Share to Facebook Share to Twitter Bookmark and Share
File #: 2015-1323   
Type: Regular Agenda Item
Body: City Council
On agenda: 3/3/2015
Title: . Recommendation to Adopt Plans and Specifications and Authorize a Call for Bids for Fire Station No. 3, No. P.W. 12-14-18. (Public Works 310)
Attachments: 1. Exhibit 1 - Plans, 2. Exhibit 2 - Specifications, 3. Exhibit 3 - Staff Report 7-29-14
Title.
 
Recommendation to Adopt Plans and Specifications and Authorize a Call for Bids for Fire Station No. 3, No. P.W. 12-14-18. (Public Works 310)
Body
Body
Re:      Recommendation to Adopt Plans and Specifications and Authorize a Call for Bids for Fire Station No. 3, No. P.W. 12-14-18
 
To:            Honorable Mayor and Members of the City Council
 
From:      John A. Russo, City Manager
 
BACKGROUND
 
The City of Alameda plans to construct a new Fire Station 3 to replace the one located at 1709 Grand Street which was deemed seismically unsafe and obsolete in the year 2000.  The new fire station will be constructed on the same site, and in conjunction with, the approved Emergency Operations Center (EOC).  The EOC will be located at 1809 Grand Street and the Fire Station at 1625 Buena Vista Avenue.  The complex has an hour glass shape that straddles the block from Hibbard Street to Grand Street. The site is one block from the old Station 3. While each structure serves its own purpose, they are intended to work in concert in the event of an emergency.
 
Fifteen years ago, Fire Department staff was forced to move out of Station 3 because it was declared seismically unsafe. At first, the fire fighters lived and worked out of a portable trailer in front of the station. The City was able to rent the house next door in 2001 and the firefighters have lived and worked out of the rental house since. The City's efforts to replace Station 3 have been long delayed.
 
The City's Federal Emergency Management Agency (FEMA) approved Hazard Mitigation Plan from 2005 identified relocation or replacement of Station 3 as a priority project; it was then continued into the 2010 Hazard Mitigation Plan. The 2010 FEMA approved Hazard Mitigation Plan also identifies the need to construct a new EOC. Implementation of the City's mitigation projects is a crucial element in the criteria for receiving FEMA financial assistance after a major disaster.
 
In June, 2012, the Public Works Department entered into a contract with Brown Reynolds Watford Architects (BRW) to conduct a feasibility study for both the EOC and Fire Station 3.  The consultant, together with City staff, facilitated three community meetings and discussions held on September 13, 2012, September 20, 2012 and October 1, 2012, focusing on operations, space needs, and site arrangement of both structures.  On July 9, 2013, a fourth meeting was conducted to present potential design concepts.  Notifications of the meetings were hand-delivered to adjacent properties, mailed to residents and property owners within a 600 foot radius, mailed to the Home Owner Associations and Harbormasters, as well as posted on the City of Alameda website.  Attendees included adjacent neighbors and interested community members.
 
On October 15, 2013 the Public Works Department entered into a contract with BRW for schematic and final design, preparation of construction documents, and assistance during the bidding and construction phases of the EOC only.  It was determined at that time that the EOC could proceed slightly ahead of Fire Station 3.
 
On January 27, 2014, the Planning Board held a public hearing to review the proposed EOC site plan and architectural elevations.  At that meeting, the Planning Board approved the Design Review application (PB-14-04) with a condition that the driveway be modified slightly and a condition that the architectural design be revised and returned to the Planning Board for final approval. On March 27, 2014, the Planning Board held a public hearing and approved the proposed architectural drawings and site plan modifications for the EOC.
 
In April, 2014, the Public Works Department, in conjunction with the Fire Department, issued a Request for Proposal for design services and contract administration for Fire Station 3.  Five consultants submitted proposals.  Three firms were short-listed and interviewed.  In June, the City Council awarded the contract to BRW in the amount of $431,200, including contingencies, for the design of Fire Station 3.  
 
On August 1, 2014, the Public Works Department sent out notices of Statements of Qualification (SOQ) to prequalify contractors to bid on the construction of the Emergency Operations Center project, No. P.W. 06-14-23.  The completed SOQ's were due on August 21, 2014.  On August 28, 2014, the City announced the three general contractors that qualified to bid for the EOC project (see table below).
 
On September 2, 2014, at its regular Council meeting, the City Council adopted plans and specifications for the EOC and authorized a call for bids for the construction of the EOC.  The project includes:
 
1.      Perimeter site and street improvements including utility tie-ins and curb cuts for both the EOC and Fire Station 3;
 
2.      On-site improvements integral for the operation of the EOC.  This includes the driveway approaches, parking lot improvements, perimeter fencing and gates, site lighting, and landscape;
 
3.      Limited site work for the future Fire Station 3, including building pad preparation, utility rough-ins, storm drain protection measures, and an emergency generator that is sized and installed with capacity to serve both the EOC and the Fire Station; and
 
4.      The completion of the EOC including all finishes, fixtures, and equipment for a facility that is ready for occupancy.
 
On September 3, 2014, the bid invitations were issued with bids due on September 17, 2014.  The bids are as follow from lowest to highest:
 
Bidder
Location
Bid Amount
Sausal Corporation
San Leandro, CA
$3,103,800
Alten Construction
Richmond, CA
$3,303,000
S. J. Amoroso Construction
Redwood Shores, CA
$3,477,000
 
On September 19, 2014, Public Works received a bid protest from Alten Construction.  
 
After following the bid protest process, the Public Works Department decided to reject all bids and to combine the construction of the EOC project with Fire Station 3.  It was determined that combining the projects would help the City save money in completing both projects.
 
DISCUSSION
 
As outlined above, the City Council approved the plans and specifications for the EOC on September 2, 2014. Design for Fire Station 3 was approved by the Planning Board on October 27, 2014.  Staff is now requesting the Council adopt the plans and specifications for Fire Station 3, and authorize a call for bids.  
 
The replacement Fire Station 3 will accommodate firefighting operation activities, firefighter living quarters, apparatus bays, a conference room, and a public lobby with public restrooms.  The facility is designed to accommodate one truck company, one engine company, and an ambulance.  The fire station's office, living quarters, public lobby, and public restrooms would be situated along Buena Vista Avenue.  The apparatus bays and appurtenant facilities would be located behind the office and living quarters.  The bays would be approximately 18 feet by 78 feet each, and approximately 20 feet in height.  
 
Outdoor vehicle service areas consisting of concrete pads would be located at the front and rear of the apparatus bays to facilitate inspections, servicing, cleaning, and fueling.  Fire trucks would enter the bays from Hibbard Street and exit onto Grand Street.  The new fire station would operate 24-hours a day, seven days a week.  Living quarters to accommodate eight firefighters include sleeping quarters, bathroom facilities, kitchen with dining facilities, laundry room, exercise room, and outdoor patio.
 
Staff is recommending that the City bid both projects at this time to take advantage of a favorable bidding environment.  The EOC is fully approved and funded. Funding for Fire Station has been identified and partially secured as outlined in the attached staff report from July 29, 2014.  The Infrastructure Bank and Economic Development Bank (IBank) loan application has been submitted to the State of California and staff anticipates loan approval within 60 days.  City staff has been in contact with IBank personnel and expects approval to coincide with the receipt of these bids.  
 
Contractors will be required to hold their prices for a period of 60 days, and the contract will not be awarded until after the loan commitment is received.  Staff believes it prudent to submit a call for bids now, prior to receiving final IBank approval because late winter/early spring is when contractors are looking for work and prices are more favorable.  Delay would increase the cost of construction.
 
 
FINANCIAL IMPACT
 
The City Council earlier approved sources of funding for Fire Station 3 is as follows:
 
Facility Maintenance Fund (706)                  $  400,000
Capital Project 91344 (EOC and Fire
Station 3) FY13-14                              $  341,000
Internal Loan from Equipment Replacement
Or Proceeds from sale of 1703 Grand Street      $1,259,000
Infrastructure Bank Loan                        $3,000,000
Total Available Sources                        $5,000,000
 
The General Fund will be impacted in the future by repayment of the Infrastructure Bank Loan (estimated at 4% over 20 years) and to the extent necessary an internal loan from the Equipment Replacement Fund (3% over 20 years).  Total estimated debt service is anticipated not to exceed $300,000 annually, $6.9 million over the 20 year term.  These costs are anticipated to be offset by approximately $50,000 of annual savings from removal of the need to lease staff housing quarters and energy savings from the new Fire Station 3.
 
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
 
This action does not affect the Municipal Code.
 
ENVIRONMENTAL REVIEW
 
In accordance with the California Environmental Quality Act (CEQA), this project is categorically exempt under CEQA guidelines section 15332, In-Fill Development Project.
 
RECOMMENDATION
 
Adopt plans and specifications and authorize a call for bids for fire station no. 3, No. P.W. 12-14-18.
 
Respectfully submitted,
Doug Long, Acting Fire Chief
Robert G. Haun, Public Works Director
 
Financial Impact section reviewed,
Juelle-Ann Boyer, Interim Finance Director
 
Exhibits:
1.      Plans
2.      Specifications
3.      Staff Report 7-29-14