Public Works Agenda Report
AGENDA REPORT
SAN CLEMENTE CITY COUNCIL MEETING
Meeting Date: December 21, 2021
Department: Public Works
Prepared By: Shawn Ryan, Senior Civil Engineer
Kiel Koger, Public Works Director/City Engineer
Subject: AWARD CONSTRUCTION CONTRACT TO THOMCO CONSTRUCTION, INC. AND APPROVE
OFFICE FURNITURE, AND ELEVATOR RENOVATION PURCHASE ORDERS FOR THE CITY HALL COUNCIL CHAMBERS TENANT IMPROVEMENT, PROJECT NO. 12563
Fiscal Impact: Yes. The project budget includes $2,015,500 of approved funding from the Disaster Relief Fund (Account Number 016-804-45300-000-12563) and a supplemental appropriation in the amount of $484,000 from the Local Cable Infrastructure Fund (Account Number 018-245-45500-0000) which will be used to construct the Audio/Video, and Broadcasting portion of the project only. The total expenditure for the project is $2,499,500.
Summary: Staff recommends approval of a construction contract with Thomco Construction, Inc. in the amount of $1,851,707 (Includes Audio/Vidio); approve a purchase order in the amount of $144,400 for furniture; and approve a purchase order for $65,500 for elevator improvements for the City Hall Council Chambers Tenant Improvement project.
Background At its May 18, 2021 meeting the City Council approved a First Amendment for the professional services of Gensler Architects for the design of new council chambers to be located on the second floor of City HalI (Attachment 1). The area is approximately 4,100 square feet and will share the second floor with the recently completed tenant remodel for the Orange County Sheriff’s Department.
At its August 17, 2021 meeting, the City Council approved a supplemental appropriation in the amount of $4.6 million for capital projects from the Disaster Relief Fund (Attachment 2). This appropriation of funds included funding for the Council Chambers.
Discussion: The scope of work involves the construction of a new council chambers, closed session room, and Audio/Video room (Attachment 3). The second floor renovation also includes the following key components:
• New Council Member Dais, with new Audio/Video appurtenances; • A new public seating area that will seat 128 people as well as provide space for ADA usage;
• New ADA compliant restrooms located in the closed session area; Agenda Item
Approvals:
City Manager
Dept. Head
Attorney
Finance
Attachment 3
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• New Audio and Video equipment for broadcasting and meeting presentations; • New Title 24 energy compliant lighting throughout;
• Replacement of heating, ventilation and air conditioning units (HVAC); • Replacement and upgrade of main line plumbing systems; • New and relocated electrical wiring;
• New flooring, wall and ceiling treatments;
• New blinds that will operate mechanically to adjust with amount of available sunlight.
The project was advertised on November 11, 2021 for public bidding via the City’s PlanetBids system and the San Clemente Times. Ten electronic bids were received on December 9, 2021 with costs ranging from $1,848,000 to $2,222,500 (refer to Bidder’s listing in Attachment 4). The first bid of $1,616.67 was not a complete bid and was determined to be non-responsive. The second lowest bidder with a cost of $1,848,000 was also deemed non-responsive due to the bidder not submitting all the required documentation at the time of bid. The lowest responsive, responsible bid of $1,851,707 (refer to Construction Contract in Attachment 5) was submitted by Thomco Construction, Inc. of Anaheim, California. Staff contacted and verified references and Thomco Construction, Inc has successfully completed many projects of similar size and scope including renovating the City of Fontana’s Council Chambers.
Staff also requests City Council approval of a purchase order for new furniture required for the new City Hall Council Chambers Tenant Improvements. Office furnishings have been closely coordinated with City staff, and recommends the purchase of office furniture from G/M Business Interiors of Irvine, California under a County of Orange Regional Cooperative Agreement (refer to Attachment 6 for furniture quote cover sheet and County Regional Agreement). The County conducted a public bid process and executed a five-year regional cooperative agreement in November 2017 with Goforth & Marti (doing business as G/M Business Interiors) that is available for use by all public agencies in the County. Use of this agreement discounts the selected office furniture from the list prices and City Policy No. 201-2-1 allows for purchases under such cooperative agreements. However, the policy states that such agreements must have been awarded within the past year. Staff recommends that the City Council deviate from the policy in this case because the County agreement is still a valid, five-year agreement. Execution of the purchase order now will avoid a pending price increase at the start of the new calendar year.
Staff also requests City Council approve the purchase of new interiors for each of the elevators at City Hall. Both of the elevator interiors have met their useful life and are in need of upgrading. With the elevators being the conduit to the new Council Chambers, rehabilitating the elevators just after the completion Council Chambers is highly recommended. This purchase and installation will also be through a cooperative purchasing agreement with “Source Well” (refer to attachment 7 for elevator quote and Source Well Agreement).
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Contracts or purchase orders for other work will be presented to the City Council as appropriate as those items proceed in parallel to the main City Hall Council Chambers tenant improvement project.
Based on the low bid, project costs are estimated as follows:
Construction Contract
277,800
65,500
144,400
10,000
Furniture
Construction Contract Contingency (15%)
150,000
$1,851,707
Misc. items (permits, plan check, etc.)
Construction Management and Inspection
Elevator Rehabilitation
Total Estimated Construction Cost (Rounded Up) $2,499,500 Note that in FY 2020-2021 the City Council approved an amendment up to $176,000 for the design of the improvements plus as-needed consultant design support during the construction phase. Therefore, the grand total approved budget is $2,675,500 ($176,000 in FY 2020-2021 and $2.5 million in FY 2021-2022).
As required by City Policy and State Law, the Contractor will be required to provide performance and payment bonds simultaneously with execution of the construction contract. A warranty bond will also be required prior to City Council acceptance of completion of the project.
Recommended
Action: STAFF RECOMMENDS THAT the City Council:
1. Approve Plans and Specifications for the City Hall Council Chambers Tenant Improvement, Project No. 12563;
2. Approve a supplemental appropriation in the amount of $484,000 from the Local Cable Infrastructure Fund to Account no. 018-245-45500-0000 (Machinery and Equipment) for Project No. 12563;
3. Approve and authorize the Public Works Director/City Engineer to execute, Contract No._________, in the amount of $1,851,707 by and between the City of San Clemente and Thomco Construction, Inc., for construction of the City Hall Council Chambers Tenant Improvement, Project No. 12563; and
4. Approve and authorize the Public Works Director/City Engineer to execute a purchase order with G/M Business Interiors for furniture in accordance with the County of Orange Regional Cooperative Agreement No. RCA-017-18010014 in the amount of $144,400, for office furniture for the new City Hall Council Chambers Tenant Improvement, Project No. 12563.
5. Approve and authorize the Public Works Director/City Engineer to execute a Agenda Report Page 4
purchase order with TK Elevator Corporation for interior rehabilitation in accordance with the Source Well Cooperative Agreement in the amount of $65,500 for the new City Hall Council Chambers Tenant Improvement, Project No. 12563.
Attachments: 1. May 18, 2021 Staff Report
2. August 17, 2020 Staff Report
3. 3D Model of the Council Chambers
4. Bidder’s Listing
5. Thomco Construction, Inc. Contract
6. Furniture Quotation and County Master Agreement
7. Elevator Quotation and Source Well Agreement
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