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Home My Public Portal About19) 7I Accept of Bid and Award of PW Contracts for Council Chamber Renovation - Asbestos and ADA Improvements_Page_1AGENDA ITEM 7.1. COMMUNITY DEVELOPMENT DEPARTMENT DATE: July 16, 2013 TO: The Honorable City Council MEMORANDUM FROM: Jose E. Pulido, City Manag r Via: Mark Persico, AICP, Co munity Development Director Via: Robert Sahagun, Public Safety and Services Manager By: Andrew Coyne, Management Analyst SUBJECT: ACCEPTANCE OF BID AND AWARD OF PUBLIC WORKS CONTRACTS FOR THE CITY COUNCIL CHAMBERS RENOVATION PROJECT, CAPITAL IMPROVEMENT PROJECT NO. P10-05 IN*K07JtlL914'!U7eAIIQ kiA The City Council is requested to: a) Review and approve two Public Works Contracts for the City Council Chamber Renovation Project (CIP No. P10-05), one with ACT Inc. (Attachment "A") for asbestos removal services, and the other with R Dependable Construction (Attachment "B") for American with Disabilities Act (ADA) improvements in the Council Chambers, bathroom, lobby areas; and b) Authorize the City Manager to execute one Public Works Contract with ACT Inc. in an amount not to exceed $24,000; and another with R Dependable Construction in an amount not to exceed $45,000. BACKGROUND: 1. On June 4, 2013, the City Council adopted the Fiscal Year (FY) 2013-14 City Budget, which included Capital Improvement Project (CIP) No. P10-05 for $340,000 for improvements to the Civic Center Building and City Council Chambers, including: removal of asbestos; new seating; new carpeting; new dais, ADA improvements to the building entrances; new bathrooms; and a lobby area wall to separate the future Emergency Operations Center (EOC) area. City Council July 16, 2013 Page 2 of 4 2. On June 13, 2013, the City published a Bid Notice for asbestos removal in Pasadena Star News, Temple City Edition. The City also published the Bid Notice on the City's Website and the City Engineer informed contractor trade publications and 15 trade contractors. The Bid Notice and bid package (Attachment "C") contained an engineer's estimate of $35,000. 3. On June 14, 2013, the City published a Bid Notice for improvements to the City Council Chambers bathrooms, Americans with Disabilities Act (ADA) improvements to the building entrances and construction of an interior wall in the Pasadena Star News, Temple City Edition. The City also published the Bid Notice on the City's Website and the City Engineer informed contractor trade publications and 15 trade contractors. The Bid Notice and bid package (Attachment "D") contained an engineer's estimate of $50,000. 4. On June 20, 2013, a non -mandatory pre-bid meeting was held to answer any questions from prospective bidders on both projects. 5. On July 2, 2013, the City Clerk conducted the bid opening for the asbestos removal project. A total of eight bids were submitted by: ACT Inc. (Attachment "E"); Gamma Contracting Services; ATI, Inc.; Vizion's West Inc.; Unlimited Environmental Inc.; Quality Environmental Inc.; Argus Contracting LP; JDL Environmental; and Demolition Services. One bid was submitted without a bid bond, and was deemed invalid. The bid amounts ranged from $24,000 to $41,825. 6. On July 2, 2013, the City Clerk conducted the bid opening for the bathroom renovation, lobby improvement and ADA improvement project. A total of eight bids were submitted by: R Dependable Construction (Attachment "F"); Damon Inc; CC Construction; Corral Construction; Okeyness Construction; and Concept Consultants Inc. The bid amounts ranged from $45,000 to $58,433. ANALYSIS: The Civic Center building was built in 1952 and is showing signs of wear. To address this issue, the City Council budgeted $340,000 for remodeling of the building. In order to contain costs and deliver the project under budget this project is being executed as a multi -prime project, which means City staff is acting as the general contractor and issuing multiple contracts for separate phases of construction. Transtech is serving as the project manager. This staff report addresses the first two phases of the City Council Chambers Renovation Project: asbestos removal; and construction of various ADA improvements. IMMIMM MGRMTMi4 0027' ii M. I Given the age of the building, the presence of asbestos is not unusual. Removal of the City Council July 16, 2013 Page 3 of 4 asbestos is the first step in the overall renovation project. Staff completed a review and cost analysis of the bid packages submitted on July 2, 2013. Based upon that bid package review, staff recommends that the City Council retain the professional services of ACT, Inc. for the Council Chambers asbestos removal project. ACT, Inc. was selected based on a review of the project cost, professional references, and experience. ACT, Inc. has experience working on projects of varied size and cost for clients such as UCLA, the VA Hospital, and UC Irvine. Phase II —ADA Improvements When the building was built in 1952 handicap access was not a consideration. Building standards have changed significantly since then and the Americans with Disabilities Act became law in the 1990. The bathroom, building entry, and lobby wall improvements are part of phase two of the project. Staff completed a review and cost analysis of the bid packages submitted on July 2, 2013. Based upon that bid package review, staff recommends that the City Council retain the professional services of R Dependable Construction for the City Council Chambers bathroom, lobby area, and ADA building entrances improvements. R Dependable Construction was selected based on a review of the project cost, professional references, and experience. R Dependable Construction has experience working on projects of varied cost and scope for several public sector agencies, including the City of Santa Monica, Los Angeles Community College District, and the City of Brea. Furthermore, subsequent phases may include the hiring of a lighting consultant and an audio visual consultant. Staff anticipates that the City Council Chambers will be closed for two months from September 4, 2013, to November 4, 2013, to allow for Phase I and II construction. Staff is currently working to secure alternative meeting locations for the City Council and other commissions that meet in the City Council Chambers. CONCLUSION: The City Council is requested to accept the bid submitted by ACT Inc. for the City Council Chambers asbestos removal project in the amount of $24,000 as the lowest responsive, responsible bid, and to accept the bid submitted by R Dependable Construction for the City Council Chambers, bathroom, lobby area and Americans with Disabilities Act (ADA) improvement project in the amount of $45,000 as the lowest responsive, responsible bid, and authorize the City Manager to execute Public Works Contracts with ACT Inc. and R Dependable Construction. FISCAL IMPACT: The City Council as part of the Fiscal Year (FY) 2013-14 City Budget approved an appropriation of $340,000 for improvements to the City Council Chambers and Civic City Council July 16, 2013 Page 4 of 4 Center Building as Capital Improvement Project No. P10-05. ATTACHMENTS: A. Draft Public Works Contract between City of Temple City and ACT Inc. B. Draft Public Works Contract between City of Temple City and R Dependable Construction C. Bid Package — asbestos removal project D. Bid Package — ADA bathroom, building entrance and interior wall project E. Lowest Responsive and Responsible Bid Submitted (ACT Inc.) F. Lowest Responsive and Responsible Bid Submitted (R Dependable Construction)