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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. 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