Camarillo City Council
AGENDA REPORT
Date: November 8, 2023
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: City Hall Council Chambers Remodel (Project No. CH-09-01) – Award Construction Contract
BACKGROUND
The City Hall Council Chambers was constructed with the original City Hall facility in the 1970’s and has not received any significant upgrades since its original construction.
The City Hall Council Chambers Remodel – Project No. CH-09-01 (Project) improves physical accessibility consistent with the Americans with Disabilities Act (ADA). The project also includes improvements to technology, lighting, audio, seating, and other features upgrading the experience for those attending in person, as well as those who watch over livestream. Significant planning efforts incorporated security enhancements to ensure the safety of City employees, public officials, as well as the general public The majority of the funding for the Project is provided through the Public, Education & Government Access Channels (PEG) program, established by the Federal Communications Commission (FCC) to increase accessibility for public meetings. The City’s PEG funding must be used on capital costs associated with the production of the government access channel including the City Hall Council Chambers.
On July 26, 2023, the City Council authorized staff to solicit bids for construction of the improvements to the City Hall Council Chambers, as shown on the Location Map (Attachment 1) and found the Project exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15301 Class 1.
DISCUSSION
Construction Bids
Staff issued a Notice Inviting Bids on August 26, 2023, for the Project. On September 26,
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2023, the City received four (4) bids for construction as shown in the following table:
Name of Bidder $ Amount of Bid
Pre Con Industries, Inc. $2,533,903.58
Ardalan Construction Company, Inc. $2,667,000.00
Waisman Construction, Inc. $2,680,000.00
Modern General Contractor, Inc. $2,797,000.00
Staff reviewed the low bid submitted by Pre Con Industries, Inc. and all associated forms, and identified that one of the forms was missing from the original bid submitted. The form was submitted to the City shortly after bid opening and was not of substance and did not impact the bid price or proposal. Therefore, staff finds Pre Con Industries, Inc. to be responsive to the bid solicitation. Staff recommends City Council waive the minor bid irregularity and award a construction contract to Pre Con Industries, Inc. in the amount of $2,533,903.58 (Attachment 2) and authorize a contingency in the amount of $381,000 (approximately 15%) for unforeseen additional work if required, for a total contract authorization of $2,914,903.58.
Construction Management and Inspection Services
Consultant construction management and inspection services are required for the Project. In May 2023, staff advertised a Request for Qualifications (RFQ) to provide construction management and inspection services for the Project. Staff selected Willdan Engineering (Willdan) as the most qualified firm to provide the necessary construction management and inspection services for the Project. Wildan has significant construction management and inspection experience working on similar types of capital projects.
Staff has negotiated a scope of services and fee with Willdan and recommends approving a standard professional services agreement with Willdan in an amount not-to-exceed $227,544 for construction management and inspection services (Attachment 3) and authorizing a contingency in the amount of $34,500 (approximately 15%) for unforeseen additional services if required, for a total agreement authorization of $262,044.
Design Services During Construction
On January 8, 2020, the City Council awarded Agreement 2020-1 with Ravatt, Albrecht & Associates, Inc. (Ravatt) to provide final design services for the project in the amount of $267,559, including $40,200 (approximately 15%) for contingency for unforeseen additional services. Now that construction is ready to begin, an amendment to the Ravatt CH-09-01 - Award Construction Contract
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Agreement is required for additional services to provide design support during construction. Staff recommends a First Amendment to Agreement 2020-1 with Ravatt in an amount not-to-exceed $88,893.55 for design services during construction (Attachment 4) for a total agreement amount of $356,452.55 and re-establishing the contingency in the amount of $13,500 (approximately 15% of the First Amendment amount) for a total agreement authorization of $369,952.55.
Meetings During Construction
Project construction is anticipated to begin in early January 2024, and continue through the end of the year. Actual construction schedule timelines will be developed with the contractor following award of the construction contract, and will be dependent on procurement lead times for specialty material and equipment.
During construction of the project, City Council and Planning Commission regular and special meetings will be held at the Community Room at the Camarillo Public Library.
Filming, including audio and video production, broadcasting and livestreaming capabilities and equipment to support these features are currently being evaluated, and are expected to be in place by the first meeting at the library.
Budget Analysis
The project construction expenses and recommended appropriation are summarized below:
Contractor Contract $ 2,533,903.58
Contractor Contingency $ 381,000.00
Construction Management $ 227,544.00
Construction Management Contingency $ 34,500.00
Design Services Amendment $ 88,893.55
Design Services Contingency $ 13,500.00
Total Construction Phase Expenses $ 3,279,341.13
The current FY 2023-2028 Capital Improvement Program (CIP) estimated the total construction phase expenses to be $2,600,063. The increase of approximately $680,000 in cost is attributed to scope changes during the design process, technical specialty support services needed during construction, and the recent high bidding climate.
FISCAL IMPACT
An appropriation of $3,279,342 for the construction contract, professional services agreement, amendment, and contingencies in the Capital Improvement Projects Fund, 410-8510-485.92-41 and Project CH-09-01 from available Capital Improvement Projects Fund Balance is required. A transfer into the Capital Improvement Projects Fund of $2,350,978 from available Cable PEG fees is also required.
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RECOMMENDATION
1. Find that Project No. MC20235 is exempt from review under the California Environmental Quality Act (CEQA) pursuant to Article 19 Categorical Exemptions Section 15301 Class 1 Existing Facilities; and
2. Authorize an appropriation of $3,279,342 for the construction contract, professional services agreement, amendment, and contingencies in the Capital Improvement Projects Fund, 410-8510-485-92.41 and Project CH-09-01 from available Capital Improvement Projects Fund Balance; and
3. Authorize a transfer into the Capital Improvement Projects Fund of $2,350,978 from available Cable PEG fees; and
4. Waive the minor bid irregularity and authorize the City Manager to execute Public Works Contract No. 2023-146 with Pre Con Industries, Inc. in an amount not-to- exceed $2,533,903.58, and authorize a contingency in the amount of $381,000, for a total contract authorization of $2,914,903.58; and
5. Authorize the City Manager to execute future contract change orders to the contract for unforeseen additional work up to the authorized contingency amount; and
6. Authorize the City Manager to execute Professional Services Agreement No. 2023- 147 with Willdan Engineering in an amount not-to-exceed $227,544 for construction management and inspection services, and authorize a contingency in the amount of $34,500, for a total agreement authorization of $262,044; and
7. Authorize the City Manager to execute Professional Services Agreement No. 2020- 1A with Ravatt, Albrecht, & Associates, Inc. in an amount not-to-exceed $88,893.55 for additional design support services during construction, and authorize a contingency in the amount of $13,500, for a total agreement authorization of $369,952.55; and
8. Authorize the City Manager to execute future amendments to the agreements with Willdan Engineering and Ravatt, Albrecht, & Associates, Inc. for unforeseen additional services up to the authorized contingency amounts.
ATTACHMENTS
1. Location Map
2. CC Agreement No. 2023-146
3. CC Agreement No. 2023-147
4. CC Agreement No. 2020-1A
5. CC Agreement No. 2020-1
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL CH-09-01 - Award Construction Contract
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