Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: NOVEMBER 15, 2022
SUBJECT: APPROVAL OF CONTRACT FOR THE PURCHASE, FABRICATION AND
INSTALLATION OF SHOOTING RANGE EQUIPMENT FOR THE PLACENTIA PUBLIC SAFETY CENTER PROJECT NO. 5213
FISCAL
IMPACT: EXPENSE: $ 709,350
PROPOSED BUDGET: $6,250,000 FY 2022-23 CIP BUDGET
SUMMARY:
A contract for the design, manufacturing and installation of shooting range equipment for the Placentia Public Safety Center is presented to the City Council for its consideration to allow work to begin on this critical element of this new facility. The procurement of the range equipment has been facilitated through the use of the piggybacking provision in the City's existing purchasing policy that allows the City to purchase goods and services through leveraged procurement agreements that have previously been competitively bid by other government agencies. Given the long lead time to fabricate the range equipment this element of the project needs to be advanced to keep the delivery of the facility on schedule. The shooting range requires additional engineering and plan checks before it can go into final production and the City can save money and time by utilizing leveraged procurement agreements to advance this portion of the project. In addition, a CIP budget amendment is presented to the City Council for its consideration to allocate reserve funds and existing CIP funds totaling $6,250,000 towards the cost of this project. The balance of the project budget will come from City -issued lease revenue bonds.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Approve a contract with Action Target, Inc., pursuant to Federal General Services Administration Authorized Federal Supply Schedule contract GS -07F -0482Y in the amount of $709,350 to design, fabricate, and install shooting range equipment for the Placentia Public Safety Center; and
2. Approve CIP Budget Resolution R-2022-77 allocating a total of $6,250,000 from reserves and existing CIP project funds to the existing project account; and
1.j.
Nov 15, 2022
City Council Agenda
November 15, 2022
3. Authorize the City Administrator to approve contract change orders up to 10% of the total not -to -exceed contract amount or $70,935; and
4. Authorize the City Administrator to execute the above-mentioned contract, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item conforms to Strategic Plan Goal 5, Implement Public Infrastructure to Meet Community Needs, and Objective 5.4, Construct the Placentia Public Safety Center.
DISCUSSION:
On March 1, 2022, the City Council selected a preferred project alternative for the Placentia Public Safety Center and directed Staff to finalize the construction drawings and bid documents to construct this facility. The new 18,000+ square foot facility will primarily house the Police Department's evidence and property storage operations and shooting range as well as a new emergency communications center and emergency operations and training center. The City currently leases a light industrial/commercial building for property and evidence storage.
The facility will consist of a manufactured steel Butler Building that will be used for property and evidence storage and the main building that includes the shooting range which will be constructed with CMU block. Since the City's lease for its existing property and evidence building is set to expire in December 2023, the project will need to be phased to allow the construction of the Butler Building to proceed first so that it can be completed prior to the expiration of the City's current lease. In addition, long lead times for the shooting range equipment and manufacture of the Butler Building requires the City to advance those efforts sooner rather than later to keep the project delivery on schedule. In addition, both project elements will have their own separate construction documents that will require additional engineering and plan check review. Phase 1 construction will entail demolition, grading, subsurface utility work, and the footings and slab for the Butler Building. A separate construction contract for Phase I will be presented to the City Council for its consideration and approval in December. Phase II construction will entail the construction of the main building under a separate construction contract. This project delivery methodology will allow the City to construct and occupy the newly constructed evidence and property storage building before the City's current lease expires. Construction of the main building will continue into early 2024 and Staff anticipates beginning operations in that portion of the facility late in the first quarter of 2024.
The proposed contract with Action Target, Inc., is for the fabrication and installation of the shooting range equipment. This is specialized equipment with long lead times as well and will require additional engineered construction documents to be incorporated into the main building's design.
In addition, the equipment can be purchased from a competitively bid leveraged procurement agreement through the Federal General Administration (GSA) Department. Action Target was awarded a contract through the GSA after submitting a competitive bid and their shooting range equipment can be purchased and installed using fixed unit bid pricing included in the GSA agreement. As noted previously, pursuant to the City's existing purchasing policy the City may
City Council Agenda
November 15, 2022
piggyback off existing competitively bid contracts for purchases such as this. Additionally, purchasing the equipment and installation direct from the manufacturer will also yield a project savings by avoiding the general contractor's markup. The Los Angeles and Corona Police Departments have recently purchased shooting range equipment from Action Target via their GSA contract. Staff conducted a reference check with those agencies who reported favorable reviews of Action Target and their products as well as the quality of installation and maintenance. Staff reviewed the approved GSA pricing for this range equipment against Action Target's proposal to ensure the pricing conforms to the approve pricing structure.
FISCAL IMPACT:
The total cost for this contract amounts to $709,350. One of the recommended actions in this agenda report includes approval of CIP budget Resolution R-2022-77 allocating a total of $6,250,000 in reserves and existing CIP funds towards the cost of this project. If approved, sufficient funds will exist for the recommended actions.
The City Council has approved the sale of lease revenue bonds to cover the balance of the project cost and Staff anticipates presenting the final bond documents and authorization to solicit bonds to the City Council for its review and consideration in January after construction bids for Phases I and II have been received.
Prepared by: Reviewed and approved:
Masoud Sepa
City Enginee
Reviewer►.• a+gloved:
Luis Estevez
Deputy City Administrator
Attachments:
1. Contract with Action Target, Inc.
2. CIP Budget Amendment R-2022-77
Jen+'iifer"Lampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator