Fremont City Council Meeting: 10/01/24 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5272) DOC ID: 5272
Updated: 9/27/2024 9:06 AM by Susan Gauthier Page 1
CITY HALL FIRE ALARM REPLACEMENT - Approval of Plans and Specifications; Award of Contract to HCI Systems, Inc. in the amount of $372,993 (includes 15% Contingency) for the City Hall Building A and B Fire Alarm Replacement Project (PWC9095); Make Findings of CEQA Exemption
Contact Persons:
Name: Jimmy Chen Khandan Bahmani
Title: Facilities Manager City Engineer
Div/Dept: Public Works Public Works
Phone: 510-494-4715 510-494-4768
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate the Fire Alarm System replacement at the City Hall Buildings A & B, to modernize aging equipment in compliance with current safety regulations.
BACKGROUND: The City Hall Buildings A and B are located at 3300 Capitol Avenue, and they provide approximately 90,000 square-foot of office space for various City functions including the City Council Chambers, City Manager’s Office, City Attorney’s Office, City Clerk’s Office, and the departments of Community Services, Economic Development, Finance, Human Resources, Human Services and Information Technology. The existing fire alarm system has reached the end of its life cycle and need to be replaced. Funding for the project was approved by the City Council in June 2023 as part of the Capital Improvement Program.
DISCUSSION/ANALYSIS: The existing fire alarm system for both City Hall buildings is located in Building A. This project will install a new individual fire alarm system for each building including additional fire alarm devices to meet current regulations. Construction is anticipated to begin in November 2024 with completion scheduled for February 2025.
Bid Results: Bids for this project were opened on August 29, 2024. The bidders with their respective bid amount are shown below. The Engineer’s Estimate is $285,000.
Bidder Bid Amount
HCI Systems, Inc. $ 324,342.00
Convergent Construction $ 390,000.00
Morton Smith Electrical, Inc. $ 614,720.00
The low bidder for this project, HCI Systems, 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 similar nature with other nearby agencies.
Council Staff Report (ID # 5272) Meeting of October 1, 2024 Updated: 9/27/2024 9:06 AM by Susan Gauthier Page 2
Project Cost & Funding
Estimated Project Costs:
Design Consultant and Project Administration $ 30,000
Construction Contract - Low Bid 324,342
Construction Contingency (15%) 48,651
Project Contingency (10%) 32,434
Total Estimated Project Costs: $ 435,427
Source of Funding:
PWC9095-501 – City Hall Building Rehabilitation – Capital Replacement
$
435,427
$
FISCAL IMPACT: Based on the contract amount and the project cost estimate, there are sufficient funds budgeted for this project.
ENVIRONMENTAL REVIEW: Action on this item is exempt from environmental review.
The project is categorically exempt from environmental review based on, without limitation, CEQA Guidelines Section 15301, and 15301(a). The replacement of the outdated fire alarm system involves negligible or no expansion of use or capacity and constitutes installation of a small accessory/structure, which does not involve significant new environmental effects or changed circumstances.
ATTACHMENTS: None.
LINKS:
• City Hall A Fire Alarm Replacement Project Plans and Specifications:
https://www.fremont.gov/home/showdocument?id=16400&t=638617564181355442
• City Hall B Fire Alarm Replacement Project Plans and Specifications:
https://www.fremont.gov/home/showdocument?id=16396&t=638617562541610688
RECOMMENDATION: Approval of the following actions related to the City Hall Building A & B Fire Alarm Replacement Project (PWC9095):
1) Approve the Plans and Specifications for the City Hall Building A & B Fire Alarm Replacement Project.
2) Accept the Bid and award the construction contract to the lowest responsive and responsible bidder, HCI Systems, Inc. in the amount of $324,342 and allocate a 15% contingency in the amount of $48,651 for a total construction contract amount of $372,993 and authorize the City Manager or designee to execute the contract. 3) Find the project is exempt from CEQA review pursuant to CEQA Guidelines pertaining to the replacement of an existing fire alarm system involving negligible or no expansion of capacity.