 1601 North Imperial Avenue • El Centro, CA 92243 • 760/337-3883 • Fax 760/337-5997 City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
the building including a Kitchen, dining area and restrooms. A sloped tile roof is located over the west side of the building. Parapet walls are located in the roof area around the perimeter of the Apparatus Bays and east portion of the building. It appears a "flat" roof is located inside the parapet walls. The following items were observed during the building tour:
1. Settlement around the exterior of the building was not observed. The sidewalks surrounding the building were not cracked or vertically displaced (except at one location at the top of the sidewalk slope leading from Kloke Avenue). Cracks in the walls were not observed. The walls appeared to be plumb. No horizontal wall displacement was observed.
2. Significant cracks in the floor were not observed during the building tour. It appears the building floor structure is in satisfactory condition (although much of the floor was covered with carpet and other floor coverings so the visual observation of the floor was limited).
3. The sloped tile roof over the west side of the building has noticeable defects as observed from the ground. Water intrusion into the west side of the building from the leaky roof is significant.
4. The flat roof inside the parapet walls over the apparatus bays and east side of the building could not be observed during the building tour. Water intrusion into the east portion of the building is significant and it appears to be coming from the flat roof area.
5. The suspended ceilings inside the west side of the building were observed to be water damaged.
6. Portions of the walls inside the west side of the building are water damaged. Mold development within the walls is a concern. The walls appear to be wood framed covered by painted sheetrock.
7. It was noted that several of the lights within the east and west sides of the building are inoperable. It is possible other electrical items, such as receptacles are not functional.
City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
8. The Kitchen countertops and cabinets have been water damaged and cannot be repaired.
9. The floors in the east and west sides of the building have been water damaged and cannot be repaired.
10. Several of the bathroom fixtures and cabinets have been water damaged and require replacement.
11. The sanitary sewer lateral pipeline extending from the two (2) bathrooms within the west side of the building to the City of Calexico sanitary sewer pipeline located in the street area adjoining the fire station site is "blocked" and not functional. The bathrooms are therefore inoperable.
12. It was noted during the site tour that the condition of the existing A/C units is not known.
13. The condition of existing HVAC air ducts is not know.
14. It was noted that not all Fire Alarm systems are functioning.
After the limited building tour was completed, the schedule to complete improvements to the Calexico Fire Station Number 2 building was reviewed with the Calexico Staff. Grant funding available to complete the improvements must be expended by September 2024, per the terms of the Grant. The Calexico Fire Station Number 2 building improvements must therefore be complete by September 2024. There are eight months (January through August 2024) to complete the improvements. The conventional design, bidding and construction method of implementing the improvements would require between 1½ to 2 years. There is not sufficient time to complete the improvements per the conventional method. There is approximately $1,300,000 to complete the administrative, professional, construction, construction management and inspection and other items related to the project.
There are two (2) fire stations in the City of Calexico to serve a population of 38,496 persons. A partially operable Fire Station Number 2 leaves only one (1) fully operable fire station and a public not fully protected. The partially operable Fire Station Number 2 is regarded as a Public Health Hazard and an Emergency. Based on the assumption that City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
the partially operable Fire Station Number 2 is regarded as a Public Health Hazard, and that public advertisement requirements are not required due to the Public Health Hazard, the schedule to complete the fire station number 2 improvements within a compressed eight (8) month time period is as follows:
PROJECT SCHEDULE
1. Complete a Building Assessment and Improvement Recommendation Report for the improvements to occur at Fire Station Number 2. The Building Assessment and Improvement Recommendation Report would include a detailed scope of work required for the Building Improvements and the Cost Estimate to complete the improvements. The Building Assessment and Improvement Recommendation Report would be reviewed and approved by the City of Calexico. Completion of the Building Assessment and Improvement Recommendation Report would be completed between January 15th and February 29th, 2024.
2. A General Contractor would be selected by the City of Calexico to construct the project based on a lump sum or time and material basis. The project construction scope of work would be in accordance with the approved Building Assessment and Improvement Recommendation Report. Completion of the negotiation between the City of Calexico and General Contractor would be completed between March 1st and March 15h, 2024.
3. The General Contractor commences the work to complete the Fire Station Number 2 improvements based on the approved Building Assessment and Improvement Recommendation Report. The City of Calexico Building Department would complete the building inspections. The Holt Group will perform the Construction Management Services for the project. The General Contractor would be responsible to construct the project between March 15", 2024 and August 31st, 2024.
City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
The Holt Group proposes to complete the following scope of work for the preparation of the Fire Station Number 2 Building Assessment and Improvement Recommendation Report:
BUILDING ASSESSMENT AND IMPROVEMENT
RECOMMENDATION REPORT SCOPE OF WORK
1. Complete a comprehensive site review with Calexico Public Works and Fire Department Staff and identify a more detailed list of improvement items.
2. Review the requirements to remove and replace the existing sanitary sewer lateral extending from the bathrooms to the sanitary sewer pipeline in the streets adjoining Fire Station Number 2.
3. Complete review and testing to determine the extent of the deterioration and damage to walls, roof, plumbing, flooring and other areas.
4. Prepare a detailed list of improvements, schematic plans and schedules to be completed for the building restoration.
5. Review wall colors, flooring materials, roofing materials, plumbing fixtures, suspended ceilings, etc. to be implemented for the building restoration. Review and receive approval of these items from the Calexico Staff prior to the inclusion of these materials in the Building Assessment and Improvement Recommendation Report.
6. The electrical and lighting system will be reviewed at the project site by a Registered Electrical Engineer in the State of California. Improvements to the lighting and electrical system will be included in the Building Assessment and Recommendation Report, as required.
7. The HVAC system will be reviewed at the project site. Recommended improvements to the HVAC system will be included in the Building Assessment and Recommendation Report, as required.
8. Review the exterior stucco and recommend any improvements, such as a color coat to the exterior stucco finish, as required.
9. Prepare a proposal form for the General Contractor to complete the required improvements.
10. Prepare specifications for the completion of the Building Improvements.
City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
Exclusions and Assumptions to the Fire Station Number 2 Building Assessment and Improvement Recommendation Report are as follows:
EXCLUSION AND ASSUMPTIONS TO BUILDING ASSESSMENT
AND IMPROVEMENT RECOMMENDATION REPORT SCOPE OF WORK
1. Detailed plans will not be prepared for this project given the compressed time to prepare the Building Assessment and Improvement Recommendation Report. It is assumed the City of Calexico will forward the 1989 Fire Station Number 2 building improvement plans prior to the commencement of the Building Assessment and Improvement Recommendation Report.
2. It is assumed a building plan check review for this project will not be completed given the compressed time to prepare the Building Assessment and Improvement Recommendation Report.
3. It is assumed that that building entrance, path of travel and sidewalk ADA requirements for this project will not be required as no improvements to these facilities is contemplated. Should current ADA requirements for these items be required, then additional compensation will be approved to complete the updated ADA design requirements.
4. It is assumed that current restroom ADA design requirements will not be required for this project as no expansion to the existing restroom facility will occur. Only replacement of current plumbing items and the replacement of the underground non-functional piping are to be required by this project. Should current ADA requirements for these items be required, then additional compensation will be approved to complete the updated ADA design requirements and detailed plans.
5. It is assumed that items within the building which are to remain and not subject to improvement will not be upgraded due to current building code requirements.
City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
6. It is assumed the City of Calexico will engage a Geotechnical Engineer to complete a field review of the Building Foundation and offer an opinion with regard to the stability of the foundation and any settlement issues per the field review. It is assumed that the Geotechnical field review and opinion will be completed during the preparation of the Building Assessment and Recommendation Report.
The Holt Group offers to complete the following Construction Management Scope of Work Items for this project:
CONSTRUCTION MANAGEMENT SCOPE OF WORK
1. Complete project submittal reviews during the project construction phase.
2. Respond to General Contractor request of information forms during the project construction phase.
3. Review contactor change order requests and review with the City of Calexico Staff. The City of Calexico is to ultimately determine whether to approve or not approve the change orders.
4. Review contractor payment requests prior to forwarding to the City of Calexico for ultimate approval and processing.
5. Complete construction observation and review during the project construction period
6. Forward contractor directives after approval from the City of Calexico Staff.
7. Assisting the City of Calexico with filing the project Notice of Completion.
City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
Construction Management Assumptions and Exclusions:
CONSTRUCTION MANAGEMENT ASSUMPTIONS AND EXCLUSIONS
1. It is assumed that the City of Calexico Building Department will complete the project building inspections for this project.
Compensation:
COMPENSATION
1. Preparation of the Building Assessment $64,500
and Improvement Report and Documents
2. Construction Management .. $48,000
Total $112,500
Fees in addition to the Building Assessment and Improvement Report and Construction Management Scopes of Work shall be completed on an hourly rate basis per the attached THG 2024 Hourly Rate Schedule.
City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001
PLANNING
Senior Planner (AICP)/Senior Project Manager $150.00/Hour Associate Planner $130.00/Hour
Assistant Planner $100.00/Hour
Planning Clerk $80.00/Hour.
Senior Labor Standards Compliance Monitor $100.00/Hour
Assistant Labor Standards Compliance Monitor $85.00/Hour.
Planning Assistant $80.00/Hour
Grant Manager $150.00/Hour
Planning Designer/AutoCAD Technician $85.00/Hour
ENGINEERING
Principal Engineer P.E./L.S. $170.00/Hour
Principal Architect AlA $170.00/Hour
Project Engineer P.E./L.S: $150.00/Hour
Associate Project Engineer $140.00/Hour
Assistant Project Engineer $130.00/Hour
Project Manager $150.00/Hour
Civil Designer!!! $105.00/Hour
Civil Designer!! $100.00/Hour
Civil Designer! $90.00/Hour.
Senior Plan Checker $150.00/Hour
Plan Checker $120.00/Hour
Resident Engineer $140.00/Hour
Assistant Resident Engineer/Field Engineer/Inspector $120.00/Hour.
Designer!!! $90.00/Hour.
Designer!! $80.00/Hour
Designer! $75.00/Hour
SURVEYING STAFF
Survey Project Manager.. $160.00/Hour
2 Man Survey Crew with GPS (Overtime) $400.00/Hour
2 Man Survey Crew with GPS $320.00/Hour
1 Man Survey Crew with GPS $180.00/Hour
Survey Travel Time Crew Rate x 50%
NOTES:
1. The minimum time charged for survey project is 1/2 day (4 hours at the crew rates plus travel time).
2. Crew charges include standard surveying equipment.
Rental of any special equipment will be charged at cost plus 15%.
REIMBURSABLE EXPENSES
Photocopies (each) $0.25
Plots (per square foot in color) $1.70
Plots (per square foot in black & white) $0.85
Computer Plotter $19.00/Hour
Postage Cost + 15%
Vehicle Mileage $0.66
Reproduction, Special Photography, Printing, etc. performed Cost + 15% by Subcontractor, Aerial Photogrammetry, Delivery Service, Hotel/Motel Per Diem Expenses Cost + 15%
City of Calexico - Improvements to Fire Station Number 2 - Proposal Number 2024-001