HomeMy WebLinkAbout7.1 Approval of Plans and Specifications, Award of Contract to Strawn Construction, Inc., and Approval of a Budget Change for the Cultural Arts Center Project, CIP No. GI0120CELEBRATING
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1982 - 2022
DUBLIN
STAFF REPORT
CITY COUNCIL
Agenda Item 7.1
DATE: September 20, 2022
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.FCT : Approval of Plans and Specifications, Award of Contract to Strawn
Construction, Inc., and Approval of a Budget Change for the Cultural Arts
Center Project, CIP No. GI0120
Prepared by: Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:
The City Council will consider approving the plans and specifications and awarding a construction
contract to Strawn Construction, Inc. for the Cultural Arts Center Project. The project will provide
for a 13,000-square-foot Cultural Arts Center on the first floor of the Civic Center and will
renovate the second -floor office space for the Parks and Community Services Department. The
City Council will also consider approving a budget change to increase the project funding.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the Plans and Specifications and Awarding a Contract to Strawn
Construction, Inc. for the Cultural Arts Center Project, CIP No. GI0120, and approve the budget
change.
FINANCIAL IMPACT:
As approved in the 2022-2027 Capital Improvement Program, the total budget for the project is
$12,721,035 with $11,797,035 in funding from CIP No. GI0120 and $924,000 from CIP No. GI0122,
as summarized below. The base bid submitted by Strawn Construction, Inc. is $10,010,226, with
three add -alternate items totaling $260,000. Staff recommends the inclusion of all three add -
alternate items and a 10% construction contingency in the amount of $1,027,024 to facilitate
change orders for unforeseen construction issues, bringing the total potential construction
contract amount to $11,297,250.
In addition to the construction contract, the project budget includes expenditures for furniture,
fixtures, equipment, and soft costs, which include staff, consultants, permits, fees, and other
miscellaneous costs. With these, Staff estimates a total project cost of $15,321,035, requiring a
budget increase of $2,600,000. Staff recommends reassigning this amount from the Fallon Sports
Park - Phase 3 General Fund Committed Reserve (current balance of $3,110,500) to this project.
Page 1 of 4
125
Funding Sources
Cultural Arts Center (GI0120)
Civic Center Renovation (GI0122)
$11,797,035
$924,000
Total Project Funding $12,721,035
Project Costs
Base Bid
Add Alternates No.1, 2, & 3
Construction Contingency
Furniture, Fixtures, and Equipment (FF&E)
Soft Costs
$10, 010, 226
$260,000
$1, 027, 024
$975,000
$3,048,785
Total Estimated Expenditures
Funding Shortfall
Additional Potential Funding Source
General Fund Committed Reserve - Fallon
Sports Park —Phase 3
DESCRIPTION:
$15,321,035
($2,600,000)
$2,600,000
The 2022-2027 Capital Improvement Program (CIP) includes the Cultural Arts Center Project (CIP
No. GI0120) which will convert the former Dublin Police Services wing of the Civic Center to a
roughly 13,000-square-foot Cultural Arts Center on the first floor and renovate the second -floor
office space for the Parks and Community Services Department. The CIP also includes the Civic
Center Rehabilitation Project (CIP No. GI0120), which provides a portion of the funding of the
Cultural Arts Center Project. Budget summaries of both projects are included in this report as
Attachment 2.
On May 19, 2020, the City Council approved the schematic design for the facility. The first floor's
space plan includes a 2,100-square-foot black box performance/event space; 1,330 square feet for
gallery, art classrooms, dance, and music studios; and a 1,290-square-foot indoor/outdoor
ceramics yard workspace along with a catering kitchen, restrooms, and the City's main
telephone/data center. The renovation includes major reconstruction of the first floor where all
interior construction, finishes, and most systems will be replaced with a new layout to
accommodate the Cultural Arts Center. The second -floor plan consists of offices for the Parks and
Community Services Department, two new restrooms, two new showers, a new janitor's closet,
kitchenette space, a conference room, a lactation room, and a fitness room for City staff.
Bid Process and Results
Page 2 of 4
126
The City of Dublin issued the bid package for the Cultural Arts Center Project on June 15, 2022.
The bid package was made up of nine base bid items and three add -alternate items. Six sealed bids
were received by August 30, 2022, with the base bids ranging from $10,010,226 to $13,732,000. A
summary of the bids is provided as Attachment 3. The lowest base bid of $10,010,226 was
submitted by Strawn Construction, Inc.
The three add -alternate items included in the bid package were: 1) tubular skylights above the art
classroom and arts yard; 2) felt acoustic ceiling panels in the black box theater, arts yard, gallery,
arts classroom, and dance studio; and 3) acoustic wall panels in the black box theater, arts yard,
gallery, arts classroom, and dance studio. Staff recommends award of all three add -alternate bid
items for a total of $260,000.
Cost Considerations
The construction industry is experiencing unprecedented impacts to supply chains, lack of skilled
workers entering the building trades, high fuel prices, and rising interest rates. All of these create
uncertainty for contractors when submitting a fixed price bid to construct a project. That is, the
contractor is accepting all risks to complete the project within the allotted time and submitted
fixed price, which is commonly referred to as "Builders Risk." The City received six bids for the
project all within 37% of the low bidder, which would not be considered competitive pricing.
However, the four lowest bids submitted all were within 8.6% of the low bidder, which by
industry standards is considered very competitive pricing and indicates this is the current price
given the Builders Risks for the project.
Building cost escalation over the past 12 months has been 9-15% depending on the construction
trade compared to 2-5% per year on average historically, something that was not planned for in
the Cultural Arts Center budget. Another factor that resulted in higher -than -planned pricing is an
increase in duration of the construction phase that was originally anticipated to be about one year.
Due to supply chain impacts and longer lead-times, the construction duration was extended to 14
months to provide the bidders sufficient time to construct the project, which resulted in higher
prices.
Community Workforce Agreement
On January 11, 2022, the City Council approved a Community Workforce Agreement (CWA) with
the Building and Construction Trades Council of Alameda County and its Affiliated Local Unions.
The CWA is applicable to public works projects valued at over $1,000,000, ensures that there are
no labor issues related to said projects, and bolsters local efforts to connect residents with careers
in the building and construction trades. The CWA includes a Local Hire Goal where 20% of all
hours on a project be worked by Local Residents, which are defined as individuals that reside
within Alameda County or within a 15-mile radius of City limits. The CWA also requires
contractors to hire one new apprentice for the first $1,000,000 of construction costs, and an
additional new apprentice for every $5,000,000 construction costs, based on the engineer's
estimate. Apprentices must work a minimum of 10% of the total craft's work hours, but the CWA
allows that apprentices may be deployed to another project to ensure the minimum number of
hours are met.
Staff worked with a consultant, Workforce Integrity and Training Solutions, to prepare bid
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127
documents and solicit bids for the Cultural Arts Center that comply with the provisions of the
CWA. The provisions include the requirement that responsive bidders include an executed
Agreement to be Bound to and by the CWA, and that all subcontractors of the successful bidder
also execute the Agreement to be Bound within 14 days after Notice of Award.
Recommendation
Staff reviewed the bid results, checked references and necessary licenses, and recommends that
the City Council award the project construction contract to Strawn Construction, Inc. as the lowest
responsive and responsible bidder. Strawn Construction, Inc. also included an executed
Agreement to be Bound to the CWA with their bid.
With award of the contract as Staff proposes, the total project cost would be $15,321,035,
including all three add -alternates and a contingency amount of $1,027,024, which requires a
budget increase of $2,600,000. Staff recommends transferring this amount from available funding
in the Fallon Sports Park - Phase 3 General Fund Committed Reserve (Attachment 4).
Staff expects the project to begin in fall 2022 and anticipates completion of the project by the end
of the first quarter of calendar year 2024.
California Environmental Quality Act (CEQA)
This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of this Staff Report was sent to Strawn Construction, Inc. and the City Council Agenda was
posted.
ATTACHMENTS:
1) Resolution Approving the Plans and Specifications and Awarding a Contract to Strawn
Construction, Inc. for the Cultural Arts Center Project, CIP No. GI0120
2) CIP Nos. GI0120 and GI0122
3) Bid Results
4) Budget Change Form
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128
Attachment I
RESOLUTION NO. XX - 22
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PLANS AND SPECIFICATION AND AWARDING A CONTRACT TO
STRAWN CONSTRUCTION, INC. FOR THE CULTURAL ARTS CENTER PROJECT,
CIP NO. GI0120
WHEREAS, on May 19, 2020, the City Council approved the schematic design to convert
the former Dublin Police Services wing of Civic Center to a roughly 13,000-square-foot Cultural
Arts Center on the first floor and renovate the second -floor office space for Parks and Community
Services staff (Project); and
WHEREAS, the design team has completed the plans and specifications for the Project,
which includes the major reconstruction of the first floor where all interior construction, finishes,
and most systems will be replaced with a new layout to accommodate the Cultural Arts Center,
with minor renovations to the second floor of the building; and
WHEREAS, the City of Dublin did, on August 30, 2022, publicly open, examine, and
declare all sealed bids for doing the work described in the approved plans and specifications for
the Project, which plans and specifications are hereby expressly referred to for a description of
said work and for all particulars relative to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to City Staff and Strawn Construction, Inc. was
determined to be the lowest responsive and responsible bidder for doing said work.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
approves the Plans and Specifications for the Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award
the Contract for the Project to the lowest responsive bidder, Strawn Construction, Inc. at a base
bid of $10,010,226, with the inclusion of all three add alternate items up to $260,000, for a total
contract amount up to $10,270,226, the particulars of which bids are on file in the Office of the
Public Works Director.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to approve the Project Contract Change Orders based
on the appropriated funds designated for the Project up to the contingency amount of $1,027,024.
BE IT FURTHER RESOLVED that the City Manager or designee is authorized to execute
the Construction Agreement with Strawn Construction, Inc.
Reso. No. XX-22, Item X.X, Adopted 09/20/22 Page 1 of 2
129
PASSED, APPROVED AND ADOPTED this 20th day of September 2022, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-22, Item X.X, Adopted 09/20/22 Page 2 of 2
130
Attachment 2
Number GI0120
CULTURAL ARTS CENTER Progra
GENERAL
PROJECT DESCRIPTION
This project provides for the design and improvement of an approximately 13,000-square-foot Cultural Arts Center on the first floor of the Civic Center, which was formerly occupied
by Dublin Police Services. The Parks & Recreation Master Plan identifies a Cultural Arts Center that would serve as a multi -use facility that affords cultural, educational, and social
opportunities for the community. The Cultural Arts Center could include: an Art gallery, Black Box theater space; multi -purpose art and music classrooms; a dance studio; and
restrooms. The project also provides for the replacement of the heating, ventilation, and air conditioning (HVAC) systems, HVAC controls, roof replacement, major upgrades to the
main telecommunication room, and the relocation of the Parks and Community Services Department offices to the second floor of the Cultural Arts Center.
ANNUAL OPERATING IMPACT: TBD
MANAGING DEPARTMENT: Public Works
2022-2027 CAPITAL IMPROVEMENT PROGRAM
STIMATED COSTS
PRIOR
YEARS
2021-2022
BUDGET
2022-2023
FUTURE
2023-2024 2024-2025 2025-2026 2026-2027 YEARS
TOTALS
9100 Salaries & Benefits
9200
Contract Services
$32,259
$886,211
$167,686
$1,828,789
9400
9500
Improvements
Miscellaneous
$13
$8,063,987
$18,090
9600 E ui ment $800,000
$918,482 $10,878,
FUNDING SOURCE
1001 I General Fund
PRIOR
YEARS
4100 Public Facility Fees
Internal Service Fund -
Facilities
2021-2022
BUDGET 2022-2023 2023-2024 2024-2025 2025-2026 2026-2027 YEARS
$4,364,197
$918,482 $4,970,718
$1,543,638
$918,482 $10,878,553
FUTURE
$199,945
$2,715,000
$8,064,000
$18,090
$800,000
$11,797,035
TOTALS
$4,364,197
$5,889,200
$1,543,638
$11,797,035
ANNUAL OPERATING IMPACT
Number GI0122 CIVIC CENTER REHABILITATION Program GENERAL
PROJECT DESCRIPTION
This project provides for the planning, design, and construction of various rehabilitation and renovation projects at the Civic Center. Projects may include: renovation of all
restrooms, showers, kitchenettes, and the employee break room; modifications to conference rooms; lighting and ceiling replacement; site improvements to the parking lot area and
surrounding walkways of the Civic Center; building security evaluation and upgrades; repainting; and Americans with Disabilities Act (ADA) and Code upgrades. Interior repainting in
select areas were completed during construction of the Civic Center HVAC and Roof Replacement project, and minor parking lot and walkway improvements are anticipated to be
designed and constructed in conjunction with the Cultural Arts Center project. Planning for other projects is anticipated to begin in 2022.
This project is funded by General Fund Reserves. Other potential funding sources for the building security upgrades may include Federal and State public safety grants.
ANNUAL OPERATING IMPACT: None
MANAGING DEPARTMENT: Public Works
2022-2027
IMPROVEMENT PROG
I STIMATED COSTS
PRIOR
YEARS
2021-2022
BUDGET
2022-2023
2023-2024
2024-2025
2025-2026
2026-2027
FUTURE
YEARS
TOTALS
9100
Salaries & Benefits
9200
Contract Services
9400
9500
Improvements
Miscellaneous
FUNDING SOURCE
1 1001 1 General Fund
TOTAL
$32,300
$22,880
$210,750
$192,960
$24,960
$107,880
$100,000
PRIOR
YEARS
$875,000
$5,000
$1,123,050
2021-2022
BUDGET
$550,000 $100,000
$5,000 $5,000 $5,000
$220,840 87,840 $205,000
2022-2023
$1,123,0501
1111
$1,123,050
2023-2024
$220,8401 $687,8401
$220,840 IPPI $687,840
$205,000
$205,000
$80,140
$611,590
FUTURE
2025-2026 2026-2027 YEARS TOTALS
$1,525,000
$20,000
ilmt
2,236,7,1
$2,236,730 1
$2,236,730
ANNUAL OPERATING IMPACT
Project Name:
Project No. :
Bid Date:
CITY OF DUBLIN
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
BID SUMMARY
Cultural Arts Center
GI0120 & GI0122
August 30, 2022
Attachment 3
BASE BID
Strawn Construction, Inc.
CWS Construction Group,
Inc.
Arntz Builders, Inc.
Thompson Builders
Corporation
Zovich & Sons Inc.
Patriot Contracting, Inc.
ITEM
DESCRIPTION
Unit Cost
Unit Cost
Unit Cost
Unit Cost
Unit Cost
Unit Cost
A
Base Bid Item A- Base Contract Work (Project No. GI0120)
$9,690,226.00
$9,765,000.00
$10,143,972.00
$10,103,000.00
$11,998,000.00
$13,117,000.00
B
Base Bid Item B- Stair and Guardrail Modifications (Project
No. GI0120)
$80,000.00
$117,000.00
$35,000.00
$114,000.00
$66,000.00
$100,000.00
C
Base Bid Item C- Second Floor Restrooms, Showers, and
janitor's Closet (Project No. GI0122)
$59,000.00
$120,000.00
$65,000.00
$128,000.00
$55,000.00
$85,000.00
D
Base Bid Item D- Sidewalk and Landscaping at the
Northwest Side of Building (Project No. GI0122)
$30,000.00
$112,000.00
$100,000.00
$292,000.00
$30,000.00
$75,000.00
E
Base Bid Item E- Paving and Landscaping at the West Side
of Building in Secured Parking Lot (Project No. GI0120)
$33,000.00
$70,000.00
$10,000.00
$102,000.00
$35,000.00
$65,000.00
F
Base Bid Item F- Replace Detectable Waming Panels at
Parking Lot Aisle (Project No. GI0122)
$5,000.00
$25,000.00
$2,500.00
$19,000.00
$25,000.00
$15,000.00
G
Base Bid Item G- Path of Travel Compliance (Project No.
GI0122)
$6,000.00
$90,000.00
$20,000.00
$56,000.00
$80,000.00
$35,000.00
H
Base Bid Item H- Replace Second Floor Acoustical Tile
Ceilings (Project No. GI0122)
$56,000.00
$21,000.00
$15,000.00
$10,000.00
$85,000.00
$125,000.00
Base Bid Item I- Replace Second Floor Lighting and
Controls (Project No. GI0122)
$51,000.00
$50,000.00
$35,000.00
$50,000.00
$75,000.00
$115,000.00
TOTAL
$10,010,226.00
$10,370,000.00
$10,426,472.00
$10,874,000.00
$12,449,000.00
$13,732,000.00
APPARENT LOW BIDDER
ADD ALTERNATES
ITEM
DESCRIPTION
Unit Cost
Unit Cost
Unit Cost
Unit Cost
Unit Cost
Unit Cost
Al
Alternate No.1- Tubular Skylights, Accessories and Framing
(Project No.G10120)
$95,000.00
$100,000.00
$27,000.00
$28,000.00
None provided
$35,000.00
A2
Alternate No.2- Acoustical Ceiling Clouds in the Gallery,
Arts Rooms, Arts & Crafts, Arts Yard and Dance Studio
(Project No.G10120)
$60,000.00
$145,000.00
$148,800.00
$137,000.00
None provided
$145,000.00
A3
Alternate No.3-Acoustic Wall Panels (AWP-1) in Black Box
Theater, Arts + Crafts Yard, Gallery, Arts Room & Dance
Studio
$105,000.00
$185,000.00
$194,400.00
$160,000.00
None provided
$175,000.00
Attachment 4
CITY OF DUBLIN
FISCAL YEAR 2022-23
BUDGET CHANGE FORM
Budget Change Reference #:
City Council's Approval Required
From Un-Appropriated Reserves
From Designated Reserves
DECREASE BUDGET AMOUNT
Account
Budget Transfer Between Funds
Amount
Other
INCREASE BUDGET AMOUNT
Account
Amount
EXP: Cultural Arts Center (GI0120)
G10120.9200.9202 (Design)
G10120.9400.9401 (Improvements)
3500.9510.49999 (Transfers In)
G10120.1101 (1101.9510.89101) - General Fund Designated Reserve Transfers Out
$120,000
$2,480,000
$2,600,000
$2,600,000
REASON FOR BUDGET CHANGE
Appropriation of funds from designated reserve for Cultural Arts Center, based on bids received and additional
alternate items.
As Presented at the City Council Meeting 9/20/2022
**********Finance Use Only**********
Posted By:
Date:
C:\Users\michaelb\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\MD4KDIQW\Cultural Arts Center G10120 Budget Change_0921 134
I/
DUBLIN
CALIFORNIA
Item 7.
Cultural Arts Center
Project, CIP No.G10120
City Council
September 20, 2022
II
DUBLIN CULTRAL ARTS CENTEL
GA.
Cultural Arts Center
• 13,000 sq.ft. Cultural Arts Center (ist Floor)
• Parks & Community Services Office Space (2nd Floor)
• 2,100 sq.ft. Black Box Performance/Event Space
• Catering Kitchen
• Gallery Space
• Art Classrooms
• Dance & Music Studios
• Indoor/Outdoor Ceramics Workspace
• New Restrooms (1st and 2nd Floor)
• Relocate the Staff Fitness Room and Showers to 2nd Floor
• Limited Site Improvements and Landscaping
Cultural Arts Center
F.
L• Tel Server Telecom &
Storage Elec Room
•
r ▪ Trafhi
Darius Studio Operation
Storage Center
Music
Studio
Dance
Studio
Arts
Storog
Ceramics
Yard
gl
Elev.
Fire /
Roam
Gallery Ocher 1, ontro
�� Room
Arts +
Crafts
Gallery
:S Farag
Arts
Storage
mi.SSSlllbiilti
iiiii meli*ii�ii
Mmfiiii■
Black Box
First Floor Plan
Pre- `
Function
Lounge
Dressing
Room.&
torage °
Ei
DUBLIN
Cultural Arts Center
Storage
ervisor
Second Floor Plan
DUBLIN
Cultural Arts Center Bid
Base Bid Ranged $1O.O1OM to $13.732M
Bid Included Three Add Alternate Items:
1. Tubular Skylights at Art Classroom & Arts Yard
2. Added Felt Acoustic Ceiling Panels
3. Added Acoustic Wall Panels
Community Workforce Agreement
Local Hire Goal (20% of All Hours Worked)
New Apprentice for 1st S1M + 1/S5M After
DUBLIN
Staff Recommendations:
1. Adopt the Resolution Approving the Plans and
Specifications and Awarding a Contract to Strawn
Construction, Inc. for the Cultural Arts Center
Project, CIP No. GI0120.
2. Approve the Budget Change.
El
4
DUBLIN
DUBLIN
CALIFORNIA
ThankYou
19