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February 14, 2023
ITEM TITLE
Contract Award and Appropriation : Award a Design-Build Agreement to EC Constructors, Inc. for the Construction Phase of the Renovation of Fire Station 1; Amend the Infrastructure, Facilities, and Equipment Expenditure Plan; and Appropriate Funds
Report Number: 23-0035
Location: 447 F Street (F Street & Fourth Avenue)
Department: Engineering & Capital Improvements
Environmental Notice : The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15301 Class 1 (Existing Facilities), Section 15302 Class 2 (Replacement or Reconstruction), and Section 15303 Class 3 (New Construction or C onversion of Small Structures).
Recommended Action
Adopt a resolution (1) Awarding a Design -Build Agreement to EC Constructors, Inc. for the construction phase (Phase 2) of the Renovation of Fire Station 1, in the amount of $ 6,227,406 (CIP No. GGV0252) ; (2) Amending the Infrastructure, Facilities, and Equipment Expenditure Plan; and (3) Amending the Fiscal Year 2022/23 CIP Program budget by appropriating $550,000 from the available balance of the Measure P Fund to GGV0252. (4/5 Vote Required)
SUMMARY
In accordance with the Chula Vista Municipal Code, the City issued a Request for Proposals (RFP) for Collaborative Design-Build services to a list of prequalified Design -Build firms pursuant to Chapter 2.57 of the City's Municipal Code for the renovation of Fire Station 1 located at 447 F Street, Chula Vista. On May 11, 2021, the City Council adopted Resolution No. 2021-076 approving an agreement with EC Constructors, Inc. to provide design and pre-construction services (Phase 1) for the fire station. EC Constructors Inc. and City staff have completed the Phase 1 design scope to the point where a Guaranteed Maximum Price (GMP) for the Construction Phase (Phase 2) of the project has been established. The proposed action would initiate Phase 2 and award the construction contract to EC Constructors Inc.
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ENVIRONMENTAL REVIEW
The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15301 Class 1 (Existing Facilities), Section 15302 Class 2 (R eplacement or Reconstruction), and Section 15303 Class 3 (New Construction or Conversion of Small Structures) because the proposed actions would not result in a significant effect on the environment, create a cumulative impact, damage scenic highway, or c ause a substantial adverse change in the significance of a historical resource.
Thus, no further review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
The Citizens’ Oversight Committee (COC) meeting held on January 26 , 20 23, was not able to establish a quorum and the meeting was cancelled. As a result, City staff will present the amended Infrastructure, Facilities and Equipment Expenditure Plan and proposed allocations at the next COC meeting scheduled in April 2023.
DISCUSSION
Fire Station No. 1 has serviced the citizens of Chula Vista since 1948. This facility has offices, dorm rooms for sleeping, a locker room, an exercise room, bathrooms, a kitchen, a conference room, and parking for three fire apparatus. This project will address the following areas of need in this station.
1. The new ladder truck apparatus that will service the Fire Station 1 area will not fit in the station apparatus bays as currently configured. This project will enlarge the apparatus bay to accommodate the new a pparatus. The areas displaced by the enlarged apparatus bay will be relocated in the building requiring further modifications.
2. This station lacks modern firefighter accommodations with regard to gender equity. The renovations will improve dorm privacy and equal access to bathroom facilities.
3. Many areas of the station are aging and in need of renovation and modernization. The dorm rooms and bathrooms are in poor condition and in need of renov ation. The electrical, mechanical, plumbing, and windows and doors are presenting maintenance problems due to age. The station alerting system has not been updated to the new City standard system.
The Design-Build process utilizes two separate contracts generally referred to as Phase 1 and Phase 2. Phase 1 is for design and preconstruction and Phase 2 is for construction. After award of the Phase 1 contract, the Design-Builder develops the design and captures all the programmatic needs in sufficient detail to allow advertising the project for bids from sub-contractors. The Design-Builder then uses the sub-contractors’ bids for each trade to develop and submit to the City a Guaranteed Maximum Price (GMP) for the project. If an agreement is reached on the GMP and the contract is awarded, then the Design-Builder will proceed to Phase 2 to construct the station.
Since the Phase 1 contract award on May 11, 2021, EC Constructors Inc. and City staff have worked together to develop the designs of the proposed Fire Station 1. The Fire Department’s functional needs, technical constraints and budget were considered in developing the project designs. In late 2022, the designs reached the level of completion needed to allow advertising.
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On November 29, 2022, bid packages for Fire Station 1 were advertised by the Design-Builder. The City also provided notice of the project advertisement via Planet Bids. Subcontractor bids were received January 10, 2023. City staff oversaw the bid opening and participated in the bid evaluation and subcontractor selection.
The Design -Builder compiled the bids and submitted a GMP of $ 6,227,406 for the Phase 2 construction contract to the City. This is approximate 1.1% above the pre-bid estimate of $5,809,890. City staff and our construction management consultant (Project Professionals Corporation) reviewed the proposed GMP, and determined that the GMP package is complete, and reflective of the bids received.
Staff recommends awarding the Phase 2 construction contract to EC Constructors Inc. in the amount of $6,227,406. EC Constructors Inc. is currently an active licensed Class A, General Engineering Contractor and Class B, General Building Contractor (License No. 585677), and has performed similar work in the city. Their license status is current and active per the State of California Department of Consumer Affairs Contractor State License Board.
DECISION-MAKER CONFLICT
Staff has reviewed the property holdings of the City Council members and has found no property holdings within 1000 feet of the boundaries of the property which is the subject of this action. Consequently, this item does not present a disqualifying real property-related financial conflict of interest under California Code of Regulations Title 2, section 18702.2(a)(7) or (8), for purposes of the Political Reform Act (Cal. Gov’t Code §87100, et seq.).
Staff is not independently aware and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
Adoption of the resolution will (1) award the Construction Phase (Phase2) of the Renovation of Fire Station 1, (2) amend the Infrastructure, Facilities, and Equipment Expenditure Plan, and (3) amend the FY 2023 CIP Program budget by appropriating $550,000 from the available balance of the Measure P Fund to GGV0252.
The following is a summary of project costs:
PROJECT COSTS
A. Phase 2 Contract $6,227,406.00
B. Contingencies (Approx. 3%) $ 217,057.04
C. Construction Management $ 48,855.00
D. Staff time, Inspection, etc. $ 106,681.96
TOTAL $6,600,000.00
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FUNDING SOURCE (ROUNDED)
A. Appropriations to Date: Measure P (GGV0252) $6,050,000.00 B. New Appropriation: Measure P (GGV0252) $ 550,000.00 TOTAL $6,600,000.00
ONGOING FISCAL IMPACT
The Expenditure Plan anticipates that the one-half cent sales tax increase would generate approximately $186.3 million over the 10-year period. As part of the City’s annual budget process, annual allocations to the Measure P Sales Tax Fund would be brought forward for City Council consideration and action. Prior to City Council consideration of the City’s annual budget, staff will prepare and present to the Citizens’ Oversight Committee for its review a spending plan for Measure P revenues.
ATTACHMENTS
1. Contractor’s Disclosure Statement.
Staff Contact: Jonathan Salsman – Senior Civil Engineer, Engineering & Capital Projects Diana Bauer – Associate Engineer, Engineering & Capital Projects