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HomeMy WebLinkAbout2005-04-26; City Council; 18092; Remodel Safety & Service Center Auditorium4B# 18,092 rllTG. 4/26/05 IEPT. ENG CITY OF CARLSBAD -AGENDA BILL TITLE: AWARDING THE CONTRACT AND TO REMODEL THE AUDITORIUM AT THE SAFETY AND SERVICE CENTER AND APPROPRIATION OF ADDITIONAL FUNDS CONTRACT NO. FAC 05-03A DEPT. HD. CITY ATTYB ’ CITY MGa RECOMMENDED ACTION: Adopt Resolution No. 2005-127 accepting the bid of $247,730 and awarding the contract to Randall Construction to remodel the auditorium at the Safety and Service Center, Contract No. FAC 05-03A, and approving appropriation of additional funds. ITEM EXPLANATION: The Safety and Service Center facility has an auditorium that is used by staff and the public for various types of meetings and training exercises. There are three meeting rooms in the auditorium. Rooms 1 and 2 are used by staff and the public for meetings and training classes and have audio visual equipment. Room 3 serves as the City’s Emergency Operation Center and is used by Carlsbad Emergency Management Administrative Team (CEMAT) for meetings and training purposes. In 2001, Rooms 1 and 2 were used 220 days out of 31 2 available days for rental. To accommodate the demand for meeting space, staff has collaborated with consultants and architects to improve the auditorium. Currently, the AV equipment does not provide the high-quality output that is needed to effectively host meetings because the equipment is in poor and outdated condition and the current room configuration is not built for a multi media system. In addition, due to the current configuration, the heating and air conditioning of the auditorium is inefficient and the lighting is poor. The carpet is worn and the auditorium needs a fresh coat of paint. On November 2, 2004, City Council approved contract documents and special provisions and authorized the City Clerk to advertise for bids for this project. On January 25, 2005, two bids for the project were received, opened, witnessed and recorded. The apparent low bid was $320,165 from Blair Rasmussen Construction. Staff reviewed the bids and determined that they were excessive and the project was re-bid. Four bids were received, opened, witnessed and recorded on March 23, 2005. The bid amounts ranged from $247,730 to $301,328. The bids were reviewed by the Public Works Department and were as follows: Randall Construction $247,730 GBC Inc. $263,380 Big West Construction $267,500 Blair Rasmussen Construction $301,328 Randall Construction submitted the lowest responsive bid. Therefore, staff recommends the contract be awarded to Randall Construction, the lowest responsive bidder, in the amount of $247,730. The contractor’s registration and bonds are in order and references are satisfactory. Contract documents are on file in the General Services offices of Public Works. ENVIRONMENTAL REVIEW: This project has been determined to be exempt from environmental review per CEQA - Class 1 (c), minor alteration of existing facility. I Page 2 of Agenda Bill No. 18,092 FISCAL IMPACT: SAFETY CENTER AUDITORIUM REMODEL PROJECT NO. FAC 05-03A The project funding is derived from two sources. $231,618 is appropriated in the CIP from the General Capital Construction Fund. $40,000 from CEMAT is appropriated from the General Fund. General Services requests that the CEMAT funding be transferred to the General Capital Construction Fund. $31,618 of the CIP funding is derived from asset forfeiture and will be used for the procurement of Audio visual and video conferencing equipment assets that can be tracked. Any proceeds derived from surplus disposal at the end of their useful life will be returned to the Asset Forfeiture Fund. The total estimated construction cost for this project, shown in the table above, including design is $339,158; appropriations to date are $271,618. Staff is requesting an additional $67,540 from the General Capital Construction Fund to complete the project. EXHl BITS: 1. Adopt Resolution No. 2005-127 accepting the bid of $247,730 and awarding the contract to Randall Construction to remodel the auditorium at the Safety and Service Center, Contract No. FAC 05-03A, and approving appropriation of additional funds. DEPARTMENT CONTACT: Dale Schuck, (760) 434-2949, dschu@ci.carlsbad.ca.us a 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 I EXHIBIT 1 I RESOLUTION NO. 2005-127 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AWARDING THE CONTRACT FOR REMODELING OF THE AUDITORIUM AT THE SAFETY CENTER AND APPROPRIATION OF ADDITIONAL FUNDS, CONTRACT NO. FAC 05-03A. WHEREAS, City Council adopted Resolution No. 2004-352 approving contract documents, special provisions and specifications, and authorized the City Clerk to advertise for bids to remodel the auditorium at the Safety Center, hereinafter referred to as the “Project;” and WHEREAS, bids were received, opened, witnessed and recorded on March 23,2005; and WHEREAS, bids have been received by the City of Carlsbad, California, to remodel the auditorium at the Safety Center; and WHEREAS, the lowest responsive bid received was submitted by Randall Construction in the amount of $247,730; and WHEREAS, insufficient funds are available for this project in the Capital Improvement Project and CEMAT budget; and WHEREAS, additional funds in the amount of $67,540 need to be appropriated to complete this project. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Carlsbad as follows: 1. That the above recitations are true and correct. 2. That the Finance Director is authorized to make an additional appropriation in the amount of $67,540 from the General Capital Construction Fund to remodel the auditorium at the Safety Center. 3. The bid of $247,730 by Randall Construction to remodel the auditorium at the Safety Center, and a contingency account of $37,160 is hereby accepted. 4. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute a contract for Contract No. FAC 05-03A, Safety Center Auditorium Remodel, with Randall Construction. 3 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 5. That the award of this contract is contingent upon Randall Construction executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within twenty (20) days of adoption of this resolution. The City Manager may grant reasonable extensions of time. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 26th day of April , 2005 by the following vote, to wit: AYES: Council Members Hall, Kulchin, Packard, Sigafoose NOES: None ABSENT: Council Member Lewis CLAUDE A. LE MATT HALL, Mayor Pro-Tem ATTEST n nn 1 LdRRAlNE M. WOOD, City Clerk (SEAL) Y