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HomeMy WebLinkAboutItem 4.9 - 2534 Increase Contract Change Order Authorizatio Page 1 of 4 STAFF REPORT CITY COUNCIL DATE: April 2, 2019 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Increase Contract Change Order Authorization, for Public Safety Complex – Police Services Building (Project No. GI0116) and Dublin Boulevard Widening (Project No. ST1012) Prepared by: Michael Boitnott, Capital Improvement Program Manager EXECUTIVE SUMMARY: The City Council will consider increasing the contract change order authority for the City Manager in relation to two projects - the Public Safety Complex and the Dublin Boulevard Widening Project. For the Public Safety Complex, Sausal Corporation needs to make additional structural upgrades necessary to bring the building up to “essential faci lity” status and related improvements, as well as add project scope to replace the existing parking lot, and install a 180 kVA solar voltaic system on top of the police vehicle carports. For the Dublin Boulevard Widening Project, Granite Construction Company needs to repave and install video detection at the intersection of Dublin Boulevard and Dougherty Road and install street lighting along the Dublin Sports Grounds parking lot. Additionally, emergency pavement repairs on Village Parkway by Granite were made at the City's request and along with reimbursable improvements for Zayo Communications. STAFF RECOMMENDATION: Adopt the Resolution Authorizing the City Manager to Execute Contract Change Orders with Sausal Corporation, for the Public Safety Complex - Police Services Building, CIP No. GI0116; and, adopt the Resolution Authorizing the City Manager to Execute Contract Change Orders with Granite Construction Company for the Dublin Boulevard Widening Project, CIP No. ST1012. FINANCIAL IMPACT: Sufficient funds are available in the respective project budgets for the proposed increases in the Contract Change Order authorization for the added project scope. DESCRIPTION: Page 2 of 4 Public Safety Complex On February 6, 2018, the City Council awarded a construction contract to Sausal Corporation, with a total not to exceed amount of $16,811,740 including a construction contingency, Resolution 14-18 (Attachment 3) for the Public Safety Complex - Police Services Building, CIP No. GI0116. At the same time, the City Cou ncil authorized the City Manager, or his designee, to approve project contract change orders, based on appropriated project funds, up to the contingency amount of $1,528,340. The project provides for the demolition of three existing buildings, renovation and reconstruction of two buildings, and associated site improvements to accommodate current and future Dublin Police Services office space needs. The Public Safety Complex also houses the Alameda County Fire Department Administrative Offices and will also serve as the City’s Emergency Operation Center (EOC). During construction, the City conducted an evaluation by a structural engineer to evaluate the existing building and it was determined that several structural upgrades , which were believed to have been completed in 2013, to bring the building up to “essential facility” status were not made. At this time the structural upgrades need to be completed prior to occupancy by Dublin Police Services and opening the new EOC. Staff has been working with the general contractor, Sausal Corporation to price and implement a contract change order to complete the necessary “essential facility” improvements and upgrades and to minimize delay in moving Dublin Police Services to the Public Safety Complex at an estimated cost of $1,400,000. The necessary improvements also require the Alameda County Fire Administrati ve Offices be vacated in order to bring the building, which will be shared by Dublin Police Services, up to “essential facility” status. When the project was originally bid and awarded, Fire Administration was planned to occupy their offices and their side of the site during construction. While Fire Administration is out of the building, it is advantageous to reconstruct the portion of the parking lot that is used by Fire Administration. The estimated cost of reconstructing the Fire Administration parking lot is included in the estimated cost stated above of $1,400,000. With this proposed change order, Staff is also recommending adding the installation of a 180kVA solar photovoltaic system on top of the police vehicle carports to reduce future power bills. The carport structures within the existing contract were designed to allow for convenient installation of a solar photovoltaic system. The cost for add ing a solar photovoltaic system to the carports and integrating it with the buildings electrical system would increase the contract amount by an approximate cost of $600,000. Staff is recommending that the City Council authorize the City Manager, or his designee, to execute contract change orders for the additional project scope with Sausal Corporation, at an additional cost of $2,000,000, which increases the total project contingency to $3,528,340 and increases the not to exceed contract total to $18,811,740. Page 3 of 4 Dublin Boulevard Widening On July 17, 2018, the City Council awarded a construction contract to Granite Construction Company with a total not to exceed amount of $6,253,454 including a construction contingency, Resolution 94-18 (Attachment 4) for the Dublin Boulevard Widening Project, CIP No. ST1012. At the same time, the City Council authorized the City Manager, or his designee, to approve project contract change orders, based on appropriated project funds, up to the contingency amount of $575,000. The project provides for the widening of Dublin Boulevard to six travel lanes between Sierra Court/Civic Plaza and Dublin Court; the addition of bicycle lanes on both sides of Dublin Boulevard; intersection improvements at both Sierra and Dublin Courts; new sidewalk on both sides of the street including a pedestrian bridge over a drainage channel east of Dublin Sports Grounds; landscape improvements, including the replacement of the existing street trees plus additional street trees; and bus shelter relocation. Late last year, a segment of Village Parkway between Amador Valley Boulevard and the City limits was approaching unsafe conditions because of ground subsidence. Staff directed Granite Construction Company to proceed with emergency repairs while Dublin Unified School District was on winter break to minimize impacts to the public. These repairs cost approximately $235,000. In addition to the Village Parkway pavement repairs, Staff is recommending a contract change order to expand the project scope of the Dublin Boulevard Widening Project to include pavement resurfacing and installation of video detection at the intersection of Dublin Boulevard and Dougherty Road and installation of street lighting along the Dublin Sports Grounds parking lot and achieve an economy of scale with a larger project. These improvements have an estimated cost of approximately $265,000. While the City’s Contractor was constructing the Dublin Boulevard improvements, there were improvements being constructed concurrently by Zayo Communication to relocate their utilities out of the way of the new road alignment. Zayo Communication was unable to complete the necessary improvements without delaying the City’s contractor, therefore Zayo Communication agreed to have the City’s Contractor construct the improvements, to prevent the project from being delayed , and to reimburse the City for the cost to complete the improvement. The cost of the Zayo Communication improvements is approximately $25,000. Staff is recommending that the City Council authorize the City Manager, or his designee, to execute contract change orders for the additional project scope with Granite Construction Company, at an additional cost of $525,000, which increases the total project contingency to $1,100,000.00 and increases the not to exceed contract total to $6,778,454.00. STRATEGIC PLAN INITIATIVE: N/A Page 4 of 4 NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of this staff report was sent to Sausal Corporation and Granite Construction Company. ATTACHMENTS: 1. Resolution Authorizing the City Manager to Execute Contract Change Orders with Sausal Corporation, for Public Safety Complex - Police Services Building, CIP No. GI0116 2. Resolution Authorizing the City Manager to Execute Contract Change Orders with Granite Construction Company, for Dublin Boulevard Widening Project, CIP No. ST1012 3. Resolution 14-18 Awarding a Contract to Sausal Corporation 4. Resolution 94-18 Awarding a Contract to Granite Construction Company RESOLUTION NO. XX- 19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE ORDERS WITH SAUSAL CORPORATION FOR PUBLIC SAFETY COMPLEX – POLICE SERVICES BUILDING, CIP NO. GI0116. WHEREAS, on February 6, 2018, the City of Dublin entered into a contract with Sausal Corporation to construct the Public Safety Complex – Police Services Building, CIP No. GI0116; and WHEREAS, City Council of the City of Dublin authorized the City Manager or his designee to approve Contract Change Orders based on the appropriated funds designated for the Project up to the contingency amount of $1,528,340.00. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby incorporate additional improvements to be constructed by the project, to include structural upgrades necessary to bring the building up to “essential facility” status and related improvements, and replacement of the existing parking lot adjacent to the Alameda County Fire Department side of the building at an estimated cost of $1,400,000. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby incorporate additional improvements to be constructed by the project to include the installation of 180 kVA solar voltaic system on top of vehicle carports located within the police parking lot at an estimated $600,000. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or his designee to execute Contract Change Orders with Sausal Corporation up to the revised contingency amount of $3,528,340.00 and increase the not to exceed contract total to $18,811,740.00 . PASSED, APPROVED AND ADOPTED this 2nd day of April, 2019, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________ Mayor ATTEST: _______________________________________ City Clerk RESOLUTION NO. XX- 19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE ORDERS WITH GRANITE CONSTRUCTION COMPANY FOR DUBLIN BOULEVARD WIDENING PROJECT, CIP NO. ST1012. WHEREAS, on July 17, 2018, the City of Dublin entered into a contract with Granite Construction Company to construct the Dublin Boulevard Widening Project, CIP No. ST1012; and WHEREAS, City Council of the City of Dublin authorized the City Manager or his designee to approve Contract Change Orders based on the appropriated funds designated for the Project up to the contingency amount of $575,000.00. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby incorporate additional improvements to be constructed by the project, to include repaving and installing video detection at the intersection of Dublin and Dougherty, installation of street lighting along the Dublin Sports Grounds parking lot, and emergency pavement repairs on Village Parkway at an estimated $500,000. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby incorporate additional improvements to be constructed by the project to include improvements constructed by the City of Dublin within the Project limits for and to be reimbursed by Zayo Communications at an estimated $25,000. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or his designee to execute Contract Change Orders with Granite Construction Company up to the revised contingency amount of $1,100,000.00 and increase the not to exceed contract total to $6,778,454. PASSED, APPROVED AND ADOPTED this 2nd day of April, 2019, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________ Mayor ATTEST: _______________________________________ City Clerk RESOLUTION NO. 14 — 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE PLANS AND SPECIFICATIONS, WAIVING MINOR BID IRREGULARITY, AWARDING A CONTRACT TO SAUSAL CORPORATION, AND APPROVING AN AGREEMENT WITH SWINERTON BUILDERS, DBA SWINERTON MANAGEMENT & CONSULTING FOR THE PUBLIC SAFETY COMPLEX — POLICE SERVICES BUILDING, CIP NO. G10116. WHEREAS, Staff completed plans and specifications for the Public Safety Complex — Police Services Building, CIP No. G10116 ("Project"). The Project includes the demolition of two existing buildings, renovation of one building, reconstruction of one building, and associated site improvements including secured parking, guest parking, and an entry plaza to accommodate current and future Dublin Police Services' needs; and WHEREAS, the City of Dublin did, on January 18, 2018, publicly open, examine, and declare all sealed bids for doing the work described in the approved Plans, Specifications, and Modifications for the Project, which Plans, Specifications, and Modifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, Sausal Corporation's bid contained a minor bid irregularity in that there was a mathematic error summing the total of the unit bid items, which subsequently lowered the total base bid price by One Hundred Dollars ($100.00) and the Public Contract Code and the City's bid documents and authorize the City to waive any minor bid irregularities, and proceed with the award of the contract; and WHEREAS, said bids were submitted to the Public Works Director, who has recommended that the bid hereinafter is the lowest and best bid for doing said work. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the plans and specifications for the Project. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby waive the minor bid irregularity contained within Sausal Corporation bid, and award a Contract for Project No. G10116 Public Safety Complex — Police Services Building, to the lowest responsible bidder, to wit, Sausal Corporation, for the base bid plus four add alternate items, and a ten percent contingency, at a bid of $16,811,740.00, the particulars of which bid are on file in the Office of the Public Works Director. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or his designee to execute the Construction Agreement with Sausal Corporation and to approve Contract Change Orders based on the appropriated funds designated for the Project up to the contingency amount of $1,528,340.00. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby approve the Agreement with Swinerton Builders, dba Swinerton Management & Consulting for construction management and inspection services for the Project, as attached hereto as Exhibit A to this Resolution, for the not to exceed amount of $975,000.00. Reso No. 14-18, Adopted 2/6/2018, Item No. 7.1 Page 1 of 2 BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement with Swinerton Builders, dba Swinerton Management & Consulting. PASSED, APPROVED AND ADOPTED this 6th day of February, 2018, by the following vote: AYES: Councilmembers Biddle, Goel, Gupta and Hernandez, and Mayor Haubert NOES: ABSENT: ABSTAIN: ATTEST:ra" Z ��- %� City Clerk iAA1_1_ G Mayor' Reso No. 14-18, Adopted 2/6/2018, Item No. 7.1 Page 1 of 2 RESOLUTION NO. 94 —18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE PLANS AND SPECIFICATIONS; AWARDING A CONTRACT TO GRANITE CONSTRUCTION COMPANY AND WAIVE MINOR BID IRREGULARITY; AUTHORIZING THE CITY MANAGER TO EXECUTE AGREEMENTS WITH ALAMEDA COUNTY TRANSPORTATION COMMISSION FOR DUBLIN BOULEVARD WIDENING PROJECT, PROJECT NO. ST1012 WHEREAS, the design team has completed the plans and specifications for the Dublin Boulevard Widening Project CIP No. ST1012 ("Project"). The work includes widening Dublin Boulevard to three lanes in each direction and modify the median islands between Civic Plaza and Dublin Court, the addition of bike lanes, new curb gutter and sidewalk along both sides of the street, installing a pedestrian bridge across the Zone 7 channel, and repaving Dublin Boulevard from Civic Plaza to Dougherty Road; and WHEREAS, the City of Dublin did, on June 19, 2018, publicly open, examine, and declare all sealed bids for doing the work described in the approved Plans and Specification for the Project, which Plans and Specification are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and, WHEREAS, Granite Construction Company's bid contained a minor bid irregularity in that there was a mathematic error decreasing the proposed contract price by $90,500 and the Public Contract Code and the City's bid documents authorize the City to waive any minor irregularity and proceed with the award of the contract; and WHEREAS, said bids were submitted to the Public Works Director, who has recommended that the bid hereinafter is the lowest responsive responsible bid for doing said work. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the plans and specifications for the Project. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorizes the City Manager to execute agreements with Alameda County Transportation Commission for the project. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby waive the minor bid irregularity since the mathematical error only decreased the lowest responsible bid by $90,500. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award the Contract for the Project, to the lowest responsive responsible bidder therefore, to wit, Granite Construction Company, at a bid of Five Million, Six Hundred and Seventy -Eight Thousand, Four Hundred and Fifty -Four Dollars and no cents ($5,678,454.00) the particulars of which bid are on file in the Office of the Public Works Director. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager of his designee to approve the Project Contract Change Orders based on the appropriated funds designated for the Project up to the contingency amount of $575,000. Reso No. 94-18, Adopted 7/17/2018, Item No. 4.11 Page 1 of 2 BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Project Construction Agreement. PASSED, APPROVED AND ADOPTED this 17th day of July 2018, by the following vote: AYES: Councilmembers Gupta, Hernandez, Thalblum and Mayor Haubert NOES: ABSENT: Councilmember Goel ABSTAIN: r• ATTEST: Mayor City Clerk Reso No. 94-18, Adopted 7/17/2018, Item No. 4.11 Page 2 of 2