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Home My WebLink AboutStaff Report 2301-08866.Approval of Construction Contract with L.D. Strobel Co., Inc. (C23186775) in the amount of $414,486 and Authorization for Change Orders up to a Not-to-Exceed Amount of $41,449 for the Purchase and Installation of Radio Antennas for the Public Safety Building Capital Improvement Program Project (PE-15001); CEQA: Environmental Impact Report for the PSB and the New California Avenue Area Parking Garage (Resolution No. 9772). Item No. 6. Staff Report Page 1 of 4 1 6 3 1 1 6 5 6 CITY COUNCIL STAFF REPORT From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: March 6, 2023 Report #: 2301-0886 TITLE Approval of Construction Contract with L.D. Strobel Co., Inc. (C23186775) in the amount of $414,486 and Authorization for Change Orders up to a Not-to-Exceed Amount of $41,449 for the Purchase and Installation of Radio Antennas for the Public Safety Building Capital Improvement Program Project (PE-15001); CEQA: Environmental Impact Report for the PSB and the New California Avenue Area Parking Garage (Resolution No. 9772). RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the City Manager or their designee to execute construction contract C23186775 with L.D. Strobel Co., Inc. in the amount of $414,486; and 2. Authorize the City Manager or their designee to negotiate and execute one or more change orders to the contract with L.D. Strobel Co., Inc. for related, additional but unforeseen work which may develop during the project, the total value of which shall not exceed $41,449. BACKGROUND The New Public Safety Building (PSB) (PE-15001) and New California Avenue Area Parking Garage (Garage) (PE-18000) were among ten key projects included in the 2014 Council Infrastructure Plan. The PSB was identified as the plan’s highest priority project, and is tied together with the parking garage project with respect to the California Environmental Quality Act (CEQA). The parking garage opened in December 2020. On February 1, 2021, Council approved the award of the construction contract for the Public Safety Building to Swinerton Builders (Swinerton) and authorized execution and delivery of one series of Certificates of Participation (COPs) in an amount not to exceed $120 million to finance PSB construction (ID #11752)1. Approval of the PSB construction contract included Council direction to staff to 1 February 1, 2021; Staff Report ID# 11752; https://www.cityofpaloalto.org/files/assets/public/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-archive/2021/id-11752.pdf Item No. 6. Staff Report Page 2 of 4 1 6 3 1 1 6 5 6 examine the fixtures, furniture, and equipment (FF&E) budget and remove all that are not necessary at time of completion. Staff reviewed the FF&E program to re-verify the FF&E necessary for the PSB. The PSB construction is estimated to be complete in 2023. The radio antenna construction contract is the first in a series of FF&E contracts budgeted for the PSB and scheduled for Council review this year. The scope of future FF&E contracts for Council review includes furniture, dispatch consoles, and communications systems. New antennas were planned for the PSB as existing antennas located at Civic Center may be required to continue to support the communication equipment to remain at Civic Center. Additionally, the existing antennas may not align with the programming requirements of the new equipment at the PSB due to the age of the existing antennas, cost and time required to relocate and reprogram to the PSB. Radio antennas for the building were planned to be procured and installed separately, and Swinerton’s contract requires them to coordinate with the separate antenna installer. ANALYSIS Project Description Staff recommends the approval of construction contract C231867752 with L.D. Strobel Co., Inc. for the purchase and installation of radio antennas at the PSB required for emergency response operations and 911 dispatch services. Construction to procure and install the radio antennas is anticipated to begin in spring 2023 and be completed in fall 2023 in coordination with the PSB construction schedule. The radio antennas for the PSB are located on the monopole and roof top of the PSB. The scope of work includes procurement and installation of 17 antennas installed onto the monopole and 29 antennas installed on the rooftop. The infrastructure to support the antenna installation is within the building construction contract with Swinerton Builders. Proposal Process The notice inviting formal bids (IFB) to purchase and install the radio antennas for the PSB was posted on the City’s PlanetBids eProcurement system on November 28, 2022. The proposal period was 38 days, with proposals due on January 4, 2023 at 3:00pm. A mandatory pre-bid conference was held on December 6, 2022 at the PSB construction site. Four contractors attended the pre-bid conference. The City received two proposals on January 4, 2023 as listed on the attached Proposal Summary (Attachment A). 2 Construction contract with L.D. Strobel Co., Inc.,Contract No. C23186775 https://www.cityofpaloalto.org/files/assets/public/public-works/engineering-services/cip- contracts/c23186775.pdf Item No. 6. Staff Report Page 3 of 4 1 6 3 1 1 6 5 6 Summary of Bid Process Bid Name and Number Public Safety Building (PSB) Radio Antenna Package IFB 186775 Proposed Length of Project Seven (7) Months Number of Proposal Packages Downloaded by Builder’s Exchanges 2 Number of Proposal Packages Downloaded by Contractors 6 Total Days to Respond to IFB 38 Days Pre-Bid Conference Yes, Mandatory Pre-Bid Conference Number of Bids Received 2 Proposal Price Range – Base Proposal $414,486 to $595,162 Public Link to Solicitation https://pbsystem.planetbids.com/portal/25569/ bo/bo-detail/100125 Proposals ranged from $414,486 to $595,162 and from 31 percent to 1 percent below the engineer’s estimate of $600,000. Staff has reviewed the bids submitted and recommends the base bid and add alternate bid items 002 to 008, of $414,486 submitted by L.D. Strobel Co., Inc. be accepted, and that L.D. Strobel Co., Inc. be declared the lowest responsive and responsible bidder. The construction contingency amount of $41,449, which equals approximately 10 percent of the contract value, is requested for related, additional, but unforeseen work which may develop during the project, implemented via City-approved Change Order. Staff checked with the Contractor's State License Board and confirmed the contractor has an active license on file. Staff also checked the California Department of Industrial Relations (DIR) and confirmed the contractor has an active DIR registration. FISCAL/RESOURCE IMPACT Funding for this contract is available in the Fiscal Year 2023 Adopted Capital Improvement Fund New Public Safety Building project (PE-15001). STAKEHOLDER ENGAGEMENT Public Works has coordinated with key staff from departments whose operations will be dependent upon antenna communications at the PSB. Item No. 6. Staff Report Page 4 of 4 1 6 3 1 1 6 5 6 ENVIRONMENTAL REVIEW An Environmental Impact Report for the PSB and the New California Avenue Area Parking Garage was prepared and was certified by Council on June 11, 2018 (ID #8967), by adoption of Resolution No. 9772. ATTACHMENTS Attachment A: Public Safety Building Radio Antennas Proposal Summary APPROVED BY: Brad Eggleston, Director Public Works/City Engineer PSB Radio Antenna Package Bid Results Engineer's Estimate: $600,000 1 1 Lump Sum $334,275.00 $ 513,371.25 $ 513,371.25 Antenna #Antenna Name Model M1 Radwin 1 RW-5BG5-0650 M2 Radwin 2 RW-5BG5-0650 M3 Radwin 3 RW-5BG5-0650 M4 Radwin 4 RW-5BG5-0650 M5 Radwin 5 RW-5BG5-0650 M6 Radwin 6 RW-5BG5-0650 M7 FD-2 CT 220-3BN M8 FD-1 CT 220-3BN M9 LG-2 CT PD455-6N M10 PD-1 CTPD455-9N M11 800-1 CT 1108-1 M12 800-2 CT 1108-1 M13 800-3 CT 1108-1 M14 vFire-21, Command- 30, Tactical-40 CT 150-5N M15 Ubiquiti Data Transceiver Ubiquiti PS-5AC + PrismAP-5-30 M16 Ubiquiti Data Transceiver MikroTik RBLHG- 5HPnD-XL M17 UHF (460) Omni CT CMD201-7 Antenna #Antenna Name Model R1 Low-Band EOC CT 1142-2BN R3 San Mateo County Green CMD201-8 R4 BayMACS CMD201-8 R5 SVRCS- USDD FSA Control TW ANT830F2 R8 CHP CT 1142-2CN R9 Menlo Park, East Palo Alto PD CMD201-8 R10 vFire-22, vfire-23, SMC Control-1, SMC Command-11 CT 150-5N R11 GPS NetClock Orolia 8230AJ (Omni) R14 Motorola Consolette SVRIA TW ANT830F2 R15 Motorola Consolette SVRIA TW ANT830F2 R16 Motorola Consolette SVRIA TW ANT830F2 R17 (Not Used)(Not Used) R18 (Not Used)(Not Used) R19 Quad-Band Omni ANT280S or equiv VHF/UHF/700/800 R20 Quad-Band Omni ANT280S or equiv VHF/UHF/700/800 R23 UHF (460) Omni CT CMD201-7 R24 Amateur DualBand (144/440) Omni Diamond X-50NA R26 Amateur DualBand (144/440) Omni Diamond X-50NA R27 Amateur 220 Omni Diamond F142A $334,275.00 $513,371.25Total Base Bid Roof Top Antennas R6 SVRCS- Control Base 1 TW ANT830F2 R7 CST Group-Dynasel TOTAL ITEM PRICE CST Group- Dynasel UNIT PRICE R25 Amateur DualBand (144/440) Omni Diamond X-50NA SVRCS- Control Base 2 TW ANT830F2 L.D. Strobel Co. TOTAL ITEM PRICE All work shown in the Public Safety Building Radio Antenna specifications and drawings. The following antennas shall be included base bid item 001: $334,275.00 Monopole Antennas DESCRIPTION, WITH UNIT PRICE IN WORDS (EACH BID ITEM SHALL INCLUDE ALL APPLICABLE TAXES, PROFIT, INSURANCE, BONDS, AND OTHER OVERHEAD) L.D. Strobel Co. UNIT PRICEBID ITEM APPROX. QTY.UNIT 2 1 Lump Sum $13,811.00 $13,811.00 $11,684.40 $11,684.40 3 1 Lump Sum $5,673.00 $5,673.00 $11,684.40 $11,684.40 4 1 Lump Sum $5,483.00 $5,483.00 $11,684.40 $11,684.40 5 1 Lump Sum $13,811.00 $13,811.00 $11,684.40 $11,684.40 6 1 Lump Sum $13,811.00 $13,811.00 $11,684.40 $11,684.40 7 1 Lump Sum $13,811.00 $13,811.00 $11,684.40 $11,684.40 8 1 Lump Sum $13,811.00 $13,811.00 $11,684.40 $11,684.40 $80,211.00 $81,790.80 L.D. Strobel Co. CST Group-Dynasel $595,162.05 CST Group-Dynasel TOTAL ITEM PRICE Total Add Alternate $414,486.00 CST Group-Dynasel UNIT PRICE TW ANT220k or equiv (Discone) GRAND TOTAL (Base Bid + Alternates) L.D. Strobel Co. UNIT PRICE L.D. Strobel Co. TOTAL ITEM PRICE Roof Top Antenna R12 Simplex Backup Comms CT 455-9N Roof Top Antenna R2 Discone Antenna TW ANT220k BID ITEM APPROX. QTY.UNIT DESCRIPTION, WITH UNIT PRICE IN WORDS (EACH BID ITEM SHALL INCLUDE ALL APPLICABLE TAXES, PROFIT, INSURANCE, BONDS, AND OTHER OVERHEAD) Roof Top Antenna R29 Roof Top Antenna R22 Wideband Omni (Discone)TW ANT220k or equiv (Discone) Roof Top Antenna R13 Simplex Backup Comms CT 220-3BN Roof Top Antenna R21 Wideband Omni (Discone)TW ANT220k or equiv (Discone) Roof Top Antenna R28 Wideband Omni (Discone)TW ANT220k or equiv (Discone) Wideband Omni (Discone)