08 Staff Report - Police Operations BuildingwN of MEETING DATE: II/3/48
ITEM NO: ~ -
!ps GAtpS COUNCIL/AGENCY AGENDA REPORT
DATE: OCTOBER 30, 2008
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: GREG LARSON, TOWN MANAGERIEXECUTIVE DIRECTOR o
SUBJECT: PPW JOB NO. 07-22 - POLICE OPERATIONS BUILDING FACILITY
PROJECT 821-2401
ADOPT RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR
THE POLICE OPERATIONS BUILDING FACILITY PROJECT AND
AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BID.
RECOMMENDATION:
Adopt resolution approving plans and specifications for the Police Operations Building Facility
Project and authorize staff to advertise the project for bid.
BACKGROUND:
The adopted Capital Improvement Program designates funding for the new Los Gatos/Monte
Sereno Police Operations Building Facility Project. This project would remodel an existing
building located at 15900 Los Gatos Boulevard of about 9,000 square feet and construct an
additional facility of about 3,000 square feet to accommodate the needs of the Police
Department. The design and development of this project began in fall 2007. The design was
completed in June 2008 and the construction documents were bid at that time. The Town
received four (4) bids for the project and all bids were substantially over the project budget and
estimates. The Town Council rejected the bids at the Council meeting of August 18, 2008.
DISCUSSION:
In order to get a full understanding of the cause for the high and inconsistent bids that were
received by the Town and to move the project forward to advertise for new bids, an in-depth
review of the project documents was initiated.
In coordination with staff performing a comprehensive internal review, a detailed. value
engineering of the project was also completed by a professional engineering consultant with
expertise in construction of essential service facilities.
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
NAENGINEERINGICOUNCIL REPORTS12008 Reports107-22.police,department.p&s.doc
Reviewed by P S:& Assistant Town Manager/Deputy µirector ~i Town Attorney/General
Counsel/ Clerk Administrator/Secretary r Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PPW JOB NO. 07-22 - POLICE OPERATIONS BUILDING FACILITY
PROJECT 821-2401
OCTOBER 30, 2008
This consultant also performed a constructability review of the project to ensure that the design
can be built and would not require major changes in the field, resulting in additional claims and
change orders by the contractor. A list of plan review comments was provided to the design
architect for edits to the plans.
As a result of all the above reviews and investigations, a number of changes to the project
documents were approved by the Town Manager for final design and preparation of the
construction documents to re-bid the project.
The following is a summary of the changes to the construction documents that have been
incorporated by the design architect:
• Change the HVAC central plant system (boiler/chiller) to individual HVAC package
units mounted on the roof.
• Revise the parking lot design to maximize use of existing pavement instead of total
reconstruction of the parking lot.
Change ceramic tiles to quality sheet vinyl for flooring.
• Change proprietary Tremco roof (40 year warranty) to a conventional high quality
roof (20 year warranty).
• Revise the carpets, electrical, and plumbing fixtures to more standard high quality and
functional materials instead of custom products.
• Revise lighting for parking lot from pole mounted to building wall mounted.
• Do not remove all the plastering on the building; patch any cracked areas and paint.
• Use one piece shower inserts instead of tiles in the staff shower stalls.
• Revise the bid specifications to industry standard Construction Specifications
Institute (CSI) format.
• Revise the bid summary sheet to the industry standard for a public works building
project that the construction industry understands and is familiar with.
• Place the construction of the EOC and related features of the project as an add-
alternative.
PAGE 3
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PPW JOB NO. 07-22 - POLICE OPERATIONS BUILDING FACILITY
PROJECT 821-2401
OCTOBER 30, 2008
The goal of the staff has been to complete this project within budget and without reducing any of
the critical building space needed by the Police Department.
With the changes that have been incorporated in the design and modification to the construction
documents to bring them into compliance with engineering and construction standards, staff
believes this project is ready to be advertised and that the Town will receive competitive bids
within the project budget.
Concurrent with the work on revising the construction documents, staff also pursued pre-
qualifying more building contractors for the project. As a result, there are 8 additional
contractors, for a new total of 13, that have been pre-qualified and are eligible to submit bids on
the project. This will provide the Town with a more comprehensive group of competent
contractors to participate in the bidding process.
Plans and Specifications for this project are complete and will be available for review in the
Clerk Department on the Friday before the Council meeting. If the Town
Council/Redevelopment Agency approves this project, it will be advertised, and construction
contract for award will be presented to the Town Council on December 15, 2008 with the actual
construction to start by mid January 2009.
CONCLUSION:
It is recommended that the Town Council/Redevelopment Agency adopt the attached Resolution
approving plans and specifications for the Police Operations Building Facility Project and
authorize staff to advertise the project for bids.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301 c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
$3,862,691 is available in the FY 2008/09 Capital Improvement Program for the Police
Operations Building Facility Project.
PAGE 4
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PPW JOB NO. 07-22 - POLICE OPERATIONS BUILDING FACILITY
PROJECT 821-2401
OCTOBER 30, 2008
POLICE FACILITY PROJECT
Original
Prior Year
FY 2008109
FY 2008109
Available
Budget
Espenditures
Budget
Exp/Enc
Balance;;
FY 2007108 Fiscal Impact
To Date
Project 411- 821-2401
$ 5,118,548
$ 2,521,791
$ 2,596,757
$ 101,199
$ 2,495,559
Project 911-821-2401
2,720,000
1,280,886
1,439,114
107,982
1,331,132
TOTALS
$ 7,838,548
$ 3,802,677
$ 4,035,871
$ 209,180
$ 3,826,691
Expenditure Detail
Services Supplies & Equipment $ 1,627 $ 4,808
Site Acquisition & Preparation 3,201,718
Design & Consulting Services 540,574 186,958
Project Construction 58,758 17,415
Contingency
TOTALS $ 3,802,677 $ 209,180
A ttnnhm Pntc
Resolution approving plans and specifications for the Police Operations Building Facility
Proj ect.
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS
APPROVING THE PLANS AND SPECIFICATIONS FOR
PPW JOB NO. 07-22 POLICE OPERATIONS BUILDING FACILITY PROJECT
AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BIDS
WHEREAS, plans and specifications for the Police Operations Building Facility Project
have been prepared by the Town Engineer and duly filed with the Clerk Administrator/Secretary
of the Redevelopment Agency; and
WHEREAS, the Town Council/Redevelopment Agency of the Town of Los Gatos has
reviewed said plans and specifications.
NOW, THEREFORE, BE IT RESOLVED THAT the Town Council/Redevelopment
Agency hereby approves the plans and specifications for the Police Operations Building Facility
Project.
BE IT FURTHER RESOLVED THAT the Clerk Administrator/Secretary of the
Redevelopment Agency is hereby authorized and directed to advertise the Police Operations
Building Facility Project for bids in the manner prescribed by the Town Municipal Code.
PASSED AND ADOPTED at a regular meeting of the Town Council/Redevelopment
Agency of the Town of Los Gatos held on the 3rd day of November, 2008 by the following vote:
COUNCIL/AGENCY MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR/CHAIR OF THE REDEVELOPMENT AGENCY
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR/SECRETARY OF THE REDEVELOPMENT AGENCY
LOS GATOS, CALIFORNIA