To: Mark R. Hafner, City Manager
From: David Jones, Fire Chief
Subject:
Title
Consider a resolution approving the bid from Cooper General Contractors of Plano, Texas, for the Fire Station 2 & 3 Alteration and Remote Building Project; and authorizing the City Manager to execute all contract documents relating thereto on behalf of the City of Keller, Texas.
Action Requested:
Consider a resolution approving the bid from Cooper General Contractors, of Plano, Texas, for the Fire Station 2 & 3 Alteration and Remote Building Project, in an amount not to exceed $2,589,678.
Background:
Fire stations 2 and 3 began their service to the citizens of Keller in 1994 and will be soon entering their 24th year of operation. This project will be the first major renovation since the original construction. The renovation portion of the project will replace the roof, HVAC equipment, flooring, apparatus bay doors, update the exterior finish, updated the bathrooms, replace outside lighting with LED, and correct TAS accessibility deficiencies at both stations. The remote building to be constructed behind fire station 2 will be used as a support services building for the fire department housing reserve fire apparatus, equipment for the Community Emergency Response Team (CERT) volunteers, fire prevention equipment, special event ATV, and provide much needed storage. This equipment is currently housed at the old fire station 1 located at 541 Keller Parkway. Completion of the remote building will provide the opportunity to repurpose the property on Keller Parkway or allow for it to be sold.
This project began in February 2016 with a TAS accessibility assessment, conceptual drawings and development of the project budget estimate of $2,671,754, including design, engineering, and construction with a cost escalation of 0.5% per month. It was presented during the Council Budget Workshop on June 28, 2016 as part of the planned Capital Improvement Projects and adopted by the City Council on September 20, 2016. An agreement for professional architectural services was awarded to Brinkley Sargent Wiginton Architects on March 21, 2017 in the amount of $382,525 which included design and engineering services as well as construction management. Debt for the project was issued on July 18, 2017, in the amount of $2,671,754, as part of the 2017 Certificates of Obligation. The portion of this debt allocated for the construction phase of the project is $2,289,229.
On August 16, 2017 Brinkley Sargent Wiginton provided an updated construction estimate following receipt and interpretation of the geotechnical report provided by Alpha Testing for the planned location of the remote building. The updated construction estimate of $2,422,069 included $163,399 in additional costs for the remote building foundation based upon the report. This estimate was $132,840 over the planned construction budget including the increase for the foundation needs and decrease related to fire department changes to the project.
On November 30, 2017 at 2:00 p.m., sealed bids were opened at Keller Town Hall with three (3) qualifying bids received (bid tabulation attached). All bids received were over the construction budget of $2,289,229. The bids were considered and ranked based upon criteria and Cooper General Contractors, of Plano, Texas, scored first by the committee of city staff and the project architect. Cooper General Contractors bid of $2,589,678, including the base bid and alternate #1, was determined to be the most qualified bidder based upon their previous experience with fire station renovations. In addition, their total project time of 154 days was the lowest of the bids received.
The bid was structured with a base bid and two (2) alternates.
Alternate #1: (Add) Provide Onsite Bathroom/Shower Facilities
Alternate #2: (Deduct) Omit New Entry Canopies at Fire Stations 2 & 3
The City Council reviewed this project as a work session item on December 19, 2017 and provided direction to include the New Entry Canopies at Fire Stations 2 & 3 and for staff to research costs for the city to provide the bathroom/shower trailer instead of including as alternate #1. Five (5) vendors were contacted by city staff with pricing obtained from two (2) and a no-bid received from the remaining three (3).
The pricing received by city staff was $12,000 and $14,000. The pricing provided for Alternate #1 by Cooper General Contractors is $14,561, a difference of $2,561 and $561 respectively. Each vendor contacted by city staff advised that due to their busy spring schedules their equipment could not be guaranteed without specific dates for the project, and may not be available upon request. Based upon this pricing and the potential for scheduling conflicts between the general contractor’s work on site and city’s ability to provide the trailer to meet their schedule, it was found in the best interest of the project to include alternate #1 as designed. Any delays to the stated bid time would be on the general contractor if a trailer was unavailable during the time needed to complete the station restroom renovations. The general conditions of the agreement with the general contractor includes a daily penalty for exceeding the bid time.
City Staff is recommending the approval of the base bid and alternate #1 to allow the fire stations to remain open during the renovation of the bathrooms.
Cooper General Contractors has extensive experience with municipal projects and has completed fire station renovation projects in Lewisville, Carrolton, and Benbrook. Their experience with fire station renovations and successfully working with their clients to keep fire stations fully operating during the renovation sets them apart from the other bidders.
Budget Impact:
The total construction cost will be $2,589,678. Funding in the amount of $2,289,229 for construction has been provided through issuance of the 2017 Certificates of Obligation. A future budget amendment will be required to fund the deficit of $300,449 through a transfer from the general fund.
Financial Considerations:
A future budget amendment will be required to fund the deficit of $300,449 through a transfer from the general fund. Savings realized from fire department salary savings and curtailing expenses within their fiscal year 2016-17 budget is enough to cover the project budget deficit.
Citizen Input/Board Review:
The City Council approved the project on September 20, 2016 as part of the fiscal year 2016-17 budget. Due to all bids received being over the established construction budget, the project was discussed with the City Council as a work session item on December 19, 2017.
Legal Review:
The City Attorney has reviewed and approved the General Conditions (A201-2007), which was part of the original published bid documents, and Agreement Between Owner and Contractor (A101-2007).
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial
Council Action:
Staff recommends approval of the resolution as presented.