REPORT TO THE CITY COUNCIL
September 10, 2015
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
BY: ROBERT N. ANDERSEN, PE, Assistant Director
Public Works Department - Capital Management Division
DEBBIE BERNARD, Project Manager
Public Works Department - Facilities Management Division
SUBJECT
Title
Actions pertaining to an award of a construction contract to Maxwell Smart Construction of Clovis, CA in the amount of $154,125 for the Police Department Headquarters (PDHQ) parking lot fence and gates (Bid File No. 3383) (Council District 3)
1. Adopt finding of a Categorical Exemption per staff determination, pursuant to Section 15303(e) of the California Environmental Quality Act (CEQA) Guidelines
2. Award a construction contract with Maxwell Smart Construction of Clovis, CA in the amount of $154,125 for the PDHQ parking lot fence and gates
Body
RECOMMENDATIONS
Staff recommends that the City Council adopt a finding of Categorical Exemption and award a construction contract with Maxwell Smart Construction of Clovis, CA in the amount of $154,125 for the PDHQ Parking Lot Fence and Gates project.
EXECUTIVE SUMMARY
The City of Fresno Police Department operates 24 hours per day, 365 days per year out of two buildings at Fresno and M Streets with employees coming to work at all hours of the day. Additionally, detectives use the back entrance to the Headquarters building to transport victims of crime, witnesses, and arrestees into the facility. The buildings share a common parking lot between both buildings. Security gates or parking controls installation in the Headquarters and the Annex building parking will reduce security risk at the site.
BACKGROUND
The Police Departments operates from the Headquarters building located at 2323 Mariposa Mall as well as the Annex Building located at 2326 Fresno Street. Both buildings share a common parking lot between the two buildings which does not currently have security gates or parking controls.
In prior years, the Department utilized private security to monitor employee parking areas and limit individuals that did not have legitimate business with the Fresno Police Department from entering this area. Due to budget constraints, this practice was discontinued by the Department. In early 2010, the Department proposed building a fence around the parking lot area as a means of securing this area. Staff hired SIM Architects for the design of plans and general construction documents for the PDHQ Parking Lot Fence and Gates. The Notice Inviting Bids was published in the Business Journal on November 24, 2010 and faxed to 10 building exchanges. There were fifteen (15) sets of specifications distributed to prospective bidders. Seven (7) sealed bid proposals were received and opened in a public bid opening on December 16, 2010. The project stalled due to a lack of funding to complete the project.
The Police Department re-initiated the project to construct the fence around the parking area after a patrol vehicle arson occurred in the back lot of the Headquarters building, employee vehicles were vandalized and security cameras identified known violent street gang members walking through the unsecured parking area conducting counter surveillance on PD vehicles and the officers that drove these vehicles.
The plans and specifications were updated to current building code standards as well as to reflect new requirements of the Police Department. A Notice Inviting Bids was published in the Business Journal on April 8, 2015, and posted on the City’s website and faxed to ten (10) building exchanges. The specifications were distributed to eight (8) prospective bidders. Four (4) sealed bid proposals were received and opened in a public bid opening on May 12, 2015 with the bids ranging from $154,125 to $210,150.
Staff is recommending that the City Council adopt finding of a Categorical Exemption and award of a construction contract to Maxwell Smart Construction of Clovis, CA in the amount of $154,125 for the PDHQ Parking Lot Fence and Gates and to authorize the Public Works Director or designee to sign and execute the standardized contract on behalf of the City of Fresno.
ENVIRONMENTAL FINDINGS
Staff has determined that a Categorical Exemption is appropriate, based on Class 1 Section 15303(e) of the CEQA Guidelines, which exempts the new construction and location of limited numbers of new, small facilities or structures; including accessory (appurtenant) structures including garages, carports, patios, swimming pools and fences, because the project is installing new fences and gates. Furthermore, Staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project. Staff recommends that the Council, based upon its own independent judgment, adopt finding of a Categorical Exemption per staff determination, pursuant to Section 15303(e), Class 1 of the CEQA guidelines for the PDHQ Parking Lot Fence and Gates project.
LOCAL PREFERENCE
Local preference did not come into effect on this determination as the apparent lowest responsive and responsible bidder is a local business.
FISCAL IMPACT
The City of Fresno Police Department’s budget includes sufficient funding to pay for the PDHQ Parking Lot Fence and Gate project without the need to increase appropriations.
Attachments:
Bid Evaluation
Fiscal Impact Statement