HomeMy WebLinkAbout05 AWARD CONTRACT FOR TUSTIN LIBRARY RESTORATION PROJECT CIP 10080•
-- AGENDA REPORT Ree eweid. m
City Manager
Finance Director
MEETING DATE: FEBRUARY 20, 2018
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
SUBJECT: AWARD OF CONTRACT FOR TUSTIN LIBRARY RESTORATION PROJECT
CIP 10080
SUMMARY
Staff is requesting that the City Council award the construction contract for the Tustin Library
Restoration Project CIP No. 10080 to the lowest responsive/responsible bidder, TBC
Contractors Corporation. The award amount reflects the City's option to accept the bid alternate
providing new carpet in lieu of salvage/cleaning and reinstallation over the raised floor subarea.
RECOMMENDATION
It is recommended that the City Council:
1. Appropriate $1,076,034 from the General Fund — Capital Improvement Program (Fund 200)
for the Tustin Library Restoration Project (CIP No 10080) for a total project appropriation of
$1,301,034;
2. Award the construction contract for the Tustin Library Restoration Project CIP No. 10080 to
the lowest responsive/responsible bidder, TBC Contractors Corporation, in the amount of
$748,315.97 adjusted for the bid alternate and authorize the Mayor and the City Clerk to
execute the contract documents on behalf of the City; and
3. Adopt Resolution No. 18-09 authorizing the use of County of Orange Cooperative
Purchasing Program Contract #RCA -017-18010006 for Suddath Relocation Systems of
California, Inc. in the amount of $56,100, as a precautionary measure should the work
require immediate and orderly relocation of library materials from the direct work area.
FISCAL IMPACT
The City has received funds in the amount of $1,076,034 from Lexington Insurance Company to
be used for restoration of the Tustin Library. With the appropriation of $1,076,034 from the
General Fund — Capital Improvement Program (Fund 200), sufficient funds in the amount of
$1,301,034 is budgeted for this project in the Fiscal Year 2017-2018 Capital Improvement
Program budget. The total estimated expenditure for the restoration of the Tustin Library is
$950,915.97.
Award Contract for Tustin Library Restoration
February 20, 2018
Page 2
Project estimated expenditures include:
• Construction Contract.............................................................................. $748,315.97
• Construction Management............................................................................. $46,500
• Temporary Project Employee Oversight......................................................... $40,000
• Third Party Commissioning (HVAC & Energy Management System) .............. $35,000
• Library Book & Materials Relocation (option) .................................................. $56,100
• Technical Support .......................................................................................... $25,000
• Estimated Expenditures........................................................................ $950,915.97
The remaining budgetary appropriation will be set aside as project contingency for potential
unforeseen conditions that may arise necessary to complete the work within the approved project
scope and budget.
The bid submitted by TBC Contractors includes a base bid amount of $680,569.89. Staff
requested pricing for removal, storage, reinstallation, and cleaning of carpet tiles as part of the
base bid as well .as a bid alternate for the installation of new carpet tiles over the raised floor
subarea. Staff recommends complete replacement of the carpet as the best option and has
adjusted the contract amount to reflect the elimination of two base bid items totaling $43,949.92
and the addition of the bid alternate in the amount of $111,696 for a revised bid amount of
$748,315.97
CORRELATION TO THE STRATEGIC PLAN
The recommended actions contribute to the fulfillment of the City's Strategic Plan Goal B, Public
Safety and Protection of Assets.
BACKGROUND
On March 31, 2017, a leak was discovered by the County of Orange that originated from the water
supply for the heating ventilation and air conditioning system under the raised floor. The County
utilized an existing contract with CUT to assist with the initial response. Over the course of
approximately eight (8) weeks, COIT removed an estimated 125,000 gallons of water, repaired
the pipe, and remediated the standing water.
During the County's abatement efforts, City staff contacted the City's insurance carrier (California
Insurance Pool Authority) and they immediately assigned an adjuster to assist with the analysis.
On May 25, 2017, the insurance adjuster contacted a building damage assessment consultant,
Young & Associates, to determine the extent of the damage to the facility.
On September 19, 2017, the City received the damage assessment report from the insurance
adjuster and their team. The City retained LPA, Inc. to assist with the review and establishment
of bid documents for the repairs. The scope of work includes, but is not limited to, the removal of
the carpet and raised floor panels to access the damaged areas, replacement of some raised
floor pedestals, replacement of various electrical/electronic components, control wiring to the VAV
boxes, replacing flex ducting, replacing piping insulation, and extensive cleaning.
The City Council approved plans and specifications and authorized soliciting bids at the
December 19, 2017 meeting. Formal bids were received on February 6, 2018 and reviewed by
the Public Works Department. Pursuant to the damage assessment, the scope of work and
Award Contract for Tustin Library Restoration
February 20, 2018
Page 3
the Public Works Department. Pursuant to the damage assessment, the scope of work and
estimate was based on returning the premises to its pre -loss condition utilizing materials of like -
kind and quality. The preliminary estimate of probable cost to repair the damage was $1,116,129.
Nine (9) contractors attended the pre-bid job walk and seven (7) bids were received and are
summarized below by order of least dollar amount:
• TBC Contractors Corporation.................................................................. $680,569.89
• Gilman Builders, Inc................................................................................ $784,466.38
• Painting & Decor, Inc............................................................................ $1,037,900.00
• Alta Construction Inc............................................................................ $1,116,944.34
• MTM Builders, Inc................................................................................ $1,289,415.60
• USS Cal Builders, Inc........................................................................... $1,212,410.00
• Minako America Corporation................................................................ $2,968,580.00
Due to the complex nature of the project, a temporary project employee will be needed for the
duration of the work. The project employee is a retired licensed electrician with over 30 years of
experience. Prior to his retirement, he was specifically assigned by Anderson Howard as the
City's electrician for all city facilities. He will report to the Director of Public Works and the Field
Services Manager and be assigned to provide the necessary expertise, coordination and
oversight of the contractor's daily activities.
Suddath Relocation Systems of California, Inc. is the current vendor utilized by Orange County
Public Library to move library books when needed. The use of this vendor may or may not be
required for this project but will be available should the work require immediate relocation of library
materials from the work area.
Staff has reviewed the references and verified the State Contractor's License for TBC Contractors
Corporation and has determined that they are in good standing and current.
as/6. Stack, P.E.
of Public Works/City Engineer
Attachments:
Resolution 18-09
SACity Council Items\2018 Council Items\02-20-2018Wward Contract - Library Restoration CIP 10080\Award of Contract Library
Restoration Rev 1 dss.docx
ATTACHMENT 1
Resolution No. 18-09 .
RESOLUTION NO. 18-09
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN,
CALIFORNIA AUTHORIZING THE COUNTY OF ORANGE COOPERATIVE
PURCHASING PROGRAM TO PURCHASE CERTAIN ITEMS
WHEREAS, the City has need to purchase various material, supplies and
equipment in order to conduct the operations of the City; and
WHEREAS, Section 1625, Item C of the Tustin Municipal Code authorizes the
County of Orange Cooperative Purchasing Program to purchase materials, supplies,
and equipment if it can be acquired more cheaply or efficiently by the County of Orange
Cooperative Purchasing Program;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Tustin, California, does hereby authorize the County of Orange Cooperative Purchasing
Program, to utilize contract #RCA -017-18010006 for Suddath Relocation Systems of
California, Inc., for and on behalf of the City of Tustin pursuant to Section 10324 of the
California Public Contract Code, and that Mr. Jeffrey C. Parker, City Manager, is hereby
directed to sign and deliver all necessary requests and other documents in connection
therewith and for and on behalf of the City of Tustin.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Tustin held on the 20th day of February, 2018.
ELWYN A. MURRAY,
Mayor
ATTEST:
Erica N, Rabe, City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
I, Erica N. Rabe, City Clerk and ex -officio Clerk of the City Council of the City of Tustin,
California, do hereby certify that the whole number of the members of the City Council is
five; that the above and foregoing Resolution No. 18-09 was duly and regularly passed and
adopted at a regular meeting of the City Council held on the 20th day of February, 2018 by
the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES;
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT
Erica N, Rabe, City Clerk