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HomeMy WebLinkAbout03-Facilities Management . .; .~ CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION From: James Sharer, Director Dept: Facilities Management Date: October 10, 2002 Subject: Authorization to execute a contract and issue a purchase order to Inland Acoustics Inc. for emergency plumbing repairs and ADA modifications to the restrooms and showers at Fire Station 224 . - ." 'L Oi-I; ...""d Meeting Date: October 11, 2002 Synopsis of Previous Council Action October 7, 2002 Mayor and Common Council rejected all Bids received and directed staff to immediately move forward under emergency procurement procedures to obtain proposals from qualified contractors for the necessary repairs and modifications. Recommended Motion: 1. Authorize execution of a contract, and issue a purchase order for the restroom repair and ADA modifications at Fire Station #224 to Inland Acoustics Inc. in the amount of$ 57,000.00, with a contingency amount of up to $8,600.00, for a total of $65,600. 2. Authorize the Director of Finance to amend the FY 2002-2003 adopted budget and increase the Facilities Management budget (acct. no. 001-321-5502 Professionall Contractual Services) in the amount of $65,600 (contract amount - $57,000 and a contingency ount of $8,600) from the General Fund Budgeted Reserve. James W. Sharer Contact person: James Sharer Phone: 384-5244 Supporting data attached: Staff Report Ward(s): 7 FUNDING REQUIREMENTS: Amount: $65,600.00 Source 001-321 -5502 ~~:!." Council Notes: !Vo, 3 10/11 /()~ ,", CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Authorization to execute a contract and issue a purchase order to Inland Acoustics Inc. for emergency plumbing repairs and ADA modifications to the restrooms and showers at Fire Station 224. BACKGROUND Fire Station 224 is located at 2641 North E Street. The station was built in 1965 and is approximately 6500 square feet in size. The station houses a fire suppression company and the battalion chieffor the north half of the city, The building is a slab on grade construction with masonry walls and a wood trussed roof. The plumbing system is made up of galvanized steel pipe for water supply and cast iron pipe for domestic sewer lines, On Tuesday, September 10, Facilities Management was notified of a water leak in the restroom shower area. A plumber was dispatched and it was determined that a leak existed in the wall of the shower stall. The wall was opened up and the plumbers determined the damage extended well beyond the shower wall and into the floor under the shower stall. Staff ultimately determined that the entire restroom plumbing system was beyond repair. Purchasing was notified of the situation and an emergency job walk was held on Friday, September 13, 2002. Three vendors attended the job walk and were given the opportunity to bid the design/build portion as well as to provide a bid to install a temporary water heater on the south side of the building. The emergency repair was completed on Thursday, September 19, allowing the fire fighters to have one working shower and laundry facilities to comply with OSHA requirements. A formal proposal opening was held October 1,2002, in the Finance Department. One proposal was received from MGF Construction and was reviewed by a team consisting of: Jim Sharer, Facilities Management Director David Taylor, Project Manager Brian Preciado, Deputy Fire Chief Marsha Zeller, Purchasing Manager Bids were to be evaluated using the following criteria: Capabilities of firm to complete the project 30% Qualifications of firm/related experience 30% Reasonableness of cost and price 25% Completeness of response 15% ,"/' The review committee found the bid did not meet the minimum needs of the Fire Department as outlined in the RFP. The contractor designed the restrooms with only one shower. The Fire Department decided that this was inadequate. Discussion ensued on the best course to take and it was determined that the one bid received from MGF Construction should be rejected and a new Request for Proposal be issued. Deputy Chief Brian Preciado understood that this process would take approximately six weeks and that the Fire Department would make do with the existing conditions at Fire Station 224. As part of Agenda item #17 for the October 7, 2002 meeting of the Mayor and Common Council, Staff recommended a rejection of the bid received for RFP # F-03-013. Secondly, Staff requested authorization for the Purchasing Manager to issue a new RFP for the plumbing repairs and ADA modifications to the restrooms and showers at Fire Station 224. At the meeting the Mayor and Common Council rejected the received Bid and directed staff to immediately move forward under emergency procurement procedures to obtain proposals from qualified contractors for the necessary repairs and modifications. Staff was directed to present the most responsive proposal to the Mayor and Common Council for review and approval at the special meeting on October 11, 2002. On October 8, 2002, Staff organized and held formal interviews with two local contractors. The interview panel was comprised of: Lester "Skip" Kulikoff, Captain, Fire Department Marsha Zeller, Purchasing Manager David Taylor, Project Manager, Facilities Management Ken Mosteller, Facilities Management The Panel's evaluation of both contractors after the interviews were: . Both contractors are experienced and capable of performing the work. . Both provided insight in value engineering (cost containment through design) . Both have resources available to commence work within two working days of award. The Panel requested that the contractors provide a proposal to perform the necessary restroom repairs and ADA modifications to the Purchasing Department on October 10, 2002, by noon. Both Contractors submitted proposals to the City via e-mail by the given time on the requested date. The proposals were received with the results were as follows: 1) 2) Inland Acoustic, Inc. MGF Construction $67,569.00 $103,257.00 The Contractor with the lowest priced quotation, Inland Acoustics Inc. was invited for an additional interview with the same October 8th panel (with the exception ofK. Mosteller) to insure proposal responsiveness, to discuss value engineering opportunities, and to negotiate and come to consensus with the final scope. At the end of this follow-up interview, the panel requested that Inland Acoustics revise and re-submit their proposal based upon the panel's scope consensus. This revised proposal was submitted. Proposal price subsequent to interview negotiations: I) Inland Acoustic, Inc. $57,000.00 FINANCIAL IMPACT These repairs and modifications were not approved as part of this year's budget. The remodeling of the restrooms at Fire Station 224 was identified as a project in the Capital Improvement Program (CIP) for Fiscal Year 2003/04. The deterioration of the existing plumbing makes it necessary to move up the timeline for this project. Staff recommends that the project be funded through the General Fund Budgeted Reserve. Due the nature of the repairs, staff also asks that a contingency of 15% is approved at this time to cover any unforeseen costs that may arise after the walls and floors are exposed. The project cost will be as follows: I) 2) Cost of Proposal 15% contingency $57,000.00 $8.600.00 Total: $65,600.00 RECOMMENDATION 1. Authorize execution of a contract, and issue a purchase order for the restroom repair and ADA modifications at Fire Station #224 to Inland Acoustics Inc. in the amount of $ 57,000.00, with a contingency of up to $8,600 for a total of$65,600. 2. Authorize the Director of Finance to amend the FY 2002-2003 adopted budget and increase the Facilities Management budget (acct. no. 001-321-5502 Professional/ Contractual Services) in the amount of $65,600 (contract amount - $57,000 and a contingency amount of $8,600) from the General Fund Budgeted Reserve. .. CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION Dept: Facilities Manage.,o.( . . . , . : L vra, 'w, j Ii ,[1 October 3, 2002 Subject: Authorization to reject all bids and authorize the Purchasing Manager to issue a new Request for Proposals for plumbing repairs and ADA modifications to the restrooms and showers at Fire Station 224. From: James Sharer, Director Date: Meeting Date: October 7, 2002 Synopsis of Previous Council Action None Recommended Modon: 1. Reject all bids to RFP # F-03-013, and 2. Authorize the Purchasing Manager to issue a new Request For Proposals for plumbing repairs and ADA modifications to the restrooms and showers at Fire Station 224. James Sharer d James W. Sharer Contact penon: Phone: 384-5244 Supporting data attached: Staff Report Ward(s): 7 FUNDING REQUIREMENTS: Amonnt: $0.00 Source Finance Council Notes: Agenda Item No. 11 JDJ7!b~ . ~_. CITY Of SAN BERNAlillINO-REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Authorize rejection of all bids and authorize the Purchasing Manager to issue a new Request for Proposal for plumbing repairs and ADA modifications to the restrooms and showers at Fire Station 224. BACKGROUND Fire Station 224 is located at 2641 North E Street. The station was built in 1965 and is approximately 6500 square feet in size. The station houses a fire suppression company and the battalion chieffor the north half of the city. The building is a slab on grade construction with masonry walls and a wood trussed roof. The plumbing system is made up of galvanized steel pipe for water supply and cast iron pipe for domestic sewer lines. On Tuesday, September 10, Facilities Management was notified of a water leak in the restroom shower area. A plumber was dispatched and it was determined that a leak existed in the wall of the shower stall. The wall was opened up and the plumbers determined the damage extended well beyond the shower wall and into the floor under the shower stall. The galvanized steel plumbing lines were deteriorating in the plumber's hands as they traced the leak. Staff finally determined that the entire restroom plumbing system was beyond repair. Purchasing was notified of the situation and an emergency job walk was held on Friday, September 13, 2002. Three vendors attended the job walk and were given the opportunity to bid the design build portion as well as to provide a bid to install a temporary water heater on the south side of the building. The emergency repair was completed on Thursday, September 19, allowing the fire fighters to have one working shower and laundry facilities to comply with OSHA requirements. A formal proposal opening was held October 1, 2002, in the Finance Department. One proposal was received and reviewed by a team consisting of: Jim Sharer, Facilities Management Director David Taylor, Project Manager Brian Preciado, Deputy Fire Chief Marsha Zeller, Purchasing Manager Bids were evaluated using the following criteria: Capabilities of Firm to complete the project 30% Qualifications of firm/related experience 30% Reasonableness of Cost and Price 25% Completeness of response 15% .' , . The review committee reviewed the one bid and found that it did not meet the minimum needs of the Fire Department as outlined in the RFP. The discrepancy was that the contractor designed the restrooms with only one shower. The Fire Department decided that this was inadequate. Discussion ensued on the best course to take and it was determined that the one bid received from MGF Construction should be rejected and a new Request for Proposal be issued. Deputy Chief Brian Preciado understood that this process would take approximately six weeks and that the Fire Department would make do with the existing conditions at Fire Station 224. FINANCIAL IMPACT These repairs and modifications were not approved as part of this year's budget. The remodeling of the restrooms at Fire Station 224 was identified as a project in the Capital Improvement Program (CIP) for Fiscal Year 2003/04. The deterioration of the existing plumbing makes it necessary to move up the timeline for this project. Staff recommends that the project be funded through the General Fund Budgeted Reserve. The financial impact of this project will be detailed after the project bids are received. RECOMMENDATION 1. Reject all bids to RFP # F-03-013, and 2. Authorize the Purchasing Manager to issue a new Request For Proposals for Plumbing repairs and ADA modifications to the restrooms and showers at Fire Station 224.