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Home My WebLink About2011/09/20 Item 06 CITY COUNCIL AGENDA STATEMENT ~ \ If:.. CITY OF '_:!..- (HUlA VISTA 9/20/11, Item~ SUBMITTED BY: REVIEWED BY: RESOLUTION OF THE CITY COUNCIL OF THE . CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING A CONTRACT TO SOUTH BAY FENCING IN THE AMOUNT OF $44,214 FOR THE INSTALLATION OF CHAIN LINK FENCING AND GATES IN THE CITY OF CHULA VISTA, CA AND AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXPEND ALL AVAILABLE CONTINGENCY FUNDS IN THE PROJECT IN THE AMOUNT $8,000 _ DIRECTOR OF ''#' WORK~ CITY MANAGER _~:: ASSISTANT CIT ANAGEKijV'il 4/5THS VOTE: YES 0 NO [g] ITEM TITLE: SUMMARY The City of Chula Vista Fire Department hosts Urban Area Security Initiative (VASI) techitical rescue classes throughout the year. These Federally funded training classes are taught by our trained department personnel and attended by Firefighters from around the State. This Federal Grant funding covers the cost of the student's tuition, which in turn pays for our instructors, books, tool purchases and repairs, miscellaneous facility' costs and administrative fees. The facility fees are used to maintain the training facility and the associated props. It is a necessity that the City installs a fence to secure the property and assure that the public is kept out of this area. Revenue for this project will come from the FYII112 Federal Grant Fund account. No appropriations are necessary and this project does not impact the General Fund. ENVIRONMENTAL REVIEW The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 3(e) categorical exemption pursuant to Section 15303 [New Constmction or Conversion of Small Structures] of the State CEQA Guidelines because the project involves the installation of a security fence which is exempt from the provisions of CEQA. Thus, no further environmental review is necessary. 6-1 9/20/11, Item " Page 2 of 3 RECOMMENDATION Council adopt the resolution BOARDS/COMMISSION RECOMMENDATION Not applicable DISCUSSION The proposed fencing project will secure the fire training facility limiting access to the site and associated training props. The department has grown, so has the need for additional training. In April 2000, the City of Chula Vista expanded the Fire Training Facility adding a classroom, offices, locker rooms and additional training props. Following the attacks on our country on September II, 2001, President Bush tasked the Federal Emergency Management Agency (FEMA) with assuring that firefighters had the funding and training necessary to properly respond to terrorist attacks. This increased demand for heavy rescue related training created an opportunity for the Fire Department to expand and become a leader in this arena. The fence is necessary to secure the training site and protect the training props. The funds generated by providing this training will be used to secure the site. Per Section 1009 of the City Charter, Public Works/Engineering staff prepared the informal bid contract documents, specifications, and provided the Fire Station # 4 Security Fencing project on July 29,2011 to three qualified bidders. Bids were received by staff on August 10,2011, for the project as follows: CONTRACTOR BID AMOUNT South Bay Fence Co, - Chula Vista, CA $ 44,214.00 JB Bradford Metals - Chula Vista, CA $ 46,587.00 Area-West Fence Co. - Lakeside, CA $ 49,436.00 Staff reviewed the low bid and determined the bid package is complete, with no errors or omissions. Therefore, staff recommends awarding a contract in the amount of $44,214 to South Bay Fence Co. In addition, the proposed resolution would also authorize the Director of Public Works to approve change orders over and above existing policy limits. Under City Council Policy No. 574-01, if an individual change order causes the cumulative increase in change orders to exceed .the Director's authority ("Maximum Aggregate Increase in Change Orders"), then City Council approval is required. The corresponding maximum aggregate contract increase that may be approved by the Director of Public Works under Policy No. 574-01 for this project is $4,421. Approval of the proposed resolution would increase the Director of Public Works' authority to approve change orders, as necessary, up to the contingency amount of $8,000, which is an increase of $3,579, over Policy No. 574-01. Increasing the contingency funds will allow staff to continue the project without delay should unforeseen circumstances resulting in increased project costs arise during the course of construction, as well as make adjustments to bid item quantities. If the contingency funds are not used, then they will be returned to the project fund balance at completion. 6-2 9/20/11, Item fn Page 3 of 3 DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council and has found no property holdings within 500 feet of the boundaries of the property that is the subject of this action. CURRENT YEAR FISCAL IMPACT There are sufficient funds in the FYllll2 Federal Grant Fund account for this project. No appropriations are necessary and this project does not impact the General Fund. A breakdown of costs is as follows: FUNDS REQUIRED FOR CONSTRUCTION Contract Amount $44,214.00 Contract Contingency $8,000.00 (includes 10% of contract plus $3,579) Staff Time $1,000.00 TOTAL REQUIRED $53,214.00 ONGOING FISCAL IMPACT Routine maintenance for this project will come from future year's Federal Grant Fund account. ATTACHMENTS 1. Contractor's Disclosure Statement. Prepared by: James Garcia, Deputy Fire Chief, Fire Department Gordon Day, Building Project Manager, Public Works Department J:IEngineerIAGENDAICAS201I\09-20-IIITraining Facility agenda.doc 6-3 ATTACHMENT I City of Chula Vista Disclosure Statement Pursuant to Council Policy 101-01, prior to any action upon matters that will require discretionary action by the Council, Planning Commission and all other official bodies ofthe City, a statement of disclosure of certain ownership or financial interests, payments, or campaign contributions for a City of Chula Vista election must be filed. The following infonnation must be disclosed: . 1. List the names of all persons having a financial interest in the property that is the snbject of Ihe application or Ihe contract, e.g., owner, applicant, contractor, subcontractor, material supplier. N/A 2. If any person' identified pursuantto (1) above is a corporation or partnership, list lbe names of all individuals with a $2000 investment in lbe business (corporation/partnership) entity. N/A 3. If any person' identified pursuant to (1) above is a non-profit organization or trust, list the names of any person serving as director of lbe non-profit organization or as trustee or beneficiary or trustor of lbe trust. NjA 4. Please identify every person, including any agents, employees, consultants, or independent contractors you have assigned to represent you before the City in this matter. N/A 5. Has any person' associated wilb this contract had any financial dealings wilb an official" oflbe City ofChula Vista as it relates to this contract within the past 12 months? Yes_ No~ 14 C:\Documents and Settings\gordond\1vIy Documents\Sta # 4 Fencing\Fire # 4 Fencing Contracldoc 6-4 If Yes, briefly describe the !;lature of the financial interest the official*:fI may h~ve in this contract. 6. Have you made a contribution of more than $250 within the past twelve (12) months to a current member of the Chula Vista City Council? No.x Yes _ If yes, which Council member? 7. Have you provided more than $340 (or an item of equivalent value) to an official.. of the City of Chula Vista in the past twelve (12) months? (This includes being a source of income, money to retire a legal debt, gift, loan, etc.) Yes _ No...K- If Yes, which official" and what was tbe nature of item provided? Date: 08/08/11 Signature of actor/Applicant Darrel 0 stan South Bay Fence, Inc. Print or type name of Contractor/Applicant , Person is defmed as: any individual, fIrm, co-partnership, joint venture, association, social club, fraternal org!IDization, corporation, estate, trust, receiver, syndicate, any other county, city, municipality, district, or other political subdhrision, -or any other group or combination acting as a unit. " Official includes, but is not limited to: Mayor, Council member, Planning Commissioner, Member of a-board, commission, or committee of the City, employee,_or staff members. 15 C:\Docuinents and Scttings\gordoi:1d\My Documents\Sta # 4 Fencing\Fire # 4 Fencing Contract doc 6-5 RESOLUTION NO. 2011- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING A CONTRACT TO SOUTH BAY FENCING IN THE AMOUNT OF $44,214 FOR THE INSTALLATION OF CHAIN LINK FENCING AND GATES IN THE CITY OF CHULA VISTA, CA AND AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXPEND ALL AVAILABLE CONTINGENCY FUNDS IN THE PROJECT IN THE AMOUNT OF $8,000 WHEREAS, the City of Chula Vista Fire Department hosts Urban Area Security Initiative (UASI) technical rescue classes throughout the year; and WHEREAS, the props and training tower used to deliver this training pose a risk to the general public; and WHEREAS, it is a necessity that the City installs a fence to secure the property and assure that the public is kept out of this area; and WHEREAS, revenue for this project will come from the FYII/12 Federal Grant Fund account; and WHEREAS, per Section 1009 of the City Charter, Public Works/Engineering staff prepared the informal bid contract documents, specifications, and provided the Fire Station # 4 Security Fencing project on July 29, 2011 to three qualified bidders. Bids were received by staff on August 10, 2011, for the project as follows: CONTRACTOR BID AMOUNT South Bay Fence Co, - Chula Vista, CA $ 44,214:00 JB Bradford Metals - Chula Vista, CA . $ 46,587.00 Area-West Fence Co. - Lakeside, CA $ 49,436.00 WHEREAS, staff reviewed the low bid and determined the bid package is complete, with no errors or omlSSlOns. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Chula Vista does hereby accept bids and award a contract to South Bay Fencing in the amount of $44,214 for the installation of chain link fencing and gates in the City of Chula Vista, CA and authorizing the Director of Public Works to expend all available contingency funds in the_projecr in the amount of $8,000. /~-..._/.... Presented by / ~- Richard A. Hopkins Director of Public Works 6-6