Rancho Palos Verdes City Council
   

JUNE 15, 2004 CITY HALL ELEVATOR

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: JUNE 15, 2004

SUBJECT: CITY HALL ELEVATOR

STAFF COORDINATOR: Ron Dragoo, Senior Engineer

RECOMMENDATIONS

  1. Approve the Plans and Specifications for the construction of the City Hall Elevator.
  2. Award a Construction Contract to 2-H Construction, Inc., in the amount of $475,000.00, for the construction of the City Hall Elevator and authorize the expenditure of up to $47,500.00 for possible extra work, for a total authorization of $522,500.00.
  3. Authorize the Mayor and City Clerk to execute a construction contract with
  4. 2-H Construction, Inc.

  5. Approve change order number one to a professional service contract with John M. Cruikshank Consultants, Inc. (JMC2), for Construction Administration and Construction Management in an amount not to exceed $30,000.00.
  6. Authorize the expenditure of up to $6,000 with Charles Abbott Associates, for Construction Inspection services.
  7. Authorize the expenditure of up to $6,000 with Diana Cho and Associates, for Labor Compliance services.
  8. Adopt a Resolution 2004-_____, A resolution of the City Council of the City of Rancho Palos Verdes, Amending resolution 2003-42, the budget appropriation for FY 03 –04, for a budget adjustment to the City’s CDBG fund.
  9. Adopt a Resolution 2004- _____, A resolution of the City Council of the City of Rancho Palos Verdes, amending resolution 2003-42, the budget appropriation for FY 03 - 04, for a budget adjustment to the City’s CDBG fund and General Fund.

BACKGROUND

The City Hall Elevator Project was initially advertised, and bids were opened on March 8, 2004. All bids were substantially over the Engineer’s Estimate. At the April 20, 2004 City Council meeting all bids were rejected and staff was directed to make revisions to the plans and re-advertise the project.

The plans were modified and re-advertised. The modifications consisted of reducing the landscape and hardscape improvements that are proposed, and reducing modifications to the breezeway that connects the Planning Building with City Hall. Initially the breezeway was to be completely removed and reconstructed, the modified plans now propose removing and reconstructing a small portion of the breezeway.

ANALYSIS

Project plans were re-advertised. Sealed bids were received and opened at 1:30 p.m. on May 3, 2004. H-2 Construction, Inc. submitted the lowest responsible and responsive bid of the four received. The following table summarizes bids:

BID SUMMARY

CONTRACTOR

BID AMOUNT

H-2 Construction, Inc.

$475,000.00

TG Construction, Inc.

$627,151.00

Integrated Construction Technology Corp.

$687,902.26

Del Amo Construction, Inc.

$900,000.00

   

Engineer’s Estimate

$400,000.00

The bids were reviewed for consistency with bid requirements. References were contacted and reported satisfactory or above performance on similar projects. Although staff has no experience working with this contractor, they recently completed a project to construct an elevator at the El Segundo City Hall. The bid documents, bonds, and other contract documents are in order and their contractor’s license is current.

Although the low bid exceeds the Engineer’s Estimate by 18.75%, the discrepancies have been generally identified. Material cost fluctuations account for the majority of the difference between the Engineers Estimate and the low bid.

This project will require services for construction administration and construction management. John M. Cruikshank Consultants, Inc. developed the Plans and Specifications for this project and staff believes they are the most qualified to perform Construction Administration and Construction Management. For this reason a single source proposal was requested from them. Staff negotiated a fee with JMC2, their rates are fair and competitive and it is recommended that funds be authorized for these services.

This project will require services for code inspections. Charles Abbott Associates is familiar with building codes, in addition they have offices here at City Hall so that they can provide services in a very efficient manner. The staff recommendations include authorization of funding for Charles Abbott Associates for inspection services.

This project is principally funded with Community Development Block Grant (CDBG) funds, and because that program requires specialized reporting procedures the services of a consultant to assure Federal Labor Compliance is required. The staff recommendations include authorization for these services with the Diana Cho and Associates. This firm is the City’s CDBG consultant and they are familiar with federal requirements.

CONCLUSIONS

Adopting the staff recommendations will award a construction contract to H-2 Construction Inc. It will also authorize additional expenditures to existing contracts with John M. Cruikshank Consultants, Inc. for construction administration and construction management, Charles Abbott Associates for construction inspection services and Diana Cho Consultants. for labor compliance services.

Alternatives

One alternative is to reject all construction bids and re-advertise the construction project. This alternative could take approximately two months to complete and lower bids are not anticipated. Additionally, the City could reject consultant proposal and re-bid the construction administration, construction management and inspection services for this project. This alternative could take approximately one month or more and lower costs are not anticipated. Staff recommends against both of these alternatives since further delays will jeopardize CDBG funding.

FISCAL IMPACT

The recommended action will result in the expenditure of $564,500.00 as follows:

Costs:

 

Construction

$ 522,500

Construction Administration and Management

$ 30,000

Construction Inspection

$ 6,000

Labor Compliance

$ 6,000

Total Costs

$ 564,500

Funding:

 
   

CDBG Funds (budgeted & unbudgeted)

$ 442,278

General Funds (budgeted)

$ 45,000

General Funds (unbudgeted)

$ 77,222

Total

$ 564,500

Funding for this proposed project will be a blend of CDBG funds and General funds as shown above. Because of the higher than expected costs, the funding plan will require an additional appropriation of General Funds in the amount of $ 77,222.

The recommended actions include the adoption of two resolutions. The first resolution allocates available CDBG funds for this project. The second resolution appropriates additional general funds.

At the beginning of the fiscal year, the FY03-04 estimated General fund revenues in excess of adopted expenditures were $83,510. The calculation of available anticipated revenues is presented below. Appropriations that cannot be funded within this year’s available anticipated revenues will have to be drawn from the General fund reserve. The calculation of the projected General fund reserve available for appropriation is also presented below.

Estimated General fund revenues in excess of adopted expenditures, FY03-04

83,510

 

 

Less additional appropriations:

 

7/1/2003

Student & The Law

(20,406)

7/15/2003

CORE Deputies

(61,500)

 

 

 

Estimated available General fund revenues, FY03-04

1,604

 

 

 

 

 

 

Actual General fund reserve, 6/30/03

9,606,644

 

 

Less:

Policy Reserve Level

(6,844,125)

9/16/2003

Temporary Full-Time Engineer

(64,000)

11/18/2003

Draft EIR for South Coast County Golf Course

(5,000)

11/18/2003

South Eastview Traffic Calming Study

(9,870)

12/16/2003

NCCP Lobbyist

(5,000)

12/16/2003

Extraordinary Park & Open Space Repairs

(30,000)

2/3/2004

Girls Softball Field Locations Study

(15,000)

2/3/2004

Planning Commission Conference Attendance

(5,000)

2/17/2004

Proposed Cable Franchise Modifications - Legal Fees

(50,000)

2/17/2004

Indian Ridge Crest Gardens Lawsuit – Legal Fees

(100,000)

2/17/2004

Accounting Software License Fees

(9,000)

2/17/2004

Custodial Services - PVIC Trailers & Cable Studio

(6,000)

3/16/2004

NCCP Lobbyist - April 2004 through June 2004

(15,000)

 

 

 

Estimated General fund reserve available, 7/1/03

2,448,650

Dean E. Allison

Director of Public Works

Reviewed,

Les Evans

City Manager

Attachments:

Resolution 2004-

Resolution 2004-

 

RESOLUTION NO. 2004-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS

VERDES, AMENDING RESOLUTION 2003-42, THE BUDGET APPROPRIATION

FOR FISCAL YEAR 2003-04, FOR A BUDGET ADJUSTMENT TO THE CITY’S

CDBG FUND

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, on June 3, 2003, the City Council of the City of Rancho Palos Verdes adopted Resolution 2003-42, approving a spending plan and authorizing a budget appropriation for the 2003-04 fiscal year; and

WHEREAS, it is necessary for the City to allocate additional funds for construction of the City Hall elevator; and

WHEREAS, a budget increase in the CDBG Fund is necessary to authorize the expenditure of additional funds for construction costs.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustment be made to the following funds:

CDBG 110-910-82 Improvements $171,000

CDBG 110-364.10 Grant Revenue $171,000

PASSED, APPROVED, AND ADOPTED THE 15th DAY OF JUNE, 2004.

___________________________

MAYOR

ATTEST:

______________________

CITY CLERK

Resolution No. 2004-

State of California )

County of Los Angeles )ss

City of Rancho Palos Verdes )

I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2004- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on June 15, 2004

_____________________________

CITY CLERK

CITY OF RANCHO PALOS VERDES

Resolution No. 2004-

RESOLUTION NO. 2004-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS

VERDES, AMENDING RESOLUTION 2003-42, THE BUDGET APPROPRIATION

FOR FISCAL YEAR 2003-04, FOR A BUDGET ADJUSTMENT TO THE CITY’S

CDBG FUND AND GENERAL FUND

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, on June 3, 2003, the City Council of the City of Rancho Palos Verdes adopted Resolution 2003-42, approving a spending plan and authorizing a budget appropriation for the 2003-04 fiscal year; and

WHEREAS, it is necessary for the City to allocate additional funds for construction of the City Hall elevator; and

WHEREAS, a budget increase in the CDBG Fund is necessary to authorize the expenditure of additional funds for construction costs.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustment be made to the following funds:

CDBG 110-910-82 Improvements $77,222

CDBG 110-391.10 Transfer In $77,222

General Fund 001-391.20 Transfer Out $77,222

PASSED, APPROVED, AND ADOPTED THE 15th DAY OF JUNE, 2004.

___________________________

MAYOR

ATTEST:

______________________

CITY CLERK

Resolution No. 2004-

State of California )

County of Los Angeles )ss

City of Rancho Palos Verdes )

I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2004- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on June 15, 2004

_____________________________

CITY CLERK

CITY OF RANCHO PALOS VERDES

Resolution No. 2004-