Agenda Item No. 13
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer�� Landon Kern, Assistant City Engineer 5ffV,, L. k
Todd Gutjahr, Public Works Analyst -T61
FOR: City Council Meeting of April 11, 2022
SUBJECT: Award of Contract —New City Yard Tenant Improvements —Project No. 11167 RECOMMENDATION:
That City Council:
1. Award and authorize the Mayor to execute a contract in the amount of $582,444 with Three Peaks Corporation of Calimesa, California for the New City Yard Tenant Improvements — Project No. 11167; and
2. Authorize a contract contingency in the amount of $23,300 and the amount of $12,230 for contract administration, materials testing, and permitting for a total construction budget of $617,974 for the project; and
3. Authorize the City Manager, or his designee, to administer the terms of the contract; and
4. Approve the Plans and Specifications prepared for this project.
BACKGROUND:
On February 26, 2018, City Council adopted Resolution No. 2017-47 approving the Oak Glen Creek Specific Plan, including the Wilson III Basin and the New City Yard Project.
On July 13, 2020, City Council awarded a construction contract to Three Peaks Corporation to complete the grading of the New City Yard site. The grading work has been completed, and the Notice of Completion was filed on May 24, 2021.
On January 11, 2021, City Council awarded and authorized the Mayor to execute a contract in the amount of $331,851 with Western Steel Buildings of Park City, Utah for the Provide Fabrication Services Including Delivery for Yucaipa City Yard Steel Buildings project and authorized a contract contingency in the amount of $33,000 and the amount of $15,000 for design contract administration and permitting for a total budget of $379,851.
On June 28, 2021, City Council awarded and authorized the Mayor to execute a contract in the amount of $442,411 with Three Peaks Corporation of Calimesa, CA for the New City Yard Project, Unload, Assemble, and Install/Erect City Furnished Steel Buildings and Install Concrete Footings/Foundations project and authorized a contract contingency in the amount of $30,000 and the amount of $5,000 for construction contract administration, materials testing, and permitting for a total budget of $477,411 for this phase of the Project. Both buildings have been constructed, with the -56-
City Council Meeting of April 11, 2022
Award of Contract — New City Yard Tenant Improvements — Project No. 11167
Notice of Completion pending the final inspection.
On December 13, 2021, City Council awarded and authorized the Mayor to execute a contract in the amount of $73,000 with Three Peaks Corporation of Calimesa, CA, for the New City Yard Install/Erect City Furnished Storage Cover project and authorized a contract contingency in the amount of $10,000 and the amount of $5,000 for contract administration, materials testing, and permitting for a total construction budget of $88,000. The structure will serve as a storage cover for equipment and material, is currently being installed/erected, and is scheduled to be completed at the end of March. On February 14, 2022, City Council approved Change Order No. 2 to the contract with Three Peaks Corporation for the New City Yard Project, Unload, Assemble, and Install/Erect City Furnished Steel Buildings and Install Concrete Footings/Foundation project in the amount of $56,053 for a revised total contract in the amount of $510,568.35. The Change Order No. 2 work included the installation of rain gutters on the smaller building and authorized the purchase and installation of exterior windows for the larger building.
DISCUSSION
The larger (60x100) building will serve as the Public Works operations office and records storage facility. The building includes office space, restrooms, an employee break room, storage rooms and a small meeting/conference room. This space will replace the amenities that previously existed at the old City Yard site, including the City's record storage facility (the house). In an effort to reduce overall costs, staff has looked at other options for the storage of City records, including renting a facility specific for this use. It was determined that there were very few options, the rental of a suitable facility is not cost effective, and many of these types of facilties are not in close proximity to City Hall. In addition, staff will need to access the records storage facility on a regular basis to file or retrieve records and storing records at the new city yard site will make it more secure and accessible. Furthermore, since this building is a City facility, the records are more likely to be better protected than if they were at a facility not owned by the City.
The previous contracts did not include tenant improvements for the larger building needed to support the building and its use at the New City Yard. The tenant improvements include mechanical (HVAC), electrical, plumbing, and structural (walls) improvements.
For the installation of the tenant improvements in the larger building, in January 2022, staff prepared the construction bid documents, and the project was publicly advertised for construction bids. On February 17, 2022, two (2) sealed bids were received from contractors. The bids are as follows:
Bidder
Bid Amount
LA Design Group of Playa Del Rey, CA
$596,800
Three Peaks Corporation of Calimesa, CA
$582,444
Engineer's Estimate
$210,000
The Engineer's Estimate for the New City Yard Tenant Improvements — Project No. 11167 (Project) is in the amount of $210,000. The bid received is higher than the Engineer's Estimate due to the current economic conditions, including low material/equipment availability and higher construction costs due to the higher cost of materials and labor. Three Peaks Corporation of Calimesa, CA, is the apparent low bidder. Staff has reviewed the bid documents and determined that the documents meet -57-
City Council Meeting of April 11, 2022
Award of Contract — New City Yard Tenant Improvements — Project No. 11167
the requirements of the construction contract specifications. Three Peaks has completed several similar projects for the City and other public agencies. Their work has been deemed satisfactory, including their work on this project to date. As a result, staff recommends that City Council award the contract for the Project to Three Peaks in the amount of $582,444.
FISCAL IMPACT:
The table below includes the funding identified in the FY2021/2022 Capital Improvement Program (CIP) for the overall New City Yard project (New City Yard):
Funding Source
Amount
City Yard Property Sale Proceeds Sale to Woodside Homes $1,000,000
Public Facilities Fees Funds
118,000
General Fund Transfer from Dunlap Blvd. Bridge Removal/Replacement Project
330,000
General Fund Transfer from Wilson III Basin Project
200,000
Pavement Management Program Funds
240,000
Total Funding Available
$1,888,000
The table below includes the costs to date for New City Yard, including the proposed contract work.
New City Yard Project — Costs to Date
Actual Cost
Environmental Review/Permitting/Staff Costs
$127,115
City Yard Grading Contract Costs
220,172
Fabrication and Delivery
318,687
City Yard Building Installation
530,568
Covered Storage Installation
73,000
Proposed Tenant Improvements (1)
617,973
Total Cost to Date
$1,887,515
0) Part of this Council Action
The table below includes the estimated costs for the items of work remaining that need to be completed for the New City Yard.
Remaining Items to be Completed
Current
Estimate
Landscaping/Irrigation
10,000
Dry Utilities (1)
220,000
Potable Water (1)
260,000
Recycled Water(')
70,000
Sewer Lift Station and Force Main
170,000
Furniture/Appliances/Equipment
60,000
Fire Suppression/Alarm (Design and Installation)
140,000
Asphalt Paving (Access Roads/Parkin Areas/Storage Areas) 80,000
Misc. Site Improvements (Concrete, Fencing, Gates, Material Storage Bins, etc.) 270,000
Subtotal
$1,280,000
Total Estimated Overall Project Cost
$3,167,515
(1) Includes construction costs, and utility connection/service fees.
City Council Meeting of April 11, 2022
Award of Contract — New City Yard Tenant Improvements — Project No. 11167
The table above includes the total estimated cost of the overall project. It identifies the actual costs for the completed items and the current estimated cost of the remaining items. The cost of the completed items was higher than anticipated due to the rise in construction costs associated with the change in CCI and, more specifically, the higher than normal cost of steel and building supplies required for the three steel building structures. Staff has also learned that the limited availability of building materials, building supplies, and qualified contractors has increased the cost of building construction, as indicated in the 2022 cost estimate figures included in the table above. Staff will return to Council at a later date with a recommendation regarding potential funding sources to fully fund the remainder of the project based on the total estimated project cost for the remaining work items to complete the New City Yard.
Below are the estimated Project costs.
Description
Costs
Proposed Construction Contract
$582,444
Proposed Construction Contract Contingency
23,300
Proposed Construction Contract Administration/Staff
Time/Inspection/Material Testing/PermittingTesting/Permitting 12,230
Total Proposed Construction Budget
$617,974
With the total proposed Project cost of $617,973 and the funding shown in the table above, sufficient funding is available to accommodate staff s recommendation.
It is important to note that the total estimated cost of the overall project identified in the DIF Program is $2,583,429. The City Yard Property Sale Proceeds identified in the table above are in the amount of $1,000,000. With the total cost associated with the property purchase estimated to be in the amount of $94,715, the resulting net land proceeds are $905,285, offsetting the net cost of the total project.
Staff will return to Council with an update to the DIF Program in the fall of this year, reflecting the net savings associated with property acquisition costs for the New City Yard Project based on the final actual cost to complete the project.
Attachments: Bid Summary
Agreement
Approved by:
M
New City Yard Tenant Improvements
Owner:City of Yucaipa
Bid Opening:2022-02-17
marks an allowance
Engineer's Estimate
Loghmani & Associates Design Group, Inc., dba
Three Peaks Corporation
8640 Gulana Ave Unit J3007 Playa del Rey
PO Box 101
Playa del Rey, CA 90293
Calimesa, CA 92320
US
US
Bid Status:Valid
Bid Status:Valid
New City Yard Tenant Improvements
Item#
Item Code
Item Description
quantity
Unitaf Measure
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
I
MOBILIZATION
1 LS
$0.00
$0.00
$30,000.00
3 ,000.00
15,000.00
15,0 . 0
2 TENANT IMPROVEMENTS -ELECTRICAL
1 LS
0.00 0.00
135, . 0
135,000.00
177,600.00
177,600.00
3 TENANT IMPROVEMENTS -PLUMBING
1 LS
0. 0
44, 0 .
44,8 00.00
57,000.00
57, .00
4 TENANT IMPROVEMENTS -MECHANICAL
1 LS
0. 0
1 5, O
135,000.00
117,780.00
117,7 .
5 TENANT IMPROVE MENT -STRU URAL
1 LS
0. 0
0. 5
52,
15,064.00
15, 4. 0
Bid List Total
0.00 596,800.00
$582,444.00
ADDITIVE ALTERNATIVE #1
Item#
Item Code
Item Description
Quantity
UnitoJMeature
Unit Price
Item Total
Unit Price
Item Total
Unit price
Item Total
AA-1
DESIGN F FIRE SUPPRESSION YSTEM AND
1 L
;>0.[;ll
.00
0,
20,000.00
20,000.00
0. 0
AA-
FURNISH AND IN TALLATI N F FIRE
1 L
i0.JU
0.00 24, 0.00
4, 0 . 0
4 ,0 0.00
40,00 .00
AA-
FURNISH AND INSTALLATION F FIRE
1 L
U.oi%
0.00 7 ,
7 ,
80,000. 0
0.00 Bid List Total
0.00 116,000.00
140,000.00
Total Bid Amount
$0.00
$712,800.00
$722,444.00
Listed Subs
ABQ Inc.
Allison Mechanical
6200 Canoga Ave Unit #205
1968 Essex Ct
Woodland Hills CA 91367,
Redlands, CA 92373
Fire Sprinkler Fire Protection Inc.
Apple Valley Communications Inc.
5827 Dovetail Dr
21845 US HWY 18
Augora Hills, CA 91301
Apple Valley, CA 92307
Loghmani & Associates Design Group, Inc., dba
Next Level Fire & Safety Inc
L.A. Design Group - WLA
12672 Limonite Ave 3E #838
8640 Gulana Ave Unit J3007
Eastvale, CA 92880
Playa del Rey
Playa del Rey, CA 90293
Titan Electric
13013 Connor Ct
Yucaipa, CA 92399
no
City of Yucaipa
AGREEMENT
THIS AGREEMENT is made and entered into this 11" day of April 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Three Peaks Corporation located at
Contractor / Company Name
PO Box 101
Street Address
Calimesa CA 92320 (909) 795-1690 Hereinafter, referred to as "Contractor".
City State Zip Code Phone
NEW CITY YARD TENANT IMPROVEMENTS - PROJECT NO.11167
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to ensure its completion in an acceptable manner (collectively, the "Contract Documents/Specifications"). The Contract Documents/Specifications are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Five Hundred Eight -Two Thousand, Four Hundred Forty -Four Dollars and 00 cents, ($582,444.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, the Contractor shall file with the City the certificates of insurance specified in the Contract Documents/Specifications and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Jennifer Crawford, Date
Assistant City Manager/City Clerk
FUNDS AVAILABLE:
Andrew Hamilton, Director of Finance Date
Fermin G. Preciado, Director of Date
Development Services/City Engineer
APPROVED AS TO FORM:
David Snow, City Attorney Date
CITY OF YUCAIPA
A Municipal Corporation
David Avila, Mayor Date
CONTRACTOR:
Three Peaks Corporation Date
-61-