Item 4B CITY OF
�OUTHLAKE Item 4B
MEMORANDUM
September 5, 2017
To: Shana K. Yelverton, City Manager
From: Michael Starr, Fire Chief
Subject: Award construction services contract to HCI General
Contractors in the amount of $1,961,366.16 for the
Southlake DPS West Renovation project
Action
Requested: Award construction services contract to HCI General
Contractors in the amount of $1 ,961 ,366.16 for the
Southlake DPS West Renovation project.
Background
Information: On April 4, 2017, four (4) bids were received for the
Southlake DPS West Renovation project. When all eight (8)
of the alternative bid items are considered for award, the
bids received were as follows:
HCI General Contractors $ 1 ,793,287.00
JC Commercial 1 ,803,477.00
Express 2,480,102.46
Reeder 3,103,000.00
The apparent low bidder for the project is HCI General
Contractors. RPGA Architects has reviewed the four (4) bids
received and recommends the award of the construction
services agreement to the apparent low bidder, HCI General
Contractors.
RPGA has reviewed the apparent low bidder's references
and have found the references to be acceptable. Based
upon the comments received and the bid itself, RPGA
Architects recommends the award of the construction
contract to HCI General Contractors. Please see a
recommendation letter from RPGA Architects attached to
this memo for your consideration.
City of Southlake Values.-
Integrity
alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
After the project bids were received on April 4, 2017, staff re-
evaluated issues related to the existing underground water
line and its inability to pass a pressure integrity test.
Generally, in commercial buildings, waterlines are placed
above the structure in a crawl space or above the ceiling
tiles. When the DPS West facility was constructed, the
waterline was placed in and under the foundation. After
significant review of the foundation movement, it was
determined that the existing waterline may be the cause of
the shrink-swell conditions that the foundation is currently
experiencing. Based upon staff discussions with the
Architect and the Mechanical, Electrical and Plumbing (MEP)
Engineering consultant, it was determined that the waterline
could be re-routed within the crawl space and the existing
line abandoned in place. In addition, staff also learned that
there have been sewer venting issues present in the building
that prevented good drainage from the fixtures located in the
various facility restrooms. It appears that this issue may also
be resolved by some additional venting and routing changes.
An amendment to the Design Services contract in the
amount of $14,500 was executed to revise the plans
accordingly. The Architect and the MEP subsequently
revised the construction drawings to address the items
described above. Addendum No. 3 was submitted to the
apparent low bidder, HCI General Contractors for pricing
purposes. On August 7, HCI General Contractors submitted
a price of $168,079.16 for the additional work covered under
Addendum No. 3. Combining the base bid of $1,793,287
and Addendum No. 3 of $168,079.16, the combined total
construction cost for the project provided by HCI General
Contractors is $1,961,366.16.
HCI General Contractors bid a construction time of 30
calendar weeks (210 calendar days) to complete the
renovation project. Assuming a Notice to Proceed being
issued in late September of 2017, the project is anticipated
to be completed in Summer, 2018. The facility will remain in
operation during the renovation project.
To recap the overall project, additional information on the
project is as follows: The DPS West Facility was originally
constructed in 2001 housing both Fire Department and
Police Department Personnel. Since then the City has
City of Southlake Values.-
Integrity
alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
opened the DPS Headquarters facility in 2009 and the DPS
North facility in 2013. The facility needs that DPS West was
originally designed to meet have now changed with the
opening of additional stations. Also current and future public
safety needs and programs of the City of Southlake have
evolved since 2001 . This project will align the functionality of
DPS West to our current and anticipated needs in addition to
addressing the cosmetic and maintenance issues caused by
significant foundation movement.
In 2012, the City of Southlake contracted an engineer to
complete a study of the site and assess the cause of
foundation movement. The engineer suggested that the
building finishes be replaced with finishes that are more
movement friendly, such as a ceiling grid with drop in
replacement tiles rather than the current solid ceiling
finishes.
A needs assessment, which was conducted in FY 2013, also
recommended replacing the current HVAC rooftop units due
to deterioration during the past 15 years. The average
lifespan for commercial HVAC units is 10 to 15 years.
The facility backup generator also has mechanical issues
and is in need of replacement. Additionally, the City has
seen an increase in maintenance costs for the bay doors
and is recommending replacing those with more functional
doors that are consistent with the doors at the other stations
which will allow for faster response times.
Another area of concern identified in the needs assessment
was providing greater security to the rear portion of the
station. There have been many instances where residents, in
an effort to avoid the traffic on Southlake Blvd. have driven
through the back parking lot of the station. DPS personnel
often utilize the rear parking area of the station for training
purposes increasing the need for the facility to be secured
for the safety of our personnel and the citizens.
The DPS West Renovation project will increase the size of
the community/training room currently being utilized by the
Office of Traffic Management.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Overall, the following changes are part of the DPS West
Reconfiguration project:
• Replacement of the bay doors and add an auto-close
safety feature
• Replacement of the HVAC unit/system(Completed)
• Replacement of the backup generator
• Expansion of the dayroom and kitchen
• Replacement of the interior finishes as recommended
by the engineer
• Gated access to the area behind the facility — this is
currently open and a security risk
• Exterior and landscaping improvements
• Install a modern exhaust system to capture the
potential carcinogens found in fire apparatus's
exhaust.
Financial
Consideration: Funding in the amount of $2,500,000 was allocated for the
DPS West Reconfiguration project with $2,200,000 allocated
from the CCPD CIP and $300,000 from the General Fund
CIP, which are amounts that were previously approved by
City Council and CCPD.
To date, $296,397.78 has been expended in the
development of the Architectural/Design Services which
includes Surveying and Engineering costs. Currently,
$2,203,602.22 of the project funding remains available.
Additional expenses on the project beyond the construction
cost will be related to acquisition of additional furniture,
fixtures and equipment (F, F & E). The projected budget for
F, F & E is currently $150,000. It is worthwhile noting that a
5% Owner's Contingency ($81,600.00) is included in the
contractor's bid amount.
In summary, the project budget is as follows:
A&E expenses (expended to date) $ 296,397.78
Construction Award (Including/Add# 3) *1,961,366.16
F, F & E Budget 150,000.00
Available funds remaining 92,236.06
Total Project Budget $2,500,000.00
City of Southlake Values.-
Integrity
alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
*Includes 5% Owner's Contingency($81,600)
Strategic Link: This item aligns to the City's Strategy Map related to the
focus area of Infrastructure, Quality Development, and
Safety & Security; and meets the Critical Business Outcome
CB06 to Invest to maintain strong public safety to ensure a
low crime rate and effective emergency response. This item
also ties back to the City's strategy map under C1 Achieve
the highest standards of safety and security and F2 Invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review: The DPS West Reconfiguration Project was reviewed by
CCPD and approved on February 11th, 2016. On July 27,
2017, CCPD recommended awarding the construction
services contract to HCI General Contractors, in an amount
not to exceed 2,000,000.
Legal Review: City Attorney reviewed and approved the design services
agreement. No review of the bids received is required.
Alternatives: Alternatives may include:
■ City Council approval of the construction services
contract with input as desired
■ City Council non-approval
Supporting
Documents:
■ RPGA Architect's Letter of Recommendation
Staff
Recommendation: Award construction services contract to HCI General
Contractors in the amount of $1 ,961 ,366.16 for the
Southlake DPS West Renovation project.
City of Southlake Values.-
Integrity
alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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