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Item 5QCity of Southlake, Texas MEMORANDUM To: Honorable Mayor and City Council From: Ken Baker, Planning Director Subject: Award the bid for the construction to Structures and Interiors Inc. to renovate existing office space and furnish materials in Suites 200, 220 and 250, Town Hall in the amount of $47,977. Action Requested: Award the bid for the construction to Structures and Interiors Inc. to renovate existing office space and furnish materials in Suites 200, 220 and 250, Town Hall in the amount of $47,977 (See Attachments A & B). Background Information: The main purpose of this renovation project is to relocate personnel from the Building Service division currently located at DPS East (667 N� Carroll) to Town Hall to allow for better customer service and improved coordination between this division and planning, economic development and public works personnel. This relocation will result in essentially all development related services being located in town hall and eliminates the need for developers, builders and citizens to travel to multiple locations in order to have permits and plans approved and questions answered. The renovation will also improve efficiency in regards to the development review process. Also, included in this project are minor renovations to Utility Billing and Courts. The major portion of the renovation shall take place in Suite 250, Suite 250 is located on the second floor at the northeast corner of the building and consists of the area in and around the visitor's booth. Seven (7) personnel from the Building Service division will relocate to Town Square. This will include the Chief Building Official, three (3) flans Examiners, a Landscape /Zoning Inspector, and two (2) administrative personnel. The scope of work includes the construction of work spaces, cabinet work, installation of data and phone wires, new carpet, enlarge the existing information window, construction of counter space and the construction of a moveable lobby cabinet to store applications and forms. Estimated construction cost is $43,965. Additional minor work will take place in Suites 200 (Utility Billing) and 220 (Cowls). The work in the Utility Billing includes the building and installation of a counter extension and the mounting of the cash drawers under the new cabinet. The renovation will result in an improved work space and customer service. Estimated construction cost is $1,248, The work in Courts includes the removal of a wall and door from the end of the existing counter, replace the existing counter with a new counter that is .3' longer in length build and install shelving between the windows and construct a countertop extension. The renovation will result in an increased size of the work area and improve customer service. Estimated construction cost is $2,149, Other project costs include $345.00 for additional phone and data stations. The project was initially bid in December of last year. However, the city only received two bids and there was a large discrepancy in the bid amounts (See Attachment Q. As a result the city re -bid the contract and received three bids (See Attachment A), The bids received were as follows: BID AMOUNT Structure & Interiors, Inc. $47,977.00 New World Industries, Inc. $52,990.00 Tyson Build Corporation $56,718.80 The low bidder is Structures & Interiors, Inc, with a bid in the amount of $47,977..00. Funds for this renovation project were approved in the FY 05/06 City Budget as part of the Strategic Initiative Fund. Citizen Input/ Board Review: None Legal Review: City Attorney's Office review the Request for Proposal Alternatives: The Council may award the bid or reject the bid. Project Schedule: The project is expected to be completed by April 15'', 2006. z A u 2 ° n 4 � LQ Q C n U O z C7 P o0 0 E K Oi C ` U A It > N r 's a O a n O 0 Cfl G H3 Efa ['� V v CN 4- N O LL c� O t. Z G z L c R N to W a Z fl r LU M Q °o i2 °m S C o O Q C) C7 w o LU , © LL F V T I T N, !T y �Yl w ix LU N °C 5 O CL d q 0 W ^ N (n CL � s U' LIS 64 va Z W u u f „ N C E O u O Z L C U U U C. C U C C "W 0 cn C y � w C v7 H ? .Z.ry C b q O D W Ln .v v C . ^ ` r a c; -° N a W - ,'�' N cr . C rn oc CD Q py u H 6 O L:w G3 RENOVATION PROJECT FOR PLANNING AND UTILITY BILLING AREA WITH ALTERNATE WORK FOR COURTS (RFP 001 -06/DR and 001A- 06/DR) The City e- mailed seven (7) proposals (RTP 001- 06/DR) and received two (2) proposals on the due date of December 13, 2005, Due to the pricing disparity of the two proposals received, the management team and purchasing agent met with the low proposer, New World Industries, Inc., (NWI). During our meeting and discussion with Tim. Ebel, NWI, it was noted our specifications were not followed during the proposal preparation. We allowed Mr. Ebel to submit a `best and final offer' based on the specification clarifications. NWI `best and final' proposed pricing for this project was $49,96800. Ed Parker, Inc. submitted their proposal in the amount of $107,481 M. See attached bid tabulation. Now being concerned with the disparity between NWI's `best and final offer' and the other proposal received from Ed Parker, Inc., a collective decision was made to re -bid the entire project as RFP 001A- 061DR. Upon rebidding this project eight (8) proposal's were e- mailed out and three (3) proposals were received. The proposing companies and their proposed pricing are provided below. See the attached bid tabulation for additional information. STRUCTURES & INTERIORS, INC. NEW WORLD INDUSTRIES, INC. Tyson Building Corporation $ 47,977.00 $ 52,990.00 S 56,718.80 Structures and Interiors, Inc. (SII), a Southlake Company, is offered the lowest proposal. The management team and purchasing agent will meet with SII on Wednesday, February I" in order to confirm SII's understanding of City's specifications and their proposal. This renovation is slated to go before the City Council on February 7th. U m LAI a Q 0 1 To IL w EXHIBIT `A' STATEMENT OF WORK FOR RFP 001A -06/DR General The successful Contractor shall be required to renovate existing office spaces and furnish materials for all supplies in relation to this project. Job sites will be: Southlake Town Hall, 1400 Main Street, Suites 200 and 250. Due to funding, alternate work has been identified and should be bid as a separate line item. Such alternate work may or may not be added to this project. Alternate work is located in Suite 220. The major portion of the renovation shall be in Suite 250. Demolition may be completed during the day or after hours. Should proposer prefer `after hours' demolition, it must be completed on the following days: Monday, Wednesday, and Friday in order that demolition will not interfere with regular work days and /or Council Chamber work nights. `Alternate' work for Courts, Suite 220, and work in Utility Billing, Suite 200, must NOT be undertaken at the same time. Utility Billing, Suite 200, must be fully completed prior to commencement of renovation of Courts, Suite 220. (This is only if `Alternate' work is awarded) 1. Scope of Work and Project Requirements Renovation services for suite having 1521 square feet. Proposer shall be responsible to obtain building permit, but the City will not charge for this building permit. All construction must comply with all city, state, and federal regulations, codes and laws. All work must comply with the law regarding ELIMINATION OF ARCHITECTURAL BARRIERS, as specified in the Government Code, Chapter 469, and as administered by the Texas Department of Licensing and Regulation. 1. 1. Proposed work for Suite 250 shall include: 1,1.1, Removal of'existing participations, finishes, and cabinet work as shown on plans. 1.1.2. Constructing partitions, cabinetwork, electrical and mechanical work as per plans. 1.1.2.1. Finishes are to match existing building standard. 1.1,12. Partitions are to be ceiling height, constructed of 3 1 /2 " metal studs with 5/8" drywall. I.I.z Electrical / Data: 1,1.2.1, Installation of data/phone wires to five (5) work stations with unit cost alternates for additional stations up to nine (9). Data/phone wires are to be: Cat 6 wire for data and Cat 3 wire for phones, two data drops and one phone drop per work station. I � 1.2.1. Installation of 4plex 120 volt receptacles where noted at each work station and one 240 volt receptacle where noted for printer/ copier, REBID Smltm= of Work 11 705 1.1.3. Building and Cabinet work Suite 250: 1,13.1. Repair ceiling grid as required and replacement of ceiling tiles to match existing or replace ceiling tiles throughout entire suite to match existing building standard for similar spaces, 1,13,2 Repair weather - stripping and adjust exterior door in private office and seal per original design, 1.1.3.3. Purchase and install new carpet, All carpeting must be pre - approved by City designated representative, City has included a $20.00 per sq yd for the purchase and installation of new carpeting. City estimates between 100 to 135 sq yards of carpet, 1,13 A, Enlarge existing information window opening per plan, replace counter sill and provide lockable doors. Purchase and install `bi -fold' lockable doors. Doors are to be fabricated from %" plywood and painted to match existing `window frame' color. `Bi- fold' doors are to `open' from the office side and have `slide -in' latch type locks.. 1, 13,5. Relocate upper cabinets from Work Space room 249 to above counter on south wall of new Plan Review area (backing up to stairwell), 1,13.6. Relocate upper cabinets from First Aid room 245 to Building Assistant 41 work area backing up to Building Officials office. 11.17. Demolition of Holding Cells, remove only front and center Concrete Masonry Units (CMU) walls. Leave CMU walls on both side and rear, furr -in and provide finished gypsum wall. 1.13.$. Retain the following property: Holding cell doors along with the plumbing fixtures (as referenced in Statement of Work), are to remain property of the City of Southlake and are to be delivered for storage, 1,1,3.8. Door hardware: match to building standard door hardware Corbin Russwin, CL3700 series (light/medium -duty lever locksets). NOTE TO PROPOSER; All `mag- locks' and cameras are to be relocated and /or removed by City employees. 1.1.4. Movable Cabinet Lobby: 1.1.4.1, Construct a movable lobby cabinet on casters 6' L x 2' W x 3' H, Provide racks for forms below the work surface, Counter surfaces to match existing building standard light brown plastic laminate, 1.1.5. Utility Bilfinz Department Remodelin Suite 200: 1.1.5,1. Build and install two (2) 3' L x 2' W cabinet counter extensions in Utility Billing Department, Suite 200, as per plans, 1.1.5.1 Remove and flush mount both existing cash drawers under each `new' cabinet countertop extensions, Recess drawers 1 ". REBID 5==9 afWok[mm Chu:h 1142.04 ssc m 1170 1.2 Heating Ventilation and Air Conditionin g work. 1.2.1 . Remove and cap existing rest room exhaust outlets. 1.2,2. Relocate thermostats as required by wall construction. 1.3. ALTERNATE WORK. Rentodefiyg of Courts Department, Suite 220. 1.11. Remove wall and door from end of existing counter to wall. Replace with drywall, tape, and bed area. 13,2, Replace 24" wide counter top with new similar type and color. New countertop is to be 14' in length. 1.3.3. Build and install one (1) each of shelving between the first and second window, and the second and third window. 13A. Build and install two (2) 3'L x 2' W cabinet countertop extensions as per plans. 13.5. Remove and flush mount both existing cash drawers under each `new' cabinet countertop extensions.. Recess drawers approximately 1 13.6. Patch and paint both interior and exterior remodeling area to match to existing building standard, 2. Daily Clean -Up of Area: As part of `Statement of Work', proposer shall be required to store, haul, and dispose of debris from project. The space being renovated both within and outside of Town Hall must be cleaned daily, picking up and removing debris and cleaning floor within Town Hall where project is being renovated. NOTE TO PROPOSER; City will provide dumpster and all permits for this project. 3. Timeline: Within three (3) days of award, successful Vendor must provide a `timeline' noting project start-up to completion., 4. Scheduling of Pricing Exhibit `B': Vendor shall submit pricing on the `Scheduling of Pricing', Exhibit `B.' RE91A SLIT —c d d W mL fMm Mch 11.03.04 Ip m ] 1705 ATTACHMENT C L 6 Z Z Z O_ c, Z z i o w o 0 1 4 5 O Z O O t cn U Z x o w O o P- ° o o � ° o © a rn N C cl C = N > U e�� °pz U -C 4— T ��x 9— E no Q 4- N O Zy ui LO to 0 6q CAI s9 F+a cH W Z W O W C�1 C7 q z L�3 te r, O O © o iii. 1+. r �'4 to X L3. 0 O < o M� t— = © Q w cn Q N V o D ° � s� CLu CJ W Z C i. !V U 4 V _ tl 7 ap Q C7 U En r n CL N W O �� ❑5 v C R Z NZ LL 'D > `� i > � U tl N . 110 ; 72 Ct 0 vi ^ tj © �.j tl O G ^ :3 M C r o- 'j ." S VI - oU H Le E q O D V � p L p p V V u u G� p r�Gi