HomeMy WebLinkAbout14-Development Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director Subject: Resolution awarding contract to
Eberhardt Construction, Inc. for the
Dept: Development Services Construction of Verdemont Fire Station
ORIG1NAI#232 (GB04-02) per Plan No. 10808A and
Date: March 5,2004 authorization for the Director of Finance to
amend the FY 2003/04 CIP.
File: 1.7121 MCC Date: 03-15-04
Synopsis of Previous Council Action:
1/22/03 Adopted Resolution No. 2002-19 approving Agreement with WLC Architects for professional
design services for the Verdemont Fire Station.
6117/03 MCC approve the offer for the purchase of Parcel No. 0261-19106 for the Verdemont Fire Station
7/21/03 MCC approve plans and design for the Verdemont Fire Station #232, and authorize the City
Engineer to solicit bids for construction
9/02/03 MCC Adopted Resolution No. 2003-251 authorizing submission of a financing application
to the California Infrastructure and Economic Development Bank for financing of the Verdemont
Fire Station and approving certain other matters in connection therewith.
9115/03 MCC Adopted Five-Year Capitol program for FY 2003-2008 allocating $2,236,400 for acquisition
of land and construction of the Verdemont Fire Station #232 (Project No. GB04-02).
10114/03 MCC Authorized rejection of all bids for the construction ofVerdemont Fire Station #232,
authorize staff to revise the plans and design for said fire station, and authorize the City Engineer
to solicit new bids for the construction ofVerdemont Fire Station #232 based upon said revised
plans and design.
11117/03 MCC Approved Resolution adopting Contractor Prequalification Procedures
for bidders for construction of Fire Station #232.
Recommended Motion:
Adopt Resolution
[fww ~
James Funk
Contact person: James Sharer, Facilities Management Director Phone: 5244
Supporting data attached: Staff Report, Resolution & Map
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FUNDING REQUIREMENTS:
Amount:
$2.500.000
Source:
Acct. No. 211-377-5504-XXXX
Acct. Description: Verdemont Fire Station No. 232
R cs,o ,j12..004 -I") g
Council Notes:
Finance:
3/J$!t
Agenda Item No. JLf
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT
Resolution awarding contract to Eberhardt Construction, Inc. for the Construction of
Verdemont Fire Station #232 (GB04-02) per Plan No. IOSOSA and authorization for the
Director of Finance to amend the FY 2003/04 CIP.
BACKGROUND
Bids for the construction of the Verdemont Fire Station were received in October of 2003;
however, none of these bids fell within the Architect's estimate.
At its meeting of October 14, 2003, the Mayor and Common Council: 1) exercised the option
of rejecting all bids for being non-responsive and outside of budget; 2) authorized initiation of
value engineering discussions with the design team; 3) directed that plans and specifications be
revised accordingly; and 4) directed staff to re-bid the project.
Due to increases in workers compensation insurance, prevailing wage rates, supply and
demand pressure on materials and Contractor availability, the revised project cost estimate was
increased to $2,250,000. The Infrastructure State Revolving Fund Program (ISRF) requires
pre-qualification of the general contractors where the amount of the loan being sought exceeds
$2,000,000.
On November 17, 2003, the Mayor and Common Council approved the Resolution adopting
the Contractor Prequalification and Appeals Panel procedures.
The contractor prequalification process was conducted concurrent with the re-bidding of the
construction phase. The prequalification was also advertised through the Development Services
Department procedures on December S, 2003.
Sixteen contractors submitted prequalification packets, pursuant to the Request for
Qualifications (RFQ) on January 12, 2004. Staff evaluated all of the packets and presented its
findings to the Appeals Panel on January 21,2004, as required in the prequalification process.
Only one contractor was disqualified by the Appeals Panel, due to non-responsiveness to the
requirements of the RFQ. The disqualified contractor did not appeal the determination. As
approved by the Appeals Panel, on January 21,2004, notices inviting bids were sent out to the
fifteen qualified contractors, and the list identifying the qualified contractors was posted on the
City web page.
Construction bids for the revised project were received on March 2, 2004. Six contractors
submitted bids as follows:
2
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report - Continued
SUMMARY OF COSTS/BIDS
Contractor Bids in Order of Amount:
Contractor City Bid Amount
1 Eberhardt Construction Inc. Apple Valley $2,223,000.00
2 Perrera Construction & Design Ontario $2,325,000.00
3 Inland Empire Builders Rancho Cucamonga $2,391,155.00
4 Howard C. Edmiston Construct. Fontana $2,414,000.00
5 Gamut Construction Co. Montclair $2,468,000.00
6 Kerry Contractors Huntington Beach $2,530,000.00
Table 1
Contractor and City of San Bernardino Cost Summary
On top of the general contractor's bid amount, the City will pay the cost for:
1. Utility Service Fees/Costs.
. Due to confusion from contractors receiving different cost figures from the various
utilities and to insure continuity of costs in the bids, Addendum #4 advised the
contractors that these costs would be paid by the City as a reimbursement. No
contractor mark-up on these costs are allowed. The contractor will be responsible for
applications and obtaining permits.
2. Resident Inspection & Materials Testing.
. As an essential facility, special on-site inspection by an Inspector of Record and testing
of materials to insure compliance with the specifications is required by the Building
Official.
2. Facility Appliances.
. As part of the value engineering discussions, it was decided to have the City purchase
the required appliances for the facility. This will save on mark-up costs from the
contractor .
3. Contingency.
. It is recommended a contingency fund be set aside for necessary additional expenditures
in the event of unforeseen or desired scope of work revisions.
3
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report - Continued
Contractor/ Agency Service / Equipment Cost
I Eberhardt Construction Inc. Construction $2,223,000.00
2 Contingency Contingency $75,000.00
3 City: Utilities Applications & Estimated Fees $74,350.00
Permits
4 City: Resident Inspection Estimated Cost $83,500.00
Services
5 City: Materials Testing & Estimated Cost $32,850.00
Inspection
6 City: Kitchen & Wash room Appliance Budget $11 ,300.00
Total: $2,500,000.00
Table 2
EVALUATION
The Contractor prequalification process performed a thorough evaluation of each of the
contractors through four criteria areas:
1. Contact information, essential requirements, organization history;
2. History of the business and organizational performance;
3. Compliance with occupational safety and health laws, workers' compensation and
other labor legislation; and
4. Completion of recent projects and quality of performance.
For the purposes of the construction bid evaluation, staff reviewed the top three contractors by
cost (Eberhardt, Perera, and Inland Builders) for responsiveness to the requirements of the
request for bids.
All three were found to be responsive to the request for bids (refer to attached bid evaluation
worksheet).
FINANCIAL IMPACT
The project construction, materials testing, and resident inspection portions will be funded by
means of $2.5 million in approved financing through the California Infrastructure and
Economic Development Bank's (CIEDB) Infrastructure State Revolving Fund Program (ISRF).
The first payment on the loan will be approximately $2,000, and is due in August of 2004.
Subsequent payments of approximately $71,500 will become due every six (6) months, starting
in February of 2005.
4
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report - Continued
RECOMMENDATION
Adopt Resolution.
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City of San Bernardino, California
Department of Public Works, Division of Engineering
NEW FIRE STATION NO.232
AT
6055 N. PALMAVENUE
NORTH OF
KENDALL A VENUE
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(CCQ)f1f
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO A WARDING A CONTRACT TO EBERHARDT
CONSTRUCTION, INC. FOR CONSTRUCTION OF VERDEMONT FIRE STATION
NO. 232 (GB04-02), PER PLAN NO. 10808A.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION I. Eberhardt Construction, Inc., 19031 Highway 18, Suite 250, Apple Valley,
CA 92307, is the lowest responsible bidder for the construction of Verdemont Fire Station #232
Project (GB04-02), per Plan No. 10808A. A contract is awarded accordingly to said Contractor
in a total amount of 52,223,000, with a contingency amount of 575,000, but such award shall be
effective only upon said contract being fully executed by both parties. All other bids, therefore,
are hereby rejected. The Mayor is hereby authorized and directed to execute said contract on
behalf of the City; a copy of the contract is on file in the office of the City Clerk and
incorporated herein by reference as fully as though set forth at length.
SECTION 2. This contract and any amendment or modifications thereto shall not take
effect or become operative until fully signed and executed by the parties and no party shall be
18
obligated hereunder until the time of such full execution. No oral agreements, amendments,
19
modifications or waivers are intended or authorized and shall not be implied from any act or
20
21
22
course of conduct of any party.
SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
23 within sixty (60) days of the passage of this resolution.
24 III
25 III
26
III Lflo. If
27
28 ~/ f~/(;tf
- I -
1
2
3
4
RESOLUTION OF THE MAYOR AND COMMON COU!\'CIL OF THE
CITY OF SAN BERNARDINO A WARDI:\'G A CO:\'TRACT TO EBERHARDT
CONSTRUCTION, INC. FOR CONSTRUCTION OF VERDEl\lONT FIRE STATIO:\'
!\'O. 232 (GB04-02), PER PLAN NO. 10808A.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bemardino at a
meeting thereof, held
6
7
8
9
10 LO~GVILLE
on the day of
, 2004, by the following vote, to wit:
ABST AI~ ABSENT
NAYS
AYES
Council Members:
ESTRADA
11 MC GINNIS
12 DERRY
13 KELLEY
14 JOHNSON
15
>,1C CAMMACK
16
17
18
19
20
21
22
City Clerk
The foregoing resolution is hereby approved this
day of
,2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to
23 form and legal content:
24 JAMES F. PENMAN,
25 City Attorney
26
27 By Ll/~
28 IIV
- 2-
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
March 17,2004
TO:
Susan Bizick, Account Clerk II
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2004-78
At the Mayor and Common Council meeting of March IS, 2004, the City of San Bernardino
adopted Resolution 2004-78 - Resolution awarding a contract to Eberhardt Construction, Inc.,
for construction ofVerdemont Fire Station No. 232 (GB04-02), per Plan No. 10808A.
I am providing you with one certified copy of Resolution 2004-78 and five (5) sets of original
bound contracts. Please obtain signatures where indicated and return one fully executed original
contract to the City Clerk's office as soon as possible.
Please be advised that the resolution and contract will be null and void if not executed
within 60 days, or by May 14, 2004.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
I hereby acknowledge receipt of the above mentioned documents.
Signed: xt'Jd/c./iJ((lJL
Date: 3;;7 joy
/
Please sign and return.
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
May II, 2004
TO:
Susan Bizick, Account Clerk II
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2004-78 - Eberhardt Construction, Inc.
CC:
Our office has not received the executed contract with Eberhardt Construction, Inc., for
construction of Verdemont Fire Station No. 232 (GB04-02), per Plan No. 10808A. This
agreement was approved at the Mayor and Common Council meeting held on March 15, 2004,
and will be null and void ifnot executed and returned to the City Clerk's Office by May 14,
2004.
Please forward the executed agreement to the City Clerk's Office, to my attention, as soon as
possible. If you have any questions, please do not hesitate to call me at ext. 3206.
City of San Bernardino
Facilitates Management
Transmittal
Purchase Order No. N/ A
Transmittal For: Michelle Taylor - City Clerks Office
Project Title: Verdemont Fire Station #232 Proiect - Construction Phase
Project No: 10808 A
Date Contract Executed: 3/15/04
City Lead: James Sharer
City Project Manager: David Taylor
The Following is hereby transmitted:
a) Two (2) - Original Signed copies ofthe Project Contract, executed March 15,2004.
City Project Manager
For your records as reqU~~:d, please call if you have any questions.
/{-
/
Date: 5/11/04
Instructions:
David M. Taylor- 909.384.5244
cc - Project File
Facilities Management ~ Projects
5-11-04 Trans to City Clerk Contracts
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 3 -\1>--0'-1 Item # I L\ Resolution #
Vote: Ayes 1,.3 - 'I Nays -t:J Abstain.G-
Change to motion to amend original documents 0 Companion Resolutions
'2OJ<.\-"i~
Absent 1..,
NulI/Void After: (,,0 days / 5 --14- bLj
Resolution # On Attachments: ff Note on Resolution of attachment stored separately: l!r'
PUBLISH 0
POST 0
RECORD W/COUNTY 0
By:
Date Sent to Mayor:
3-' (.,0'\
Reso. Log Updated:
Seal Impressed:
~
g--
Date of Mayor's Signature: ~:;>)' \C,,-oti
Date ofClerk/CDC Signature: fS-n--o'--l
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent: 5-/'-0<.(
3 -n-D'-j
Date Returned: 'i' 1\ -0 ._/
Not Returned: 0
2"d Reminder Letter Sent:
Request for Council Action & Staff Report Attached: Yes / No By
Updated Prior Resolutions (Other Than Below): Yes NoL By
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes No ,/ By
Updated CDC Personnel Folders (5557): Yes No ..L By
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes No L By
Copies Distributed to:
Animal Control 0
City Administrator 0
City Attorney ff
Code Compliance 0
Development Services 0
Others:
Fire Department
Human Resources
o
IT
~
o
o
Information Services 0
Parks & Recreation 0
Police Department 0
Public Services 0
Water Department 0
EDA
Facilities
Finance
3
Notes:
0c:u(\D ~~
Ready to File: _
Date:
Revised 12/18/03