City of Culver City, California
City Council Agenda Item Report
RECOMMENDATIONS:
Staff recommends the City Council:
1) Approve an exception to the requirements for awarding Public Works Contract to
the lowest bidder,
2) Award a design-build contract to Fast-Track Construction Corporation (Fast-
Track), for a not-to-exceed cost of $581,772.25, to complete the necessary work
for the Firing Range Rehabilitation Project, P-832.
3) Authorize the Public Works Director/City Engineer and the Police Chief to
approve change orders in a not-to-exceed amount of $133,227.75 if necessary;
and
4) Authorize the City Attorney to prepare the necessary documents for the contract
and authorize the City Manager to approve the documents.
A 4/5ths vote is required.
PROCEDURES:
1. Mayor seeks motion to receive and file the affidavit and notice of publication.
2. Mayor calls on staff for a brief report.
3. Mayor declares the Public Hearing open, and calls upon the public for comment.
4. Mayor seeks a motion to close the Public Hearing.
Meeting Date: 12/11/06 Item Number: PH-3
AGENDA ITEM: Public Hearing for the Consideration to Approve an Exception to
the Usual Method for Awarding a Public Works Contract, and Award a Design-
Build Contract to Fast-Track Construction Corporation for the Firing Range
Rehabilitation Project
Contact Persons/Dept.:
Elaine Jeng/PW; Craig Bloor/PD
Phone Number:
(310) 253-5621; (310) 253-6105
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [] No [X]
Public Hearing: [X] Action Item: [ ] Attachments: [X]
Public Notification:
Master Notification List on December 7, 2006.
Public Notification Advertisement in the Los Angeles Times, on November 30, 2006 and
in the Culver City News on December 7, 2006.
Department Approval:
Charles D. Herbertson 12/01/06
City Manager Approval:
City Controller Approval: City Attorney Approval:City of Culver City, California
City Council Agenda Item Report
5. City Council discusses the matter and arrives at its decision.
BACKGROUND/DISCUSSION:
On November 13, 2006, the City Council approved the following motions:
Authorize entering into a design-build contract with Fast-Track Construction
related to the Firing Range Project, P832, for a not-to-exceed cost of
$650,000;
Authorize the Public Works Director/City Engineer and the Police Chief to
approve change orders in a not-to-exceed amount of $65,000, if necessary;
and
Authorize the City Attorney to prepare the necessary documents for the
contract and authorize the City Manager to approve the documents.
Recently the City Attorney’s office discovered that since the project did not award
the design-build contract to the lowest bidder, an exception for awarding Contracts
for Public Works projects as permitted by the City’s Charter must be approved the
City Council.
Staff recommended that the City Council award a contract to Fast-Track because
their bid proposal was the most responsive of the three submitted.
Section 1304 of the previous City Charter established the procedures for awarding
public works contracts to the lowest responsible bidder. That section also permitted
the City Council to approve exceptions to that requirement after a public hearing.
Section 2007 of the recently adopted Charter provides the previous Section 1304
provisions shall continue in effect until new regulations are established by ordinance.
Those new regulations have not yet been established.
Former City Charter Section 1304 states, in part, the following:
“Every public works project to be performed by an independent contractor
involving an expenditure of more than Twenty-Five Thousand ($25,000.00)
Dollars… shall be let to the lowest responsible bidder after notice by publication
in the newspaper designated by the City Council pursuant to Section 517 hereof
by two or more insertions, the first of which shall be at least ten days before the
time of opening bids.
The City Council by four affirmative votes may award such a contract without
complying with bidding procedures provided a public hearing is held on the
award of the contract. Notice of the public hearing shall be published as City of Culver City, California
City Council Agenda Item Report
provided hereinabove and shall state the name of the proposed contractor, scope
of the contract and compensation.”
Public Notification
A Notice of Public Hearing for the expenditure of Culver City funds for the
construction of the Firing Range project was placed in the Classified Section of the
November 30, 2006 Los Angeles Times and the Public Notice Section of the
December 7, 2006, issue of Culver City News.
Staff is recommending that the City Council approve an exception to Public Works
bidding procedures, as allowed, and award the contract to Fast-Track Corporation,
based on staff’s determination that their bid proposal is the most responsive (see
November 13, 2006, City Council Agenda report attachment). As stated in the old
City Charter Section 13.04, a 4/5ths majority vote is required of the City Council to
approve the exception to procedures for awarding Public Works contracts.
FISCAL ANALYSIS:
The base bid proposal by Fast-Track is $581,772.25. In the November 13, 2006,
City Council agenda report, staff recommended a not-to-exceed contract amount of
$650,000 to allow for construction contingencies. Under the advice of the City
Attorney’s office, staff is recommending a not-to-exceed contract amount per the
base bid submitted by Fast-Track of $581,772.25 and to include the contingency
(difference between $650,000 and $581,772.25 = $68,227.75) in the change order
authority of the Public Works Director/City Engineer and Police Chief. This
$68,227.75 added to the previously approved $65,000 change order authority
provides for a total change order authority of $133,227.75. The $133,227.75
contingency amounts equates to 22.9% of the contract amount. The reason for this
relatively large contingency amount is the nature of design-build contracts. Design-
build contracts need larger contingencies because the design is only in a conceptual
stage at the time of project award. As design refinements occur, it is expected that
unforeseen issues or conditions may arise that will increase the overall project cost.
A larger contingency, therefore, provides more flexibility during the final design
process to ensure that the end product fully meets expectations. The total amount
of $715,000 is well within the amount budgeted for this project.
ATTACHMENTS:
1. Council Agenda Report dated November 13, 2006 with attachments
2. Notice of Public HearingCity of Culver City, California
City Council Agenda Item Report
MOTIONS:
That the City Council:
1) Approve an exception to the requirements set by City Charter for awarding Public
Works contracts to the lowest bidder,
2) Award a design-build contract to Fast-Track Construction Corporation for a not-
to-exceed cost of $581,772.25, to complete the necessary work for the Firing
Range Rehabilitation Project, P-832,
3) Authorize the Public Works Director/City Engineer and the Police Chief to
approve change orders in a not-to-exceed amount of $133,227.75, if necessary,
and,
4) Authorize the City Attorney to prepare the necessary documents for the contract
and authorize the City Manager to approve the documents.
A 4/5ths vote is required.
MEETING DATE: 12/14/06
AGENDA ITEM:
Public Hearing and Consideration to Award a Design-
Build Contract to Fast-Track Construction Corporation for
the Police Firing Range Project
ATTACHMENTS
Pages|1010| Council Agenda Report dated November 13, 2006 with
1-4
attachments
Notice of Public Hearing
5
Attachments 6-13[X] [X Fiscal Impact: Yes General Fund: Yes
Public Hearing: Attachments: [X] ACtion:iitern
Contact Persons/Dept.- Elaine .Jeng/PVV
Craig Bloor/PD
Phone Number: (310) 253-5621
(310) 253-6105
Public Notification:
Master Notification List on November-8, 2006,- Fast-Track Construction S.H E.
.
Engineering, and Metro Builders via fax on November 13, 2006.
Department Approval:
Charles a. Herbertson.(11/02/06
City Controller Approval:
Marlee Chang 11/0712006)
City Manager Approval:
. Jerry B Fulwoocl . 11108/2006
City of Culver City, California
City Council Agenda Item Report
Meeting Date: 11/13/06
Item Number: A-9
AGENDA ITEM: Award of a Design-Build Contract to Fast-Track Construction
Corporation for the Design and Construction of the Police Department Firing
Range Project
RECOMMENDATION:
Staff recommends the City Council award a design-build contract to Fast-Track
Construction Corporation (Fast-Track) to complete the necessary work for the Police
Firing Range Project, P-832.
BACKGROUND:
The demolition and environmental remediation of the existing Police Department
Firing Range was completed in March 2005_ Subsequent to this completion, Gillis &
Associates (Gillis) was retained by the City in April 2005 to provide conceptual
design alternatives for a new Firing Range.
In working with the Police Department (PD) and Public Works Department (PW)
staff, Gillis provided conceptual designs alternatives that incorporated the types of
equipment suitable and acceptable to the proposed use of the range. Frangible non-
lead bullets are anticipated to be used at this facility and the accompanying
equipment choices and building modifications will be included in this project_ Building
components requiring upgrading in order to have a complete operational system
include ventilation, lighting, fire proofing, and bullet proofing.
In February 2006, the City Council approved the following motions:
1. Approve conceptual design #3 as presented by Gillis & Associates
2. Authorize the Public Works Director/City Engineer to advertise bids using the
design-build format, and
3. Approve a budget amendment to allocate $466,000 from Fund 416 Asset
Seizure to the Police Firing Range Project.City of Culver City, California
City Council Agenda Item Report
The Police Firing Range project had a budgeted amount of $509,000 for Fiscal Year
2005-2006. The addition of $466,000 would bring the total project budget to
$975,000. The engineering estimate for the design concept #3 by Gillis was
$975,000. The entire project budget is funded by Fund 416, Asset Seizure account.
In June 2006, prior to the advertising of the issuance of the Design-Build Request for
Proposal, PW staff held a status meeting with PD staff and the new Police Chief,
Don Pedersen. The meeting resulted in the downsizing of the project scope. In
summary, the acquisition of a targeting system was removed from the project (to be
purchased under a separate contract), and the proposed structural changes to the
ancillary space and the proposed bathrooms were deleted from the scope of the
project. The—deletion—of—these—com-ponents—resulted—in—an—estirnatecl_savings_of_
$325,000, bringing the total estimated cost of the project from $975,000 to $650,000.
DISCUSSION:
The Design-Build RFP was prepared and reviewed by Gillis, PW and City Attorney
staff. The project was advertised on August 29, 2006 with a closing date of October
18, 2006. A mandatory RFP pre-submittal meeting was held on September 13,
2006. In order to submit a RFP for the project, interested parties were required to
attend the pre-submittal meeting. A total of eleven interested entities/companies
attended the mandatory pre-submittal meeting.
The RFP indicated proposals shall not exceed the project budget of $650,000. Any
proposals presenting a cost exceeding the project budget will be disqualified.
Three Design-Build proposals were received from the following companies:
1. Fast-Track Construction Corporation
2. S.H.E. Engineering & Construction Group Inc.
3. Metro Builders & Engineers
The evaluation of the proposals was conducted by PW and PD staff.
Fast-Track Construction Corporation
The Design-Build proposal submitted by Fast-Track Construction Corporation (Fast-
Track) was complete and responsive.
Fast-Track demonstrated a clear understanding of the project scope. The format
and presentation of material was well organized and defined in detail. The names of
the proposed architect, vendors and subcontractors were clearly identified. Fast-City of Culver City, California
City Council Agenda Item Report
Track also included the resumes of the proposed architect for the project showing
that Fast-Track has a well assembled team.
The submitted RFP included price quotes directly from specialty subcontractors,
architects and vendors. In each of the price quotes, the scope of services to be
provided by each subcontractor or vendor was described.
The base bid proposal presented by Fast-Track is $581,772.25.
S.H.E. Engineering & Construction Group Inc.
The Design-Build proposal submitted by S.H.E. Engineering & Construction Group
inc. (S.H.E.) was complete and responsive.
S.H.E. demonstrated minimal understanding of the project scope. Under each item
of work as called out in the conceptual plan prepared by Gillis, S.H.E. provided a
cost amount associated for each section of work with limited narratives. S.H.E. did
not provide any information pertaining to the subcontractors, architects, vendors or
engineers to be a part of the project team. Limited shop drawings were included in
the RFP package but there was no indication as to the relation to the project scope
of work.
The base bid proposal provided by S.H.E. was $568,878.
Metro Builders & Engineers
The Design-Build proposal submitted by Metro Builders & Engineer (Metro) was not
responsive because their bid proposal exceeded the maximum required $650,000,
as described in the request for proposal.
The base bid proposal presented by Metro Builders was $831,723.
Based on the proposals received, staff recommends the selection of Fast-Track to
complete the necessary work for the Firing Range Project. Fast-Track's proposal
demonstrated its readiness and comprehension of the project scope of services.City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
The Police Firing Range project has a budget amount of $975,000. The engineering
estimate for the design concept #3 by Gillis was $975,000. The project budget is
entirely funded by Fund 416, Asset Seizure fund account.
The design-build portion of the firing range will utilize $650,000 of the adopted
budget of $975,000. The targeting system for the Firing Range will be purchased
under a separate contract. Combined, (the construction of the firing range and the
installation of the targeting system) the total project cost will be within the overall
project budget.
The base bid proposal presented by Fast-Track is $581,772.25. Staff recommends
a not-to-exceed contract amount of $650,000 to allow for construction contingencies
and unforeseen conditions.
ATTACHMENTS:
1. Conceptual Design by Gillis & Associates
MOTIONS:
That the City Council:
1. Authorize entering into a design-build contract with Fast-Track Construction
related to the Police Firing Range Project, P832, for a not-to-exceed cost of
$650,000;
2. Authorize the Public Works Director/City Engineering and Police Chief to approve
change orders in a not-to-exceed amount of $65,000, if necessary; and
3. Authorize the City Attorney to prepare the necessary documents for the contract
and authorize the City Manager to approve the documents.CA/eft CITY
PUBLIC WORKS DEPARTMENT
NOTICE OF CULVER CITY CITY COUNCIL PUBLIC HEARING ON PROPOSED
EXPENDITURE OF CULVER CITY POLICE DEPARTMENT ASSET SEIZURE FUNDS
FOR THE FIRING RANGE PROJECT
A public hearing has been scheduled to consider a request for use of the Culver City
Police Department asset seizure funds in the amount of $581,772.25 and award a
design-build contract to Fast-Track Construction Corporation for the reconstruction of the
Culver City Police Firing Range project.
The proposed project will consist of construction of a firing range within the basement
leve -rof the existing P- olice —D- epartmenrbuilding. The newly renovated —basement level will accommodate a firing range, range master room, and shooter prepping room.
The public hearing will be heard on
Monday, December 11, 2006
The meeting will start at 7:00 P.M. and will be held in the
Mike Balkman
Council Chambers — City Hall
9770 Culver Boulevard
Culver City, CA 90232
The Council Chambers are accessible to disabled persons and free underground public
parking is available in the City Hall Parking garage, which is entered from Duquesne
Avenue. Other items may precede this item on the agenda.
You may obtain copies of the agenda report from the City Clerk's Office at City Hall, or
via the Internet at:
www.culvercitv.ordiadendas.
For more information, or to view a summary of the proposed project, or to submit written
comments contact Ms. Elaine Jeng, Public Works Project Manager, Culver City Public
Works Department, (310) 253-5621.
City Hall is open Monday through Friday, 7:30 A.M. to 5:30 P.M., except alternate
Fridays. City Hall will be closed Friday, December 8, 2006 and Friday, December 22,
2006.
CULVER CITY RANGE
GILLIS 0 ASSOCIATES ARCHITECTS, INC.
Donald Gillis, NA
PRINCIPAL-IN-CHARGE
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