Fremont City Council Meeting: 11/14/23 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4999) DOC ID: 4999
Updated: 11/8/2023 9:02 AM by Susan Gauthier Page 1
POLICE DEPARTMENT VEHICLE EVIDENCE STORAGE WAREHOUSE - Approval of Plans and Specifications; Award of Contract to Calstate Construction, Inc. in the amount of $2,841,055.00 (including 10% Contingency) for the Police Department Vehicle Storage Warehouse Project (PWC8935); Funding Reallocation/Appropriation Action; and Make Findings of CEQA Exemption Contact Persons:
Name: Martha Martinez Hans Larsen
Title: Facilities Project Manager Public Works Director Div/Dept: Public Works Public Works
Phone: 510-494-4750 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate construction of a new warehouse building at the Police Center for the storage of vehicles being held for the purpose of crime analysis and evidence.
BACKGROUND: The Police Department is responsible for intaking, inspecting, and storing evidence vehicles for undetermined lengths of time. The Department currently stores evidence vehicles under a covered canopy tent at a parking lot located adjacent to the Police Department campus.
The new 6,700 square-foot vehicle storage warehouse will sit on an empty lot located between the Police Jail / Evidence Building and the Tri-City Animal Shelter. The proposed new warehouse will provide an enclosed space for Police staff to store, secure and perform inspections in a controlled space. The warehouse is designed to park 16 vehicles at the floor level and up to 32 vehicles can be stored using mechanical lifts allowing for vehicles to be “double stacked”. The building will enable staff to maintaini the integrity of the evidence and not have it be compromised by being exposed to the weather and outdoor elements.
Construction is anticipated to begin in December 2023 with completion expected by Fall 2024.
DISCUSSION/ANALYSIS: The Police Department Vehicle Storage Warehouse project was advertised for construction bids in September 2023, and ten bids were received on October 10, 2023. The bidders with their respective bid amounts are shown below. The Engineer’s Estimate is $2,400,000.
Bidders Bid Amount
1. S & H Construction, Inc. $1,968,600.00*
2. Calstate Construction $2,582,777.00
3. Giant Construction $2,704,819.44
4. ICC General $2,794,639.00
5. Rodan Builders $2,850,819.44
6. JPB Designs $2,902,890.44
7. CWS Construction $2,947,819.44
8. Zone 4 $2,961,600.44
Council Staff Report (ID # 4999) Meeting of November 14, 2023 Updated: 11/8/2023 9:02 AM by Susan Gauthier Page 2
9. James R. Griffin $2,998,089.00
10. On Point Construction $3,018,298.44
* Non-responsive bid
The initial low bidder, S & H Construction, Inc., requested to withdraw their bid due to clerical errors, shortly after bid opening. After review, the City accepted S&H Construction Inc.’s request and considers their bid non-responsive. The next apparent low bidder, CalState Construction, Inc. submitted a responsive bid and all documents are in order. The contractor is a responsible bidder experienced in this type of work and has satisfactorily completed contracts of a similar nature with the City and other nearby agencies.
Project Cost and Funding:
Estimated Project Costs:
Design and Project Administration $ 380,000
Construction Contract – Low Bid $ 2,582,777
Construction Contingency (10%) $ 258,278
Construction Inspection and Administration $ 155,000
Estimated Total Project Costs: $ 3,376,055
Source of Funding
Currently Budgeted:
Capital Improvement Fund PWC 8935-501 $ 2,855,000
Proposed:
Capital Improvement Fund PWC 9094-501 $ 525,000
Total Funds Available: $ 3,380,000
The current project cost exceeds the available budget by approximately $525,000. The higher cost is attributed to an extraordinary inflationary increase in the cost of construction building materials and skilled labor, particularly in the Bay Area market. Staff has reviewed options for reconciling the project cost and budget, including consideration of rebidding or rescoping the project. Neither of these options are recommended as they will incur additional costs and delay the project, and expose the project to potentially higher future inflationary costs.
To address this shortfall, staff recommends that $525,000 of the existing funding for the EV Charging for City Fleet Electrification Project (PWC 9094-501) be reallocated to the Police Department Vehicle Storage Warehouse Project (PW C8935-501). The EV Charging project was funded in the 2023/24-2027/28 Capital Improvement Program at $5,000,000. Because of emerging lower-cost technology solutions, staff believes this reallocation will not impact our ability to complete the installation of EV charging infrastructure at the Police Administration Center and the City Maintenance Center.
FISCAL IMPACT: With approval of the recommended reallocation of $525,000 from the EV Charging for City Fleet Electrification Project to the Police Department Vehicle Storage Warehouse project, there will be sufficient funds available for the estimated project cost.
Council Staff Report (ID # 4999) Meeting of November 14, 2023 Updated: 11/8/2023 9:02 AM by Susan Gauthier Page 3
ENVIRONMENTAL REVIEW: The proposed accessory structure being constructed in the existing Fremont Police Department campus is exempt from the requirements of the California Environmental Quality Act (CEQA) per, without limitation, each on a separate and independent basis:
(1) CEQA Guidelines Section 15303 (New Construction or Conversion of Small Structures), as the project would involve the construction of a new accessory structure located at the Fremont Police Department campus. The proposed structure would not expand the boundaries of the campus site and would be contained within previously improved areas of the campus. The introduction of an accessory storage facility for the Fremont Police Department would not be an expansion of use as the campus has been historically utilized for needed city accessory structures, such as the fuel station. The structure is under 10,000 square feet and will be serviced by existing utility infrastructure. The project does not propose a significant amount of hazardous materials on site;
(2) CEQA Guidelines Section 15311 (Accessory Structures), as the project would involve the construction of a minor accessory structure, a vehicle storage shed, at an existing improved location within Fremont Police Department campus. The accessory structure would not significantly expand capacity;
(3) CEQA Guidelines Section 15332 (In-Fill Development Projects), as the proposed project the project site would be less than five acres and is surrounded by urban uses, such as multi-family housing, the police station, and the Tri-City Animal Shelter. As previously mentioned, the site can be serviced by existing utility infrastructure;
(4) CEQA Guidelines Section 15183 (Projects Consistent with a Community Plan, General Plan, or Zoning), as the proposed project is consistent with the development densities and policies in the general plan and existing zoning for which a final Environmental Impact Reports (EIRs) was previously certified: Fremont General Plan EIR (SCH#2010082060). The project would not create significant effects more severe than analyzed in the prior EIR because the project does not substantially alter the physical characteristics or use of the site. The proposed construction would consist of a small vehicle shed located behind the Fremont Police Department and adjacent to the Tri-City Animal Shelter. The accessory structure would serve to support existing Police Department operations on the site. There would not be the potential for environmental effects peculiar to the project or to the project site. The improvements to the site would be take place in previously improved and disturbed areas of the campus that are currently utilized passive recreation. Fremont Municipal Code Chapter 18.218 provides standard development requirements that address any potential impact to special-status species, and air quality related to construction.
ATTACHMENTS: None.
RECOMMENDATION: Approval of the following actions related to the Police Department Vehicle Storage Warehouse Project (PWC 8935-501):
1. Find the project exempt from environmental review per CEQA Guideline Section 15303 (New Construction or Conversion of Small Structures), Section 15311 (Accessory Structures), Section 15332 (In-Fill Development Projects), and Section 15183 (Projects Consistent with a Community Plan, General Plan, or Zoning).
Council Staff Report (ID # 4999) Meeting of November 14, 2023 Updated: 11/8/2023 9:02 AM by Susan Gauthier Page 4
2. Approve Plans and Specifications for this Project.
3. Accept bid and award the construction contract to Calstate Construction, Inc. in the amount of $2,582,777 and allocate a 10% contingency in the amount of $258,278 for a total construction contract amount of $2,841,055 and authorize the City Manager or designee to execute the contract.
4. Reallocate $525,000 from the EV Charging for City Fleet Electrification Project (PWC 9094-501) to the Police Department Vehicle Storage Warehouse Project.