r'1
TO:
VIA:
FROM:
DATE:
Placentia City Council
I'M No I
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE FEBRUARY 15, 2022
SUBJECT: APPROVAL OF PLANS AND SPECIFICATIONS AND AWARD OF
CONSTRUCTION CONTRACT FOR THE OLD CITY HALL OFFICE
RENOVATION PROJECT, CITY PROJECT NO. 5106
FISCAL
IMPACT: EXPENSE: $465,000 CONSTRUCTION CONTRACT AMOUNT
$ 50,000 CONSTRUCTION INSPECTION SERVICES
BUDGET: $562 980 TOTAL PROJECT BUDGET FY 2021-22 CIP BUDGET) $562,980 MEASURE U FUND (795106-6185)
SUMMARY -
This project is the third in a series of building renovations and restoration of Old Placentia City Hall. The City is pursuing these renovations as the building's use will be changing. Old City Hall will be utilized by the Placentia Fire and Life Safety Department as the Department's headquarters and by the Placentia Chamber of Commerce which will be transferring operations from the City's Main Street property to Old City Hall. The first completed Old City Hall project entailed replacing the building's roof and performing heating, ventilation, and air condition (HVAC) improvements.
The second project entailed the complete renovation of the restroom facilities at Old City Hall for Americans with Disabilities Act (ADA) compliance along with the replacement of exterior building doors, entry gates and hardware, and construction of a new ADA compliant access ramp into the building. This current project entails the complete tenant improvement and remodeling of existing office spaces at the Old City Hall Building. This work includes replacement of all existing lighting with new LED type lights, door replacements to comply with ADA accessibility, new exit signs, replacement of suspended ceiling systems, and a new ADA accessible restroom. A total of 13 bids for this project were received on January 13, 2022. The low bid received from A2Z Construct Inc. ("A2Z") was found to be the lowest responsive and responsible bid received. Staff recommends that City Council award a construction contract to A2Z in the amount of $465,000.
In addition to the construction cost, a 10% construction contingency amount of $46,500 is provided to cover any unforeseen conditions found during construction. The total construction contract cost including contingency is $511,500. This project would also utilize NV5, Inc. ("NV5") from the on-call consultant list to provide construction inspection services in the amount of $50,000. In addition to the inspection cost, a 10% contingency amount of $5,000 is provided to
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Feb. 15, 2022
City Council Agenda
February 15, 2022
cover any additional time needed during construction. The total inspection cost including contingency amount is $55,000. The cost for Construction Management Services for this project exceeds NV5's original cumulative contract not -to -exceed amount and as such, Staff is also presenting an amendment to the NV5 agreement for Council consideration which will increase the original contract not -to -exceed amount of $250,000, by $46,800 for a revised cumulative contract not -to -exceed amount of $296,800. As such, Staff is also recommending that the City Council approve Amendment No. 1 to the Professional Services Agreement with NV5 for construction management services.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve the Engineered Plans and Specifications prepared by BOA Architecture for the Old City Hall Office Renovation Project, City Project No. 5106; and
2. Reject bid proposal for Old City Hall Office Renovation Project submitted by MEP Construction Services as non-responsive; and
3. Approve a Public Works Agreement with A2Z Construct, Inc. for the Old City Hall Office Renovation Project in the amount of $465,000; and
4. Authorize the City Administrator to approve contract change orders up to 10% of the contract amount, or $46,500, for a total construction contract not -to -exceed amount of $511,500; and
5. Approve Amendment No. 1 with NV5, Inc. for on-call construction management and inspection services to provide additional services for the Old City Hall Renovation Project in the amount of $50,000, for a cumulative not -to -exceed contract amount of $300,000; and
6. Authorize the City Administrator to approve contract change orders up to 10% of the amended agreement amount, or $5,000, for a total inspection services not -to -exceed amount of $55,000; and
7. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
DISCUSSION:
This project is the third in a series of building renovations and restoration of Old Placentia City Hall. The City is pursuing these renovations as the building's use will be changing. Old City Hall will be utilized by the Placentia Fire and Life Safety Department as the Department's headquarters and by the Placentia Chamber of Commerce which will be transferring operations from the City's Main Street property to Old City Hall. The first completed Old City Hall project entailed replacing the building's roof and performing HVAC improvements. The second project entailed the complete
City Council Agenda
February 15, 2022
renovation of the restroom facilities at Old City Hall for ADA compliance along with the replacement of exterior building doors, entry gates and hardware, and construction of a new ADA compliant access ramp into the building. This current project entails the complete tenant improvement and remodeling of existing office spaces at the Old City Hall Building. This work includes replacement of all existing lighting with new LED type lights, door replacements to comply with ADA accessibility, new exit signs, replacement of new suspended ceiling systems, and a new ADA accessible restroom.
On January 13, 2022, the City received thirteen (13) bids from contractors to construct this project.
The following table provides the total bid amounts received from each contractor:
Contractor
A2Z Construct Inc.
JCOS Development Inc.
Elegant Construction Inc.
RS Construction & Development Inc.
L M Rasmussen Construction
Urban Professional Builders, Inc.
Granville Contracting & Management Inc
Loghmani & Associates Design Group, Inc.
dba L.A. Design Group - WLA
Dalke & Sons Construction, Inc.
Union Construction Company
Corner Keystone Construction Corporation
MLC Constructors, Inc.
MEP Construction Services
Bid Amount
$465,000.00
$514,900.00
$546,920.00
$648,370.00
$669,000.00
$684,000.00
$689,500.00
$698,890.00
$706,894.00
$723,900.00
$767,880.00
$997,542.00
NON-RESPONSIVE
After reviewing the bid proposals and consulting with the City Attorney's Office it was determined that MEP Construction Services did not meet the bid solicitation requirements and submitted a non-responsive bid by not submitting the required Addenda Acknowledgement Forms (Acknowledge of Receipt of Addendum #1 and Acknowledge of Receipt of Addendum #2). The lack of acknowledgement of the bid addendums and changes to the construction documents is considered a significant default in the low -bidder's bid documents. The City Council has the right to waive any bid irregularities and to reject all bids submitted pursuant to the California Public Contract Code. Staff recommends rejecting the low bid submitted by MEP Construction Services as a non-responsive bid.
City Council Agenda
February 15, 2022
Once it was determined that the apparent low bidder submitted a non-responsive bid, Staff reviewed the next lowest bid submitted by A2Z. Staff reviewed and analyzed their bid proposal and it was found to be responsive and valid. A bid protest was submitted to the City Engineer by the third low bidder, JCOS Development, Inc. upon the basis that A2Z did not properly identify any subcontractors they plan to use on this project. However, A2Z noted that they did identify two (2) subcontractors they will employ on this project for asbestos abatement and for the new fire and smoke alarm system. A2Z maintains a Class B Building License with the California Contractor's State License Board which allows them to self -perform the remaining project work scope. Accordingly, the bid protest submitted by JCOS Development was rejected by the City Engineer as unfounded. Based upon A2Z Construct Inc's reference check and submitted bid, Staff recommends awarding a construction contract to A2Z for the Old City Hall Office Renovation Project.
In order to provide quality control and assurance on this project, City Staff engaged NV5 for providing a part-time construction inspector for tracking and inspecting the work to ensure compliance with contract requirements and City requirements. In May 2021, the City Council approved a bench list of professional consultants to provide on-call construction management and inspection services for the City's Capital Improvement Program. NV5 is one of the four (4) approved consultants to provide construction management and inspection services. NV5's staff have been very responsive throughout previous City capital projects and are familiar with the City's contractual requirements. If approved, Amendment No. 1 will increase the contract not -to - exceed amount by an additional $50,000 for construction management services on this project for a total cumulative contract no -to -exceed amount of $300,000.
FISCAL IMPACT:
The total construction cost for the Old City Hall Office Renovation Project amounts to $562,980.
This cost consists of the bid amount submitted by A2Z in the amount of $465,000 and a construction contingency in the amount of $46,500. There is also a proposal for inspection services from NV5 in the amount of $50,000, and an inspection contingency in the amount of $5,000. A total of $562,980 in Measure U funds was budgeted as part of the FY 2021-22 Capital Improvement Project ("CIP") Budget for this project. Accordingly, sufficient funds exist for the recommended actions. The following table summarizes the construction costs associated with this project:
Construction Contract Amount
$465,000
Construction Contingency @ 10%
$ 46,500
Inspection Services Amount
$ 50,000
Inspection Contingency @ 10%
$ 5,000
Total Construction Cost
$566,500
City Council Agenda
February 15, 2022
Prepared by:
Masoud $"epahi
City Engineer
Reviewed and approved:
Luis Estevez
Deputy City Administrator
Reviewed and approved:,
WoKn Erlandso
Interim Director of Finance
Reviewed and approved:
Dam rrula
City Administrator
Attachments:
1. Agreement with A2Z Construct Inc.
2. Amendment No. 1 to Agreement with NV5, Inc.