HomeMy WebLinkAbout2021-06-08 - AGENDA REPORTS - F3023 SCV SHERIFF STATION PHASE III B (2)14
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CONSENT CALENDAR
CITY OF SANTA CLARITA
AGENDA REPORT
CITY MANAGER APPROVAL:
DATE: June 8, 2021
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Agenda Item: 14
SUBJECT: SANTA CLARITA VALLEY SHERIFF'S STATION - PHASE III B,
PROJECT F3023 - APPROVE ONSITE CONSTRUCTION
CONTRACT MODIFICATIONS
DEPARTMENT: Public Works
PRESENTER: Damon Letz
RECOMMENDED ACTION
City Council:
Extend the current contract and authorize an increased expenditure authority for the addition
of a code compliant smoke control system to Icon West, Inc., for a total amount not to exceed
$1,200,000.
2. Extend the current contract and authorize an increased expenditure authority for deputy
inspection and material testing services to Atlas Technical Consultants, LLC, for a total
amount not to exceed $55,000.
3. Extend the current contract and authorize an increased expenditure authority for project
management services and warranty cost to MNS Engineers, Inc., for a total amount not to
exceed $268,000.
4. Extend the current contract and authorize an increased expenditure authority for architectural
and design services to WLC Architects for a total amount not to exceed $129,590.
5. Appropriate to the Santa Clarita Valley Sheriff's Station project accounts as follows:
F3023723-5161.001 for $957,924 from the Facilities Fund Balance and F3023306-5161.001
for $584,876 from the Law Enforcement Facility Fees.
6. Authorize the City Manager or designee to execute a Utility Reimbursement Agreement with
Santa Clarita Valley Water Agency to reimburse the City for the design and construction of a
16-inch water main line on Golden Valley Road, subject to City Attorney approval.
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7. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
In May 2016, the City of Santa Clarita (City) and Los Angeles County (County) entered into a
Memorandum of Understanding to construct a new 45,000-square-foot Santa Clarita Valley
Sheriff's Station (Sheriff s Station), along with a 4,000-square-foot vehicle maintenance facility
and helipad to serve the entire Santa Clarita Valley. The current Sheriff's Station, located at
23740 Magic Mountain Parkway, was built in 1972 and is no longer adequate to effectively serve
the needs of the community. This project supports the Santa Clarita 2025 theme of Public Safety.
In November 2016, the City Council awarded contracts for Phase I of the project, which included
the preparation of the environmental and geotechnical studies and concept design. Subsequently,
in June 2017, the initial study and Mitigated Negative Declaration (MND) for the project was
completed in compliance with the California Environmental Quality Act as part of Phase L The
final MND was approved and certified by the City Council on August 22, 2017.
In October 2017, the City Council awarded an architectural and civil design contract for Phase II
of the project, which included finalizing the concept design developed in Phase I and the
preparation of all associated architectural, structural, and civil engineering drawings and
specifications necessary for the construction of the project.
Phase III construction activities for the Sheriff's Station have been divided into the following
three sub -phases:
Phase III A - Onsite improvements: These improvements are complete and included grading,
retaining walls, drainage improvements, traffic control, erosion control, and demolition.
Phase III B - Onsite construction: These improvements are 90 percent complete and includes the
construction of the main station building with a detention area, helipad, vehicle maintenance
building, visitor parking, staff parking, generator, fuel station, utility connections, radio antenna
tower, perimeter walls, landscaping, and the purchase of furnishings, fixtures, and equipment.
The Los Angeles County Sheriff's Department (LASD) is scheduled to move into the facility in
July 2021.
Phase III C - Golden Valley Road right-of-way improvements: These improvements are
complete and included demolition, utility connections, storm drain installation, roadway
improvements, median modifications, west curb and gutter, west streetlights, southbound lanes
repairs and paving, west sidewalk installation, commercial driveways, and an emergency
response traffic signal.
As this project has progressed, staff has worked with LASD to continually assess the overall
scope of the project to ensure that it meets their operational needs. At this time, several contracts
need to be amended to account for the added design and construction services to complete the
project and to provide oversight during the contractor's one-year warranty period.
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Phase III B Onsite Construction - Icon West
On May 28, 2019, the City Council awarded a construction contract for Phase III B Onsite
Construction to Icon West, Inc., for a total amount not to exceed $47,397,669.
Phase III B of the project has incurred several design changes during construction, including
adding a code -required, dedicated smoke control system in the detention area. This addition was
added mid -construction and requires the coordination of multiple trades, additional permitting
through jurisdictional authorities, and removal and rework of existing constructed features.
Design revisions combined with unforeseen field conditions have caused the construction
schedule to be extended and have resulted in additional costs. To cover the cost of adding a
dedicated smoke control system, it is recommended that the City Council increase the current
contract authority by atotal of $1,200,000.
Deputy Inspection and Material Testing Services - Atlas Technical Consultants
On September 8, 2020, the City Council amended a deputy inspection and material testing
service contract with Atlas Technical Consultants, LLC., for a total amount not to exceed
$332,033.
Due to the complexity of the project, additional inspections and testing are required to ensure
quality control. A specialized review and inspection process are also required for the dedicated
smoke control system in the detention area. To continue inspections and testing through the end
of the project, it is recommended that City Council increase the current contract authority by a
total of $55,000.
Project Management Services and Warrantv Period - MNS Engineers
On September 8, 2020, the City Council amended the project management contract with MNS
Engineers, Inc., for a total amount of $66,000. MNS Engineers, Inc., has provided project
management services for each of the three phases of the project.
Due to unforeseen field conditions and design revisions, the project management services will
need to be extended two months to cover the new construction end date. In addition, staff is
requesting to extend project management services through the contractor's one-year warranty
period. This will provide continuity of service due to the complex nature of the project, which
includes multiple technology and mechanical systems and will provide a smooth transition to
meet the operational needs of LASD. It is recommended that City Council increase the current
contract authority by $223,000 for the one-year warranty period oversite and $45,000 for project
management services, for a total amount of $268,000.
Architectural and Design Services - WLC Architects
On September 8, 2020, the City Council amended the architectural and design services contract
with WLC Architects, for a total amount of $374,303.
Due to the extension of the construction schedule, two additional months of design construction
support will be needed. Additional oversight is also needed to coordinate the data systems with
security systems, emergency services, utilities, fire systems, electrical, detention technology,
distributed antenna system, and LASD radio technology. To maintain continuity of design
construction support and allow for additional oversight of data system installation, it is
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recommended that the City Council increase the current contract by $129,590.
Budiaet Appropriation
The requested budget appropriation of $1,542,800 will provide funds necessary to extend the
construction contract and various consultant contracts, ensure oversite for the one-year warranty
period. City staff has negotiated fair and reasonable fees with the aforementioned firms for the
work required to complete Phase III B - Onsite Construction. The recommended action to
modify the current contracts for each firm and appropriate additional funds will provide for the
uninterrupted flow of construction through the successful completion of the project.
Utilitv Reimbursement Agreement
As part of the Sheriff's Station project, the 16-inch water main line on Golden Valley Road was
extended from north of Robert C. Lee Parkway to the project site. The main line extension
provides development benefits to properties along Golden Valley Road that will now have access
to tie into the water line. The cost to the City for the design, construction, and associated fees for
this improvement was $2,000,000. The City and Santa Clarita Valley Water Agency are in
discussions regarding potential reimbursement to the City for the costs of adding the water
infrastructure. The agreement would potentially reimburse the City over time for up to 90
percent of the costs to extend the water main line.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Funding requests for the recommended actions would use Facilities Fund Balance in the amount
of $957,924, and from the law enforcement facility fees for $584,876. The law enforcement
facility fees utilized for this project totals $2,457,766. Approval of the recommended actions
brings the total Sheriffs Station project budget to $68,886,449.
ATTACHMENTS
Bid Proposal for Icon West - Original (available in the City Clerk's Reading File)
Bid Proposal for Atlas (available in the City Clerk's Reading File)
Bid Proposal for MNS Engineer, Inc - Addendum 4 (available in the City Clerk's Reading File)
Bid Proposal for MNS Engineer, Inc - Addendum 5 (available in the City Clerk's Reading File)
Bid Proposal for WLC Architects (available in the City Clerk's Reading File)
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May24,2021UHIG#1019097PW
Ms.LisaCampos
CityofSantaClarita
23920ValenciaBlvd
SantaClarita,California91355
ViaEMail:lcampos@santaclarita.com
Reference:SantaClaritaValleyStationBudgetIncreaseProposal#2
DearMs.Campos:
AtlasTechnicalConsultants,fkaUnitedHeiderInspectionGroup(UHIG)ispleasedtobeapartofyourprojectteam
providingconstructionmaterialstestingandinspectionservicesontheSantaClaritaValleyStationProject.In
communicationwithMs.Campos,wehaveestablishedtheneedforadditionalfundstocompletekeyproject
milestonesthroughDecember2021.Ourbudgetincreaseproposalisbaseduponthefollowingproposal:
BudgetIncreaseProposal
DescriptionQuantityUnitRateSubtotals
MultiDisciplinedLeadInspector500Hours$94.00$47,000.00
AdditionalInspectors/TechniciansAsNeeded30Hours$90.00$2,880.00
MaterialTestingAllowance1Each$5,120.00$5,120.00
GRANDTOTAL$55,000.00
Thetimeframesareestimatesonlyandserviceswillberequestedonanasneededbasis,anyremainingfundswillbe
deductedfromthechangeorder.
WearecommittedtoprovidingtheCityofSantaClaritawiththeverybestserviceatacompetitivepricetofulfillthe
additionaltestingandinspectionsrequired.Pleasefeelfreetocontactuswithanyquestionsyoumayhaveorfor
furtherinformation.
RespectfullySubmitted,
ATLASTECHNICALCONSULTANTS
BridgetSherman
OperationsManager
Bridget.Sherman@oneatlas.com
14457MeridianParkway|Riverside,California92518|P:951.697.4777|F:951.888.3393
www.oneatlas.com
EXHIBIT A–SCOPE OF WORK
scope
The City of Santa Clarita(hereinafter “City”) has engaged MNS to providea qualified consultant (Mr.
Ross Pistone) to provide project management services to assist with the delivery of the new Santa
Clarita Valley Sheriff’s Station project.
The hourly rate for assigned staff shall not exceed $163.00 per hour.
The original contract amount was executed for a maximum of $290,000.00, to provide the following
services:
Attend Meetings
Maintain Project Files (hard copy and electronic)
Scheduling
Meeting Minutes
Correspondence
Review Plans
Review Reports
Utility Coordination
Research
Project Inspections
Oversee Project Consulting Team Activities
Project Status Reports
Contract Compliance
Coordinate with External Project Team Members
Amendment No. 01\[Previously Executed\]:
Provide support during the project design phase for an additional amount not to exceed
$95,000.00.
Amendment No. 02 \[Previously Executed\]:
Provide project management services through completion of construction, including project-
related reimbursable expenses, for an additional amount not to exceed $861,570.00.
Extended contract completion date to March 31, 2021.
Amendment No. 03 \[Previously Executed\]
Engineering • Surveying• Construction Management
EXHIBIT A–SCOPE OF WORK
scope
Provide project management support, including project-related reimbursable expenses, for an
additional two (2) months for an amount not to exceed $60,000.00.
Amendment No. 04
Provide project management support, including project-related reimbursable expenses, for an
additional 245 hours for an amount not to exceed $45,000.00.
Services that will continue to be provided through include the following:
o Supervise Consulting Construction Manager
o Supervise Consulting Project Coordinator
o Attend Meetings
o Maintain Project Files (hard copy and electronic)
o Scheduling
o Meeting Minutes
o Correspondence
o Review Plansand Specifications
o Review Third Party Reports
o Utility Coordination
o Conduct Research as Needed
o Project Inspections
o Manage Project Design Team Activities
o Project Status Reports
o Contract Compliance
Engineering • Surveying• Construction Management
EXHIBIT A–SCOPE OF WORK
scope
The City of Santa Clarita(hereinafter “City”) has engaged MNS to providea qualified consultant (Mr.
Ross Pistone) to provide project management services to assist with the delivery of the new Santa
Clarita Valley Sheriff’s Station project.
Currently, it is the City’s intent to retain Mr. Pistone to continue to provide project management
services, including project-related reimbursable expenses, through the contractor warranty period.
These services would commence on or around July 12, 2021 and end on June 30, 2022.
Mr. Pistone will assist City staff as directed, related to the warranty needs for the facility for a period
of one (1) year.
It is estimated Mr. Pistone will work approximately 1,040 hours at an hourly rate of $200/hour, for a
total of $208,000.
Reimbursable expenses are estimated to be $15,000.
Total Fee for this portion of the project = $223,000.00.
Engineering • Surveying• Construction Management
Rev. 3
April 2019
DOCUMENT 00 4113
BID FORM
TO THE CITY OF SANTA CLARITA
THIS BID IS SUBMITTED BY:
ICON WEST INC
(Firm/Company Name)
Re:Santa Clarita Valley Sheriffs Station Phase III B at 26201 Golden Valley Road, Santa Clarita, California
91350, Project Number F3023 / Phase III B f Project Bid Number ENG-18-19=F3023-D
1. The undgrsigned Bidder proposes and agrees, if this Bid is accepted, to enter into an agreement
' with the CITY OF SANTA CLARITA in the form included in the Contract Documents, Document
00 5200 (Agreement), to perform and furnish all Work as specified or indicated in the Contract
Documents for the Contract Sum and within the Contract Time indicated in this Bid and in
accordance with all other terms and conditions of the Contract Documents.
2, Bidder accepts all of the terms and conditions of the Contract Documents, Document 00 1113
(Notice Inviting Bids), and Document 00 2113 (Instructions to Bidders) including, without
limitation, those dealing with the disposition of Bid Security. This Bid will remain subject to
acceptance by City for 120 Days after the day of Bid Opening
3. In submitting this Bid, Bidder represents that Bidder has examined all of the Contract Documents,
performed all necessary Pre -Bid investigations, attended the mandatory Pre -Bid Meeting, if any,
received the Pre -Bid Meeting minutes (if'any), and received the following Addenda:
Addendum Number ADDENDUM DATE Signature of Bidder
Addendum 1
March 1, 20I9-
Addendum 2
March 20, 2019
Addendum 3
March 20, 2019
l Addendum 4
March 27, 2019
Addendum 5
April 12, 2019
4. Based on the foregoing, Bidder proposes and agrees to fully perform the Work within the time
stated and in strict accordance with the Contract Documents for -the following sums of money
listed in the following Schedule of Bid Prices:
Bid Form 00 4113 -1 Santa Clarita Valley Sheriffs Station
F3023 Phase III B
ALLOWANCE
Total Bid Price:
Rev. 3
April 2019
FORTY TWO MILLION RIVE HUNDRED FIFTY EIGHT THOUSAND SEVEN HUNDRED NINETY DOLLARS ONLY
ALLOWANCE
(Indicate Bid Price in Words)
DESCRIPTION
ALLOWANCE ($)
1 j Purchase and Installation of solar panel system $ 360, 000.00
2 J Purchase and Installation of Drainage Structures $ 50,000.00
3 I Installation of City's Art Piece in Main Lobby $ 20, 000.00
4 Telecom/Radio and Security Electronics Items $ 100,000.00
Grand Total Bid Price:
FORTY THREE MILLION EIGHTY EIGHT THOUSAND SEVEN HUNDRED NINETY DOLLARS ONLY
(Indicate Bid Price in Words)
The undersigned acknowledges that the Apparent Low Bidder will be determined as provided in
Documents 00 1113 (Notice to Bidders) and Document 00 2113 (instruction to Bidders).
5. Subcontractors for work are listed on Document 00 4314 (Subcontractors List), submitted
herewith.
6. The undersigned Bidder understands that Owner reserves the right to reject this Bid.
7. If written notice of the acceptance of this Bid, hereinafter referred to as Notice of Award, is mailed
or delivered to the undersigned Bidder within the time described in Paragraph 2 of this Document
00 4113 or at any other time thereafter before it is withdrawn, the undersigned Bidder will execute
and deliver the documents required by Document 00 2113 (Instructions to Bidders) within the
times specified therein.
8. Notice of Award or request for additional information may be addressed to the undersigned
Bidder at the address set forth below.
9. The undersigned Bidder herewith encloses cash, a cashier's check, or certified check of or on a
responsible bank in the United States, or a corporate surety bond furnished by a surety
authorized to do a surety business in the State of California, in form specified in Document 00
2113 (Instructions to Bidders), in the amount of ten percent (10%) of the Total Bid Price and
made payable to the CITY OF SANTA CLARITA.
10. The undersigned Bidder agrees to commence work under the Contract Documents on the date
established in Document 00 7200 (General Conditions) and to complete all Work within the time
specified in Document 00 5200 Agreement
11. The undersigned Bidder agrees that, in accordance with Document 00 7200 (General
Conditions), liquidated damages for failure to complete all Work in the Contract within the time
specified in Document 00 5200 (Agreement) shall be as set forth in Document 00 5200.
12. The names of all persons interested in the foregoing Bid as principals are:
f Michael Halaoui -Chairman & President _Bernard Ashkar - Chief Executive Officer _ ]
IMPORTANT NOTICE: If Bidder or other interested person is a corporation, give the legal name of
corporation, state where incorporated, and names of president and secretary thereof; if a partnership,
Bid Form 00 4113 - 2 Santa Clarita Valley Sheriff's Station
F3023 Phase III B
Rev. 3
April 2019
give name of the firm and names of all individual co-partners composing the firm; if Bidder or other
interested person is an individual, give first and last names in full.
ICON WEST INC
NAME OF BIDDER
licensed in accordance with an act for the registration of Contractors, and with license number:
747737 4 / 30 / 2020
Expiration:
CALIFORNIA
(Place of Incorporation, if Applicable)
(Principal)
Michael Halaoui - Chairman & President
(Principal)
Bernard Ashkar-Chief Executive Officer
(Principal)
I certify (or declare) under penalty of perjury under the laws of the State of California that the
foregoing is true and correct. �t(
(Signature of Bidder)
NOTE: If Bidder is a corporation, set forth the legal name of the corporation together with the signature of
the officer or officers authorized to sign contracts on behalf of the corporation. If Bidder is a
partnership, set forth the name of the firm together with the signature of the partner or partners
authorized to sign contracts on behalf of the partnership.
Business Address: 520 S. La Fayette Park Place Suite 503
Contractor's Representative(s):
Officers Authorized to Sign Contracts
Los Angeles
CA 90057
Bernard Ashkar I Chief Executive Officer
(Name/Title)
Michael Halaoui - Chairman & President
(Name/Titie)
(Name/Title)
Michael Halaoui - Chairman & President
(Name/Title)
Bernard Ashkar I Chief Executive Officer
(NametTitle)
Bid Form 00 4113 3 Santa Clarita Valley Sheriff's Station
F3023 Phase 1116
1161417�€ i►!OWl_plygpyG:t,,V yo2g�`L0*f0 —07
ACKNOWLEDGMENT
#-'Z a 1034 to - 0 /
A notary public or other officer completing this
certificate verifies oniy the identity of the individual
who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
State of California
County of 1.0'r /q 6 s V-P t
r
On "01314 00, oZOr9 before me, RIPQ1544,1ro TATi4 Z'UAIGG4 L
f/ (insert name and title of the officer)
personally appeared 46'�'�'�4-A 2)
who proved to me on the basis of satisfactory evidence to be the personopwhose name 'rs/
subscribed to the within instrument and acknowledged to me that helAWtl�* executed the same in
his/ /tl tr authorized capacity(601r and that by his/W%Or signaturW on the instrument the
person,*, or the entity upon behalf of which the person(acted, executed the Instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing
paragraph is true and correct.
WITNESS m hand and 0961 seal. RIDWANTQ TIRTATUNGGAL
YCommission #211D808
+6 Notary Public • California
z Los Angeles County
Nfy Comm, E Irea Min 12 2010
Signature, (Seal)
Telephone Number(s):
Fax Number(s):
Email Address(es):
Date of Bid:
Bid Form
(Name/Title)
213 385.0027
(Area Code) (Number)
(Area Code) (Number)
213 385.0024
(Area Code) (Number)
(Area Code) (Number)
bernard*ico it-west.cow
April 18, 2019
END OF DOCUMENT
Rev. 3
April 2019
00 4113 - 4 Santa Clarita Valley Sheriffs Station
F3023 Phase III B
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