HomeMy WebLinkAbout17-Facilities Management
CITY OF SAN BERNARDINO - REQUEST FOR COUNC~ L
From: James Sharer, Director Subject:
Resolution authorizing execution of an Agreement for
Dept: Facilities Management Services and issuance of a Purchase Order to Texsun
Construction, for Fire Station 224, Lath and Plaster
Date: 12/29/08 Construction per PLANS AND SPECIAL
PROVISIONS NO. 12551.
M/CC Meeting Date:
January 20, 2009
Synopsis of Previous Council Action:
September 2, 2008 The Common Council authorized the Fire Chief to proceed with
the remodel of Fire Station 224.
Recommended Motion:
1.) Adopt Resolution; and
2.) Authorize the Director of Finance to amend the FY 08/09 budget by appropriating an additional
$140,000 from the Fire Development Impact Fee Funds in Fiscal Year 2008/2009 to account
#262-482-5504-7805, in accordance with this staff report.
Contact person: James Sharer
Supporting data attached: Staff Report, Resolution
Ward(s):
7
FUNDING REQUIREMENTS:
Amount: $ 140,000
(for this action)
Source: :
Fire Development
Impact Fee Fund
Acct# 262-482-
5504-7805
Barbara Pachon
Director of Finance
Council Notes:
~S"O 2.o09~ 5
-::t:t 11
\ ., '2.0- D'f
CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing execution of an Agreement for Services and issuance of a Purchase
Order to Texsun Construction, for Fire Station 224, Lath and Plaster Construction per
PLANS AND SPECIAL PROVISIONS NO. 12551.
BACKGROUND
Fire Station 224 is a 42 year old structure that is in need of modernization and enlargement
to accommodate the needs of the Fire Department. The station was originally designed for a
crew of 4 firefighters; today it houses 7 firefighters and a Battalion Chief. The office space
has been converted to living quarters requiring the Captains to do paperwork and employee
counseling in the same area where they sleep. The exercise equipment is on the apparatus
floor where the heat and diesel soot limits its use and value. The kitchen and dining area is
crowded and outdated as are the sleeping areas and laundry facilities.
The Common Council authorized the Fire Chief to proceed with the remodel of Fire Station
224 on September 2, 2008. The Fire Department has been able to do much of the work
however they do not have the expertise or equipment to stucco the exterior of the building.
This is a critical phase in the moisture seal and appearance of the structure. Therefore out
side assistance in the form of a specialty contractor is required.
The RFQ for Fire Station 224, Lath and Plaster Construction project was advertised in the
San Bernardino County Sun Newspaper on December 4, 2008. It was posted on the City
web site, given to the Chamber of Commerce and faxed directly to two local contractors of
who are located in San Bernardino.
The City received responsive bids from five (5) firms to perform Fire Station 224, Lath and
Plaster Construction. City staff has reviewed the bids and has determined Texsun
Construction, is the lowest responsible bidder for the project. Staff has confirmed the
contractor's license and references.
Name of Bidder City Base Bid
Texsun Construction Buena Park $36,900.00
William Rice Plastering Alta Lorna $52,000.00
roe Putaino General Contractor Yucca Valley $58,240.00
Caston Plastering and Drvwall San Bernardino $68,585.00
Vargas Structures Whittier $72,050.00
Staff also acknowledges that various unforeseen conditions may arise in this project. A
contingency budget of percent (10%) is requested at this time.
Project bid:
Contingency (10%)
Total project budget
$ 36,900.00
$ 3,600.00
$ 40,500.00
The total cost for this project is estimated at $40,500.00 for construction with contingency.
Staff recommends issuance of a Purchase Order and execution of an Agreement for Services
with Texsun Construction, for the amount of $36,900.00 with a 10% contingency of
$3,600.00 to cover unforeseen conditions, making the total construction purchase order costs
$40,500.00.
In addition, Fire is requesting additional funding to complete the fire station 224 remodel.
The remodel of fire station was estimated to cost $300,000 in September 2008 and funding
was appropriated from the general fund and DIFF. However, the scope of the project has
increased the original estimated cost and additional funding in the amount of $140,000 is
required to complete the project. As a major remodel, certain unforeseen events have
occurred causing increased costs in labor, contracts, and materials. The cost overruns are
primarily due to the need to meet health and safety standards by installing a vehicle exhaust
system; re-roofing the entire building as opposed to only the new construction; providing
stucco on the entire building opposed to only the new construction; and extended contracts
for temporary living quarters. The Fire Department and the Project Manager agree that
these improvements are necessary to complete this major remodel and produce a fire station
whose architecture will fit in the community and quality of construction will serve the city
for decades to come.
The remodeling of a fire station is $350-$450 per square feet by industry standards. Fire
station 224 building is approximately 2,000 square feet and based on the high rate it would
cost the city an estimated $900,000 to contract the services. Thus, the city is estimated to
save approximately $460,000 by managing the project internally.
The project is 50-60% completed and we have spent $286,000 on the project at this time.
We anticipate that the project will need an additional $140,000 (including this action) to
finalize the remodel of the station. Funding in the amount of $140,000 is available in Fire's
Development Impact Fee Fund. Therefore, Fire is requesting that the Finance Director be
authorized to amend the FY 2008-2009 budget to appropriate $140,000 of Fire's DIFF to
account #262-482-5504-7805 for the purpose of completing the remodeling of fire station
224 by March 1,2009.
FINANCIAL IMPACT
The total amount to be awarded to Texsun Construction for the stucco project is not-to-
exceed $40,500. As stated above, the project will require a total of $140,000 to finalize,
which is available in Fire's Development Impact Fee Fund (DIFF).
RECOMMENDATION
I. Adopt Resolution; and
2. Authorize the Director of Finance to amend the FY 08/09 budget by appropriating an
additional $140,000 from the Fire Development Impact Fee Funds in Fiscal Year
2008/2009 to account #262-482-5504-7805, in accordance with this staff report.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
AGREEMENT FOR SERVICES AND ISSUANCE OF A PURCHASE ORDER
TO TEXSUN CONSTRUCTION FOR FIRE STATION 224, LATH AND
PLASTER CONSTRUCTION PER PLANS AND SPECIAL PROVISIONS NO.
12551.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. Texsun Construction is the lowest responsible bidder for Fire Station 224,
Lath and Plaster Construction for remodel/addition at 2641 North E Street, in the City
of San Bernardino per PLANS AND SPECIAL PROVISIONS NO. 12551. A contract
is awarded accordingly to said Contractor in a total amount of $36,900.00 with a
contingency of $3,600.00. Such award shall be effective only upon said contract being
fully executed by both parties. The Common Council hereby authorizes the City
Manager to execute on behalf of the City an Agreement for Services; a copy of the
Agreement is on file in the City Clerk"s Office, and is incorporated herein. The
Purchasing Manager is hereby authorized and directed to issue a purchase order which
references this Resolution to said Contractor.
SECTION 2. Any amendment or modification thereto shall not take effect or become
operative until fully signed and executed by the parties and no party shall be obligated
hereunder until the time of such full execution. No oral agreements, amendments,
modifications or waivers are intended or authorized and shall not be implied from any
act or course of conduct of any party. This resolution is rescinded if the parties to the
contract fail to execute it within sixty (60) days of the passage of this resolution.
IIIII
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
AGREEMENT FOR SERVICES AND ISSUANCE OF A PURCHASE ORDER
TO TEXSUN CONSTRUCTION FOR FIRE STATION 224, LATH AND
PLASTER CONSTRUCTION PER PLANS AND SPECIAL PROVISIONS NO.
12551.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held on the day of , 2009, by the
following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
BAXTER
BRINKER
VACANT
KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2009.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to form:
.Il.-