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HomeMy WebLinkAbout2021-07-27; City Council; ; Approval of Plans and Specifications and Authorization to Advertise for Bids for the Carlsbad Police and Fire Headquarters Renovation Project-Part 1Meeting Date: July 27, 2021 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Steven Stewart, Municipal Projects Manager steven.stewart@carlsbadca.gov, 760-602-7543 Mickey Williams, Police Chief mickey.williams@carlsbadca.gov, 760-931-2260 Subject: Approval of Plans and Specifications and Authorization to Advertise for Bids for the Carlsbad Police and Fire Headquarters Renovation Project District: 2 Recommended Action Adopt a resolution approving the plans, specifications and contract documents and authorizing the City Clerk to advertise for bids for the Carlsbad Police and Fire Headquarters (formerly known as the Safety Center) Renovation Project Capital Improvement Program Project No. 4715. Executive Summary Staff request the City Council’s approval of the completed plans, specifications and contract documents for the Carlsbad Police and Fire Headquarters (formerly known as the Safety Center) Renovation Project, which will be used to solicit construction bids to complete this work. The scope of work for the renovation includes upgrading interior finishes, expanding select functional areas due to staffing increases, infrastructure upgrades, Climate Action Plan- compliant measures, and structural reinforcement of the two-story administration building and the adjacent one-story conference room wing, to be compliant with the state’s Essential Services Building Seismic Safety Act of 1986. City Council approval of these plans and specifications is required under Carlsbad Municipal Code section 3.28.080(E) because the expected value for this work is greater than $200,000. Discussion Carlsbad’s Police and Fire Headquarters complex was constructed in 1985 for a staff of 95 people. During the last 35 years, Police and Fire staffs have increased to 188 people in line with city growth, development and increasing demands for service. However, the complex has not been significantly renovated to accommodate these changes. The facility, at 2560 Orion Way, comprises a two-story administration building and an attached, one-story, conference room building housing the city’s Emergency Operations Center. The Carlsbad Police and Fire Headquarters Renovation Project was incorporated into the Capital Improvement Program during fiscal year 2014-15. In coordination with the Police and Fire departments, the project’s scope and design have been developed over several years. As a July 27, 2021 Item #1 Page 1 of 9 result, it comprehensively addresses building infrastructure needs, energy efficiency upgrades and essential safety and security improvements, incorporating a more efficient office layout. On Nov. 19, 2019, the City Council adopted Resolution No. 2019-234, which authorized an agreement with Sillman Wright Architects Inc. to develop complete design plans, specifications and contract documents for the project. During a preliminary design review with Esgil Corporation, the city’s plan review consultant for code compliance, a recommendation was made to upgrade the two-story administration building structurally to be compliant with the Essential Services Building Seismic Safety Act. In March 2020, staff proceeded to follow Esgil’s recommendation. On May 5, 2020, the City Council adopted Resolution No. 2020-076 approving an amendment of the contract with Sillman Wright Architects to incorporate structural engineering design services for the two-story administration building into the project’s design work. Staff recommended adding seismic upgrade design work for the conference room building to the project’s scope of work to ensure that the Emergency Operation Center was also housed in a building that met the seismic safety standards. On Jan. 26, 2021, the City Council adopted Resolution No. 2021-032 approving an amendment of the contract with Sillman Wright Architects to incorporate structural engineering design services for the one-story conference room building into the design work for the project. The plans and specifications for the project were completed in April 2021, reviewed by staff and submitted for the required permits. A building permit has been issued and is currently on file with the Building Department and ready to be used by the successful bidder. Staff request City Council approval of the completed plans, specifications and contract documents and authorization so that the City Clerk can advertise them as part of a request for bids from prospective contractors under Carlsbad Municipal Code Section 3.28.080(C). Climate Action Plan consistency This project is consistent with Measures B and J in the City of Carlsbad’s Climate Action Plan. Additionally, it will meet an objective of the city’s Energy Conservation and Management Policy No. 71. Specifically, • Measure B Action 1 states: “Implement and enforce Title 18, Chapter 18.30, Section 18.30.130 of the Carlsbad Municipal Code, mandating solar photovoltaic energy generation systems on new non-residential buildings.” The project work scope requires a photovoltaic solar array on the roof sized to meet the requirements of City Ordinance CS-347. • Measure J Action 2 states: “Implement and enforce Title 18, Chapter 18.30, Sections 18.30.150 and 18.30.170 of the Carlsbad Municipal Code, mandating alternative water heating requirements in new residential and non-residential buildings.” The project work scope requires installation of a solar water heater to meet this requirement • Council Policy 71, subparagraph 2(a), on construction of civic facilities, states: “Whenever practicable and within a reasonable cost/benefit ratio, design and construct mechanical and electrical systems to achieve the maximum energy efficiency achievable with current technology.” The design for this project meets the latest federal standards, as set forth in July 27, 2021 Item #1 Page 2 of 9 Title 24, with compliant heating, ventilation and air conditioning equipment, LED light fixtures and photovoltaic solar arrays to optimize electrical energy efficiency Options Staff provide the following options for the City Council’s consideration: 1. Adopt a resolution approving the plans, specifications and contract documents for the Carlsbad Police and Fire Headquarters Renovation Project and authorizing the City Clerk to advertise for bids Pros • The plans and specifications for the project have been developed in coordination with staff, reviewed by staff and the city’s plan review consultant, and permitted • A successful bid for the temporary trailer installation has been received and is pending contract award so that trailers can be installed and occupied in advance of the renovation work, so the renovation work of the project is ready to be bid Cons • None identified 2. Do not adopt a resolution approving the plans, specifications and contract documents for the Carlsbad Police and Fire Headquarters Renovation Project and authorizing the City Clerk to advertise for bids, and request staff to reduce the scope of renovation work Pros • None identified Cons • Delays the start of the project • The building deficiencies identified in the scope of work will only continue to deteriorate • A reduced scope of work will require a parallel or subsequent project that could potentially damage newly installed infrastructure and/or finishes Staff recommend Option 1 for the City Council’s approval: Adopt a resolution approving the plans, specifications and contract documents for the Carlsbad Police and Fire Headquarters Renovation Project and authorizing the City Clerk to advertise for bids. Fiscal Analysis No additional funding is requested at this time. However, additional funding will be necessary at the time of contract award when staff return to City Council to share bid results and request a contract award to the lowest responsive, responsible bidder. July 27, 2021 Item #1 Page 3 of 9 The current funding appropriations and the project budget is presented in the table below: Carlsbad Safety Center Renovation Capital Improvement Program Project No. 4715 Current appropriation – General Capital Construction Fund $2,013,500 Current appropriation – Infrastructure Replacement Fund $5,953,050 Current expenditures/encumbrances – General Capital Construction Fund ($600,000) Current expenditures/encumbrances – Infrastructure Replacement Fund ($2,090,000) TOTAL AVAILABLE FUNDING $5,276,550 Additional project costs Construction (estimated) $13,700,000 Contingency (10 percent of construction estimate) $1,370,000 Temporary trailers and accommodations (estimate) $1,600,000 Design and construction consulting services $384,316 Fixtures, Furnishings and Equipment $1,868,391 Staff time, testing & inspection (miscellaneous) $340,519 TOTAL ADDITIONAL PROJECT COSTS $19,263,226 REMAINING BALANCE ($13,986,676) ESTIMATED FUTURE APPROPRIATIONS NEEDED $13,986,676 The majority of the additional project cost will be funded from the General Capital Construction Fund, which is projected to have a balance of $14 million at the end of FY 2021-22. This fund is also the primary source for other currently unfunded projects, such as the Monroe Street pool upgrade. Next Steps Upon the City Council’s approval, the City Clerk will advertise a request for bids to construct the project. Staff will evaluate the bids received, and the lowest responsive and responsible bidder will be identified. Staff will return to the City Council in fall 2021 to request approval of a contract with the lowest responsive and responsible bidder for this work and request additional funding authorization from the General Capital Construction Fund and Infrastructure Replacement Fund, currently estimated to be approximately $14 million. Environmental Evaluation (CEQA) The project is exempt from the California Environmental Quality Act under State Guidelines Section 15301(d), which applies to the restoration or rehabilitation of deteriorated or damaged structures, facilities or mechanical equipment to meet current standards of public health and safety. No exception to the exemption as set forth in Guidelines Section 15300.2 applies. Public Notification and Outreach This item was noticed in accordance with the Ralph M. Brown Act and it was available for public viewing at least 72 hours prior to the scheduled meeting date. July 27, 2021 Item #1 Page 4 of 9 Exhibits 1.City Council resolution 2.Location map 3.Plans, specifications and contract documents (on file in the Office of the City Clerk) July 27, 2021 Item #1 Page 5 of 9 RESOLUTION NO. 2021-178 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS FOR THE CARLSBAD POLICE AND FIRE HEADQUARTERS RENOVATION PROJECT, CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT NO. 4715 WHEREAS, the City Council of the City of Carlsbad, California has determined that the plans, specifications and contract documents for the Carlsbad Police and Fire Headquarters (formerly known as the Safety Center) Renovation Project (Project) have been completed to the satisfaction of city staff; and WHEREAS, the City Council has determined it necessary, desirable and in the public interest to construct the Project; and WHEREAS, the plans, specifications and contract documents for the Project have been prepared, are on file at the City Clerk's office and are incorporated by reference; and WHEREAS, City Council approval of plans and specifications is required under Carlsbad Municipal Code Section 3.28.080(E) because the expected value to construct the Project exceeds the $200,000 limit established by the Public Contract Code, including the alternative provisions of the Uniform Public Construction Cost Accounting Act; and WHEREAS, the City Planner has determined that the project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(d) — restoration or rehabilitation of deteriorated or damaged structures, facilities or mechanical equipment to meet current standards of public health and safety, and that no exception to the exemption as set forth in CEQA Guidelines section 15300.2 applies. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the plans, specifications and contract documents for the Carlsbad Police and Fire Headquarters Renovation Project are hereby approved. 3.That the City Clerk is hereby authorized and directed to publish, in accordance with State law and Carlsbad Municipal Code Section 3.28.080(C), a notice to contractors inviting July 27, 2021 Item #1 Page 6 of 9 bids for construction of the Project in accordance with plans, specifications and contract documents referred to herein. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 27th day of July, 2021, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel. NAYS: None. ABSENT: None. MATT HALL, Mayor !C4)("1, 1/14/1 ri--74-) fire BARBARA ENGLESON, City Clerk (SEAL) July 27, 2021 Item #1 Page 7 of 9 EXHIBIT 2 Exhibit 3 Plans - Carlsbad Safety Center Plans - EOC Wing (Part 1) Plans - EOC Wing (Part 2) Specs Contract (All documents on file in the Office of the City Clerk) July 27, 2021 Item #1 Page 9 of 9 Steven Stewart, Municipal Projects Manager Mickey Williams, Acting Police Chief July 27, 2021 Approve Plans and Specifications and Authorization to Advertise for Bids for the Carlsbad Police and Fire Headquarters Renovation Project Recommendation Adopt a resolution: •Approving the plans, specifications and contract documents and authorizing the City Clerk to advertise for bids for the Carlsbad Police and Fire Headquarters Renovation Project, Capital Improvement Program Project No. 4715 2 Background •The design work for the Carlsbad Police and Fire Headquarters renovation project, inclusive of structural upgrades has been completed, submitted to the city for review and permitted •The design work was in development for over five years and comprehensively addresses building infrastructure needs, energy efficiency upgrades and essential safety and security improvements, incorporating a more efficient office layout •Staff will be temporarily relocated to modular trailers on site during the renovation work, which is expected to be completed within two years 3 Next Steps •If authorized by the City Council, the City Clerk will advertise a Request for Bids to construct the project •Staff will evaluate the bids received and if a lowest responsive and responsible bidder is identified, staff will return to the City Council in Fall of 2021 to request approval of a contract and request additional funding, currently estimated to be $14 million •In Fall 2021, staff will also present a request for approval of a purchase order for furniture that will be installed by the building renovation contractor. The value for this furniture is included in the $14 million request for additional funding 4 Recommendation Adopt a resolution: •Approving the plans, specifications and contract documents and authorizing the City Clerk to advertise for bids for the Carlsbad Police and Fire Headquarters Renovation Project, Capital Improvement Program Project No. 4715 5 Thank you