CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
2/28/2022
1 SUBJECT:
Pacifica Public Works New Office Project
RECOMMENDED ACTION:
Approve the following actions for Public Works Department Office Improvements (New Office Project):
A. Authorize the City Manager to Award and Execute a Construction Services Agreement with BEAM Construction, Inc. (Attachment "A") in an amount not to exceed $132,664.00; and
B. Authorize a budget authority in the amount of $150,000.00, which includes contingencies in an amount not to exceed thirteen percent (13%) of the Construction Services Agreement amount; and
C. Authorize staff to Execute Future Change Orders not to exceed the contingency amount.
STAFF CONTACT:
Raymund Donguines, P.E., Senior Civil Engineer
(650) 738-3768
[email protected]
Sam Bautista, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
In June 2021, the City Council approved the Capital Improvement Program (CIP) budget, which included the Public Works Department Office Improvements (New Office Project) at 151 Milagra Avenue. As discussed with Council during the June 1, 2021 CIP discussion, the goal of the project was to construct an office for the new Wastewater Senior Engineer position, as there is no available office space. Currently, the employee in this position has been working remotely or in unoccupied conference rooms, which is disruptive to the efficiency of the Public Works Department and the position. The plans were reviewed by the Building Department and in addition to the office space/electrical requirements, the project must also address Building Department mandated ADA upgrades, such as a new ADA-compliant public counter and updated ADA-complaint restrooms (replacement of deteriorated 30+ year old finishes/fixtures are included). Fire Code requirements must also be met including new code compliant front entry doors and ingress/egress doors at Milagra and Oceana. The project looked at Pacifica City Council 2
February 28, 2022
opportunities to optimize open areas within the building to increase functionality and flexibility of the existing space. This allowed for an additional office to house the wastewater engineer position between the employee locker room and large back hallway area in the center of the building.
These improvements are especially important in light of the proposed changes to Wastewater Engineering as discussed with the City Council during the February 15, 2021 meeting on the Wastewater rate and CIP changes. As noted during this discussion, in addition to adding a position to Wastewater Engineering to deliver the increased proposed 5-year Capital Improvement Program, it was also noted that the previously proposed Wastewater Vehicle Storage and Office Improvement project has been moved into the out-years (FY 2030/31) of the proposed 10-year CIP to allow for more critical wastewater treatment plant projects to move forward. This will limit foreseeable office space for the Wastewater Division. It is projected that Wastewater Engineering would continue to occupy the new office space at Milagra even following other engineering staff’s move to a new Civic Center due to space constraints.
In addition to Wastewater Engineering continuing to operate in this space following any move, other office space that becomes available in the Engineering Building on Milagra would allow for Field Services management and Ranger staff to move into this space. As previously discussed with Council, these employees occupy an old temporary portable that is over 40 years old and in disrepair and the ability to move into improved unoccupied space in the Engineering Office would be of significant benefit to these staff members.
The Project was advertised on January 12, 2022, and January 19, 2022, in accordance with the formal bid process. Twenty-five (25) companies requested plans and specifications, eleven (11) attended the mandatory pre-bid meeting and two (2) submitted bids. On February 10, 2022, the bid opening was held via Zoom by the City Clerk and the result is as follows:
Company Base Bid
BEAM Construction, Inc. $132,664.00
MTW Builders, Inc. $160,000.00
The apparent low bidder is BEAM Construction, Inc. with a base bid amount of $132,664.00. All required documentation was submitted with their bid. This is BEAM Construction, Inc.’s first project with the City of Pacifica. Staff checked their references and received positive feedback.
As there are sufficient project funds approved as part of the FY 2021-2022 budget, the City Manager recommends the award of contract to the apparent low bidder, BEAM Construction, Inc. In addition, a 13% contingency is recommended to allow enough funding to handle any additional improvements that are identified during construction.
ALTERNATIVE ACTION:
Council may choose not to approve the construction agreement. However, this will result in project delays, possible increase in construction cost and continued inefficient operations at Public Works and the Wastewater Division and the project is part of the approved CIP. Staff does not recommend this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
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February 28, 2022
Approval of the construction contract is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. This construction project will improve the existing Public Works office efficiency allowing for an office for the current wastewater engineer.
FISCAL IMPACT:
There is no fiscal impact with this action as the project cost is within the anticipated approved budget. The following is the source and use of funds for the project:
Total Project Source and Use of Funds
Public Works Department Office Improvements $150,000.00 Total Source of Funds $150,000.00
Construction Cost $132,664.00
Contingency (13%) $ 17,336.00
Total Use of Funds $150,000.00
Project End Balance $0.00
Any remaining funds will go back to General Fund 01.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment "A" - Construction Services Agreement with BEAM Construction, Inc. (PDF)