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Placentia Cit Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE JANUARY 10, 2023
APPROVAL OF PLANS & SPECIFICATIONS AND AWARD OF CONSTRUCTION CONTRACT TO TTS ENGINEERING INC., FOR PHASE I CONSTRUCTION OF THE PLACENTIA PUBLIC SAFETY CENTER PROJECT, PROJECT NO. 5213, AND APPROVE AMENDMENT NO. 2 TO PROFESSIONAL SERVICES
AGREEMENT WITH TOTUM CORPORATION FOR CONSTRUCTION
MANAGEMENT AND INSPECTION SERVICES, AND APPROVE
PROFESSIONAL SERVICES AGREEMENT WITH GEOCON INC., FOR
GEOTECHNICAL TESTING AND INSPECTION SERVICES
FISCAL
IMPACT: EXPENSE: $ 1,324,000
$ 132,400
$ 338,000
$ 54,000
$ 1,848,400
SUMMARY:
TOTAL CONSTRUCTION CONTRACT AMOUNT
TOTAL CONSTRUCTION CONTINGENCY AMOUNT
TOTAL CM & INSPECTION CONTRACT AMOUNT
TOTAL GEOTECHNICAL CONTRACT AMOUNT
TOTAL AMOUNT
AVAILABLE
BUDGET: $ 5,007,150 FISCAL YEAR 2022-23 CIP BUDGET
(105213-6850 JL# 229999-6850)
A contract to construct the Phase I improvements for the Placentia Public Safety Center is presented to the City Council for its consideration and approval to allow work to begin on this project. The project has been phased to allow the construction of the steel Butler Building, which will house the Police Department's property and evidence collection operations, to move forward ahead of the construction of the main building. This will ensure that portion of the project is completed before the lease on the City's currently rented facility expires at the end of 2023.
Competitive bids were solicited from prequalified contractors and the apparent low bid was submitted by TTS Engineering Inc (TTS). After a review and reference check, Staff has concluded that TTS has submitted the lowest responsive, responsible bid, and staff recommends the City Council award a construction contract for Phase I construction of the Placentia Public Safety Center to TTS. In addition, Amendment No. 2 to the City's existing agreement with Totum Corporation for construction management and inspection services is presented to the City Council
3.a.
Jan 10, 2023
City Council Agenda
January 10, 2023
for its consideration to provide added work scope and fee to provide full time construction management and inspection services on this project. The fee and work scope covers both project phases. Totum will oversee both contractors' work and ensure that the building is built per plan, provide coordination between the design and construction teams, and act as the owner's representative. A separate professional services agreement with Geocon Inc., to provide geotechnical testing and inspection services is also presented for Council consideration. Geocon prepared the geotechnical report and analysis for this project and provided engineering design criteria for the building foundations. A separate agreement with Geocon is proposed so that they may provide compaction testing and grading inspection services to ensure the foundation built meets their design criteria.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the engineered and architectural construction plans & specifications prepared by PBK Architects, Inc., and approve a Public Works Agreement with TTS Engineering Inc., for Phase I Construction of the Placentia Public Safety Center in the amount of $1,324,000; and
2. Reject all other bids received and authorize return of the bid bonds; and
3. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $132,400, for a total construction contract not -to - exceed amount of $1,456,400; and
4. Approve Amendment No. 2 to a professional services agreement with Totum Corp for project construction management and inspection services in the amount of $338,000; and
5. Authorize the City Administrator to approve contract change orders up to 10%, or $33,800; and
6. Approve a professional services agreement with Geocon Inc., for project geotechnical testing and inspection services in the amount of $54,000; and
7. Authorize the City Administrator to approve contract change orders up to 10%, or $5,400; and
8. Authorize the City Administrator to approve all agreements 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.
City Council Agenda
January 10, 2023
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 new 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. Phase 1 construction of the project entails demolition, grading, subsurface utility work, and the footings and slab for the Butler Building. 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 the building foundation and footings to allow the Butler Building to be erected as a stand-alone effort to complete and occupy the newly constructed evidence and property storage building before the City's current lease expires. Construction of the main building will occur concurrently and continue into early 2024. Staff anticipates beginning operations in that portion of the facility late in April 2024.
Given the complexity of an essential public safety facility, the project team issued a public prequalification questionnaire to the contracting community ahead of soliciting formal bids for construction to ensure that qualified contractors with experience in building similar facilities would submit a bid for this project. A total of eight (8) contractors were prequalified for Phase I construction and were asked to submit competitive bids. A separate contractor prequalification process for Phase II construction has also been undertaken. The City received bids for Phase I on November 28, 2022, however the low bidder, TTS Engineering, Inc., advised the City that it had made several errors in calculating its bid and asked to withdraw its bid. Based on the cost differential between the low bidder and the second low bidder Staff recommended to the City Council that it reject all bids received and authorized soliciting new bids which was affirmed by the City Council.
On December 19, 2022, the City received five (5) bids from the prequalified contractors to construct Phase I. The following table provides the total bid amounts received from each contractor:
Contractor
TTS Engineering, Inc.
Legion Contractors, Inc.,
Bid Amount
$1,324,000
$1,467,000
City Council Agenda
January 10, 2023
Caliagua, Inc.
Facility Builder and Erectors
Sully -Miller Contracting Company
$1,630,760
$1,647,292
$2,385,000
After reviewing the bid proposals received, it was determined that TTS Engineering, Inc., (TTS) submitted the lowest responsive and responsible bid. Based on a reference check of TTS and the submitted bid, Staff recommends awarding a construction contract to TTS to construct this project.
It is anticipated that work will begin in early February and this phase of the project should be completed by the end of May 2023.
The City currently contracts with Totum Corp for construction management (CM) and inspection services as part of a City bench list of CM consultants. Totum has successfully provided these services on prior projects, specializes in building construction and has a great deal of experience in building essential safety facilities. Totum has provided pre -construction services on this project by providing constructability reviews on the various construction plans and technical specifications as well as led the contractor pre -qualification process and has functioned as the owner's representative by coordinating final design and construction elements with the City's design team and facility end-users. An amendment to the City's existing agreement with Totum is presented for City Council consideration and approval. The work scope and fee under this amendment covers both project construction phases.
The City previously contracted with Geocon Inc., when it first began this project to conduct a geotechnical survey and report of the project site. The report analyzed soil samples taken from the project site coupled with historical geological information regarding the site to develop design recommendations for the building's foundation and footings. The data was utilized by the City's design team as a basis for design of the new building. During the course of construction, it is highly recommended that the project geotechnical engineer conduct site visits and inspections of the building grading operations and take soil samples for testing to ensure that the grading and earthwork is completed pursuant to the design specifications. Additional testing and inspection of the building's foundation and footings during construction is also highly recommended. Therefore, a separate professional services agreement with Geocon to provide these inspection and testing services is also presented to the City Council for its consideration and approval.
FISCAL IMPACT:
The total construction cost for Phase I of the Public Safety Center Project amounts to $1,848,400.
This cost consists of the bid amount submitted by TTS in the amount of $1,324,000, and a construction contingency in the amount of $132,400. In addition, construction management and inspection costs total $338,000 and geotechnical inspection and testing services amounts to $54,000. A total of $6,250,000 has been budgeted thus far for this project. Accordingly, sufficient funds exist for the recommended actions.
City Council Agenda
January 10, 2023
Prepared by:
Masoud S
City Engi
Luis Estevez
roved:
1 Reviewed and approved:
JenrSifef Lampman
Director of Finance
Reviewed and approved:
m
Damien R. Arrula ------�
Deputy City Administrator City Administrator
Attachments:
1. Public Works Agreement with TTS Engineering, Inc.
2. Amendment No. 2 with Totum Corp
3. Professional Services Agreement with Geocon Inc.