Subsequent to the April 30, 2019, structural assessment analysis, it was the consultant’s recommendation the City construct a new Fleet Maintenance/Utility Purchasing Warehouse and Storage Building. The analysis was the first step in a multi-year process intended to ensure that the City continues to be provided with adequate Public Works infrastructure maintenance and utility services in the future as well as maintenance to all City owned vehicles and equipment. The existing facility located at 6420 Pine Hill Road was constructed in 1973 and housed the Public Works Department. This included administrative offices and operation centers for water and sewer utilities, streets and right-of-way maintenance, stormwater utility, construction management, fleet maintenance, utility and automotive purchasing and inventory storage until 2009. In its current operational state, the facility is utilized to perform fleet maintenance and utility purchasing and inventory storage. In addition to material storage, the building and site houses heavy maintenance equipment, ancillary equipment, construction materials, and police seizure vehicles. As the size and complexity of our public works operation has increased over time, it is readily apparent the need for the City to construction a new facility in order to maintain the appropriate level of public works services in the future.
As City Council may recall, plans and specifications for the construction of the proposed structure were prepared by Williams Architects (WA). WA worked with staff on the design and rehabilitation of the Library. The project was advertised for bid on December 29, 2021. On February 3, 2022, four (4) sealed bids were submitted to the City Clerk’s Office. The four (4) sealed bids were announced and opened on February 4, 2022. The bids ranged from a low bid of $5,125,300 to a high bid of $5,315,045; all of which exceeded the City’s allocated funding in the amount of $2.2 million or approximately $3.3 million over the allocated amount. Subsequent a review by City staff and WA, it was determined that the cause of the bid escalation was due to the Covid 19 virus pandemic and the material supply chain delays. The recommendation from WA to staff was to wait until the pandemic concluded and the material supply chain delays corrected itself. In addition, WA recommended that a construction management firm be incorporated into the process and oversee the project.
On October 18, 2022, RFP submissions were due to the City Clerk for construction management services. This type of construction service is also known as a “Contractor at Risk”. This is where the construction management firm would perform value engineering, perform the bidding process with vendors in accordance with the ready for construction documents, and oversee the construction phase of the project. Once all phases are completed, the contractor guarantees the owner (in this case the City), the total cost submitted in the RFP will not be exceeded. If so, the contractor takes all of the risk and is responsible for all costs associated with the project cost exceedance.
On December 8, 2022, staff held interviews with the top three (3) firms that submitted RFP packages for construction management services. Four (4) construction management firms submitted RFPs. One (1) firm was disqualified due to an invalid RFP submission. Criteria was based on bid amount, team and assigned personnel qualification, and experience. Firm references, previous similar work completed, project approach, and technical compliance with the RFQ requirements. Subsequent to the interviews, HCSC was ranked number one (1) out of the three (3) firms. Further negotiations with HCSC resulted in the reduction of their original bid amount of $601,614 to $473,782. As City Council is aware, staff has worked with HCSC on the Sims Park Improvements project, the Recreation and Aquatic Center Fitness Expansion project, and the Library Renovation project. Staff is confident that the firm has the expertise to deliver a product that meets and or exceeds the demands and standards set by City Council and staff.