HomeMy WebLinkAboutAgenda Report - April 7, 2021 C-08AGENDA ITEM (2am
AN% CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Rejecting Lowest Bid and Awarding Contract for City Hall
Security Improvements Project to Diede Construction, Inc., of Woodbridge
($243,602), and Appropriating Funds ($50,000)
MEETING DATE: April 7, 2021
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution rejecting lowest bid and awarding Contract for City
Hall Security Improvements Project to Diede Construction, Inc., of
Woodbridge, in the amount of $243,602, and appropriating funds in
the amount of $50,000.
BACKGROUND INFORMATION: In recent years, there has been an increase in workplace shootings
reported across the country. City Hall is the primary location for the
City to conduct business with the public and there have been times
Staff has had to deal with angry customers, resulting in calling for police assistance. The Police
Department has conducted training sessions to address emergency exit and action plans and
determined that during an active shooter event at City Hall, Staff on the first and second floors would be
most vulnerable due to unsecure access points and public counters.
This project consists of installing bullet resistant service windows on the existing public service counters
on the first floor, installing and/or retrofitting existing doorways with security card access and hardware,
and other incidental and related work, as shown in Exhibit A. These improvements will allow Staff more
time to safely exit the premises during an active shooter event.
The plans and specifications were approved by the City on February 3, 2021. The City received the
following two bids for this project on March 3, 2021:
Bidder Location Base Bid Alternate Bid
*Top Estate Construction, Inc. Stockton $ 211,600.00 $ 6,600.00
Diede Construction, Inc. Woodbridge $ 263,402.00 $ 24,200.00
" Did not include the Receipt of Addendum No. 1 in the submitted bid package
The lowest apparent bidder, Top Estate Construction, Inc., did not include the Receipt of Addendum No.
1 with the submitted bid package. For this reason, the bid is deemed non-responsive.
At the time of bidding, it was determined that additional Americans with Disabilities Act (ADA) access
issues related to the existing lobby counters also need to be addressed with the project. Recognizing the
existing counters could be very expensive to modify for ADA compliance, Staff included the Alternate Bid
Item that considers the cost of replacing the existing counters entirely. If the bid(s) to replace the existing
counters (identified as "Alternate Bid") was less than the cost of modifying the existing counters
(identified as Bid Item No. 9), the bid documents specify that Bid Item No. 9 will be eliminated. The low
bid included Alternate Bid at a cost of $24,200 and Bid Item No. 9 at a cost of $44,000. Eliminating Bid
Item No. 9 in favor of the Alternate Bid Item is a cost savings of $19,800. Staff recommends including
APPROVED:
City Manager
\\cvcfilv02\pubwks$\WP\PROJECTS\MISC\City Hall Security\CAward doc 3/24/
Adopt Resolution Rejecting Lowest Bid and Awarding Contract for City Hall Security Improvements Project to Diede Construction, Inc , of Woodbridge ($243,602),
and Appropriating Funds ($50,000)
April 7, 2021
Page 2
the Alternate Bid Item to replace the counters and eliminate Bid Item No. 9, which reduces the project
construction cost to $243,602.
The total project cost is expected to be $300,000, which includes design, construction, contract
administration, and contingencies. On February 3, 2021, Council authorized an appropriation of
$135,000 to address the additional work on the second floor of City Hall. Staff is now requesting an
additional appropriation of $50,000 to cover the required ADA improvements associated with the existing
counters. The project is expected to be substantially complete before City hall re -opens to the public.
Staff recommends rejecting lowest bid and awarding Contract for City Hall Security Improvements Project
to Diede Construction, Inc., of Woodbridge, in the amount of $243,602, and appropriating funds in the
amount of $50,000.
FISCAL IMPACT: There will be a slight increase in building maintenance cost associated with
the installed improvements. The lives the project may potentially save
during active shooting will be worth the cost.
FUNDING AVAILABLE: Fiscal Year 2020/21 Budget
\\cvcfilv02Npubwks$\WP\PROJECTS\MISC\City Hall Security\CAward doc 3/24/2
General Fund Capital (43199000.77020):
$115,000
Previous Appropriation:
General Fund Capital (43199000.77020):
$ 135,000
Requested Additional Appropriation:
General Fund Capital (43199000.77020):
$ 50,000
TOTAL:
$ 300,000
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
0--,QUI—Q
Charles E. Swimley, Jr.
Public Works Director
Prepared by Lyman Chang, City Engineer/Deputy Public Works Director
CES/LC/tc
Attachments
cc: Facilities Superintendent
Construction Manager
Management Analyst, Public Works
NJ Associates, Inc.
Top Estate Construction Inc.
Diede Construction Inc.
\\cvcfilv02Npubwks$\WP\PROJECTS\MISC\City Hall Security\CAward doc 3/24/2
EXHIBIT A
PURI T'...-
PLANNING
'..._
PLANNING AND PUBLIC WORKS DESK DESIGN
LILY W LODI 11 1 06.30.20 1 RECEPTION DESK DESIGN
PUBLIC WORKS
PLANNING AND PUBLIC WORKS DESK DESIGN
i_I - Y 9f LO DI 11 1 06.30.20 1 RECE P710N DESK DESIGN
1:
CITY HALL SECURITY IMPROVEMENTS PROJECT
221 W PINE STREET CONTRACT
CITY OF LODI, CALIFORNIA
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein
referred to as the "City," and DIEDE CONSTRUCTION, INC., a California corporation,
herein referred to as the "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated
herein by this reference, to -wit:
Notice Inviting Bids
Information to Bidders
Certifications and Forms
General Provisions
Federal Requirements
Special Provisions
Bid Proposal
Contract
Contract Bonds
Federal Minimum Wage Rates
Plans
Addenda
The July 1992 Edition,
Standard Specifications,
State of California,
Business and Transportation Agency,
Department of Transportation
All of the above documents, sometimes hereinafter referred to as the "Contract
Documents," are intended to cooperate so that any work called for in one and not
mentioned in the other is to be executed the same as if mentioned in all said
documents.
ARTICLE I - That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the City and under the condition expressed in
the two bonds bearing even date with these presents and hereunto annexed, the
Contractor agrees with the City, at Contractor's cost and expense, to do all the work and
furnish all the materials except such as are mentioned in the specifications to be
furnished by the City, necessary to construct and complete in a good workmanlike and
substantial manner and to the satisfaction of the City the proposed improvements as
shown and described in the Contract Documents which are hereby made a part of the
Contract.
ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and
does hereby employ, the Contractor to provide all materials and services not supplied by
the City and to do the work according to the terms and conditions for the price herein,
and hereby contracts to pay the same as set forth in Section 5.600, "Measurement,
Acceptance and Payment," of the General Provisions, in the manner and upon the
conditions above set forth; and the said parties for themselves, their heirs, executors,
administrators, successors and assigns, do hereby agree to the full performance of the
covenants herein contained.
CONTRACT 4.1 03/08/21
ARTICLE III - The Contractor agrees to conform to the provisions of Chapter 1, Part 7,
Division 2 of the Labor Code. The Contractor and any Subcontractor will pay the
general prevailing wage rate and other employer payments for health and welfare,
pension, vacation, travel time, and subsistence pay, apprenticeship or other training
programs. The responsibility for compliance with these Labor Code requirements is on
the prime contractor.
ARTICLE IV - And the Contractor agrees to receive and accept the following prices as
full compensation for furnishing all materials and for doing all the work contemplated
and embraced in this agreement; also for all loss or damage arising out of the nature of
the work aforesaid or from the action of the elements, or from any unforeseen difficulties
or obstructions which may arise or be encountered in the prosecution of the work until
its acceptance by the City, and for all risks of every description connected with the work;
also for all expenses incurred by or in consequence of the suspension or discontinuance
of work and for well and faithfully completing the work, and the whole thereof, in the
manner and according to the Plans and Contract Documents and the requirements of
the Engineer under them, to -wit:
This work consists of removing existing casement walls and doors, existing door panels
and glazing, installing new ballistics -resistant and forced -entry -resistant walls, doors,
frames, glazing, hardware, armor plating, and security specialties, installing new counter
top, and wood trim, painting walls, ceiling, and armor plating, and other miscellaneous
and related work including associated electrical and fire protection as necessary, as
shown on the plans and specifications for the above project.
For additional bid item descriptions refer to Section 6-07 "Description of Bid Items".
CONTRACT ITEMS
Item
Description
Mobilization/General Conditions
QTY
1
Unit
I LS
LS
LS
EA
Unit Cost
$ 45,800.00
$ 8,260.00
$ 18,470.00
$ 6,714.00
f Total
j $ 45,800.00
$ 8,260.00
$ 18,470.00
$ 33,570.00
1
2
Selective Demolition
Rough Carpentry and Framing1
1
3
_ 5
174
4
_
Ballistics -Resistant and Forced -entry
Resistant Doors and Frames
5
Ballistics -Resistant and Forced -entry
Resistant Glazing
Ballistic -Resistant Armor
Reinforcement
Security Specialties
SF
$ 148.00
$ 25,752.00
6
200
SF
$ 138.00
$ 27,600.00
7
1
LS
$ 4,720.00
$ 4,720.00
8
Door Finish Hardware
1
LS
$ 3,840.00
$ 3,840.00
9
Casework Modifications
1,100
SF
$
$
10
Wood Trim
200
LF
$ 59.00
$ 11,800.00
11
Painting, Staining, and Sealing
1
LS
$ 28,380.00
$ 28,380.00
12
Fire Protection
1
LS
$ 7,670.00
$ 7,670.00
13
General Electrical
1
LS
$ 3,540.00
$ 3,540.00
Bid Alternate
Total Base
Bid $ 219,402.00
CONTRACT 4.2
03/08/21
1 New Casework 1 1100 SF 1 $ 22.00
T_$_24,200.00
ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be
insured against liability for workers' compensation or to undertake self-insurance in
accordance with the provisions of that code, and I will comply with such provisions
before commencing the performance of the work of this contract.
ARTICLE VI - It is further expressly agreed by and between the parties hereto that,
should there be any conflict between the terms of this instrument and the Bid Proposal
of the Contractor, then this instrument shall control and nothing herein shall be
considered as an acceptance of the said terms of said proposal conflicting herewith.
ARTICLE VII - The City is to furnish the necessary rights-of-way and easements and to
establish lines and grades for the work as specified under the Special Provisions. All
labor or materials not mentioned specifically as being done by the City will be supplied
by the Contractor to accomplish the work as outlined in the specifications.
ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract
within 15 calendar days after the City Manager, or as agreed-upon by the City and the
Contractor in writing has executed the contract and to diligently prosecute to completion
within 60 CALENDAR DAYS.
ARTICLE IX - State of California Senate Bill 854 requires the following -
No contractor or subcontractor may be listed on a bid proposal for a public works
project unless registered with the Department of Industrial Relations pursuant to
Labor Code section 1725.5 [with limited exceptions from this requirement for bid
purposes only under Labor Code section 1771.1(a)].
No contractor or subcontractor may be awarded a contract for public work on a
public works project unless registered with the Department of Industrial Relations
pursuant to Labor Code section 1725.5.
This project is subject to compliance monitoring and enforcement by the
Department of Industrial Relations.
ARTICLE X - Counterparts and Electronic Signatures
This Agreement and other documents to be delivered pursuant to this Agreement may
be executed in one or more counterparts, each of which will be deemed to be an original
copy and all of which, when taken together, will be deemed to constitute one and the
same agreement or document, and will be effective when counterparts have been
signed by each of the parties and delivered to the other parties. Each party agrees that
the electronic signatures, whether digital or encrypted, of the parties included in this
Agreement are intended to authenticate this writing and to have the same force and
effect as manual signatures. Delivery of a copy of this Agreement or any other
document contemplated hereby, bearing an original manual or electronic signature by
facsimile transmission (including a facsimile delivered via the Internet), by electronic
mail in "portable document format" (".pdf') or similar format intended to preserve the
original graphic and pictorial appearance of a document, or through the use of electronic
signature software will have the same effect as physical delivery of the paper document
bearing an original signature.
CONTRACT 4.3
03/08/21
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME
OF COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE
CONTRACTOR AGREES TO PAY THE CITY LIQUIDATED DAMAGES AS SET
FORTH IN SECTION 6-04.03 OF THE SPECIAL PROVISIONS. CONTRACTOR
AGREES THAT THIS AMOUNT MAY BE DEDUCTED FROM THE AMOUNT DUE THE
CONTRACTOR UNDER THE CONTRACT.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands
the year and date written below.
CONTRACTOR: CITY OF LODI, a municipal corporation
By:
Title
M
STEPHEN SCHWABAUER
City Manager
Date -
Attest:
JENNIFER CUSMIR
City Clerk
(CORPORATE SEAL) Approved As To Form:
JANICE D. MAGDICH
City Attorney
4
CONTRACT 4.4 03/08/21
Capital Improvement Plan
Project Title:
City Hall Srvc Counter Security Upgrade
Munis Project Code:
GFCP-21003
#138
Section I: Description
District Nos:
Project Length
Priority
Upgrade the City Hall service counter on the first floor to improvement security.
Justification/factor driving project
The upgraded security measure will improve safety of office occupants in case of an active shooter or other threat.
Additional Information
Section II
Estimated Project Costs
Expenditure
Prior Years
FY 19120
FY 20121
FY 21122 FY 22123 FY 23124
FY 24125 Future Yrs
Total
Contracts
$ -
Estimate
Budget
$ 290,000
$
290,000
Miscellaneous
$ -
$ 10,000
$
10,000
Total Capital Costs
$ -
$ -
$ 300,000 $
- $ - $ - $
- $ -
$
300,000
Section III
Funding Sources/Methods of Financing
Funding Source(s)
Prior Years
FY 19120
FY 20121
FY 21122 FY 22123 FY 23124
FY 24125 Future Yrs
Total
Estimate
Budget
431 - Capital Outlay/General
$ -
$ 300,000
$
300,000
Total Project Financing
$ -
$ -
$ 300,000 $
- $ - $ - $
- $ -
$
300,000
Section IV
Operating Budget Impact
Operating Cost or
Prior Years
FY 19120
FY 20121
FY 21122 FY 22123 FY 23124
FY 24125 Future Yrs
Total
(savings)
Estimate
Budget
Personnel
$ -
$
-
Other Operating Costs
$ -
$
-
Total Operating Impact
$ -
$ -
$ - $
- $ - $ - $
- $ -
$
-
RESOLUTION NO. 2021-78
A RESOLUTION OF THE LODI CITY COUNCIL REJECTING THE LOWEST
BID AND AWARDING THE CONTRACT FOR THE CITY HALL SECURITY
IMPROVEMENTS PROJECT TO DIEDE CONSTRUCTION, INC., OF
WOODBRIDGE; AND FURTHER APPROPRIATING FUNDS
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on March 3, 2021, at
11:00 a.m., for the City Hall Security Improvements Project, described in the plans and
specifications therefore approved by the City Council on February 3, 2021; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder Location Base Bid Alternate Bid
Top Estate Construction, Inc.* Stockton $ 211,600 $ 6,600
Diede Construction, Inc. Woodbridge $ 263,402 $ 24,200
" Did not include the Receipt of Addendum No. 1 in the submitted bid package.
WHEREAS, staff included the Alternate Bid Item that considers the cost of replacing the
existing counters entirely if the bid(s) to replace the existing counters (identified as "Alternate
Bid") was less than the cost of modifying the existing counters (identified as Bid Item No. 9), the
bid documents specify that Bid Item No. 9 will be eliminated; and
WHEREAS, staff recommends rejecting the lowest bid and awarding the contract for the
City Hall Security Improvements Project to Diede Construction, Inc., of Woodbridge, in the
amount of $243,602; and
WHEREAS, staff also recommends that the City Council appropriate funds in the amount
of $50,000 from the fund balance of General Fund Capital (43199000.77020) for Fiscal Year
2020/21.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the contract for the City Hall Security Improvements Project to Diede Construction, Inc., of
Woodbridge, California, in the amount of $243,602; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the
City Manager to execute the contract; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby approve an
appropriation for the City Hall Security Improvements Project, in the amount of $50,000, as set
forth above; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to
make minor revisions to the above -referenced document(s) that do not alter the compensation or
term, and to make clerical corrections as necessary.
Dated: April 7, 2021
I hereby certify that Resolution No. 2021-78 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held April 7, 2021 by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
JENNIF CUSMIR
City Clerk
2021-78