8.5 Fire Station #1 ImprovementsCITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
8/13/2012 4:00 P.M.
ORIGINATING DEPARTMENT: FISCAL APPROVAL: AGENDA SECTION
NO:
BY:
FIRE DEPARTMENT FINAL APPROVAL: ITEM
NO:
Page 1
BY: Larry Mullikin, Fire Chief BY:
ITEM:
Award of construction bid for Phase Fire Station #1 Improvements, Project No. 08-2699.
BACKGROUND:
The fire administration has been working closely with DMA Architects, on a CIP project to update and
remodel Fire Station #1. This project has been done in two phases, with the design completed for
Phase 1 and the City Commission considering construction bids for this phase.
Fire Station #1 was constructed in 1951 at a cost of $175,000. The station has undergone numerous
small remodeling projects that updated the living space and added new air-conditioning to the
administrative offices. As it sets today, the building has much of the original electrical wiring and
service along with the original plumbing and water systems. There are also two small low pressure
boilers in the basement that were installed in 1991 to provide hot water heat to the building and front
driveway. Today, only one boiler is operational. The other is in need of replacement and is not
currently in use.
In 2008 funds were allocated in the CIP to remodel and expand the administrative offices due to age
and congestion. Subsequently, a needs analysis was conducted by DMA Architects that identified
numerous deficiencies within the building’s electrical, plumbing, and HVAC systems, living quarters,
ADA accessibility, office space requirements, and general fire station conditions. This information was
helpful in determining that the original office space project did not make financial sense; but instead
modified it to a total remodel and update of the entire station.
The goal of the overall current project is to design the building and related systems to provide: 1)
updated mechanical/electrical systems for safety and efficiency; 2) adequate space for fire training
and administrative services with some reserve capacity in place; 3) provide safe, modern, and
efficient living space for 24 hour shift personnel, with space for future needs; and 4) ensure adequate
capability for the building to function as the Fire Operations Headquarters during major emergency
events that affect the community. The objective is for the basic building design and size, when
completed, to provide adequate space for another 50 to 60 years.
DISCUSSION:
Project Details
Phase 1 of the station remodel/update will address all of the building’s electrical and plumbing
backbone with a total replacement and update. If the first phase is approved in total it will:
1) Add a second story above the current administrative offices, expanding the floor space for
additional training room space, enlarged and updated restroom and shower facilities, and
increased living space by moving the fitness room to the new area.
2) Remodel and renovate the entire 2nd floor; thereby, providing additional living space, additional
bunk space, and a more cohesive living arrangement and open design.
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
8/13/2012 4:00 P.M.
ORIGINATING DEPARTMENT: FISCAL APPROVAL: AGENDA SECTION
NO:
BY:
FIRE DEPARTMENT FINAL APPROVAL: ITEM
NO:
Page 2
BY: Larry Mullikin, Fire Chief BY:
3) Install a new high efficiency HVAC system through out the living quarters and administrative
offices.
4) Provide additional and much needed training classroom space.
5) Replace/upgrade all of the buildings aging and non-code compliant electrical service and
system.
6) Replace the aging plumbing system and fixtures.
7) Capture additional floor space in the hose tower that is no longer needed for this purpose and
re-allocate it for more productive administrative or personnel use.
8) Add an elevator to the building to access the second floor and bring the building into ADA
compliance.
9) Provide a generator capable of powering the entire building during a blackout, which is
essential during typical power outages that occur due to seasonal, severe storms and
infrequent emergency disasters.
10) Provide a containment area for proper decontamination of medical equipment.
Report Attachments
This project bid report contains numerous attachments that will be referred to from this point forward.
For reference the attachment schedule is:
1 Existing facility aerial overview
2 Existing facility photo – front looking west
3 Remodeled building – front looking west
4 Remodeled building – front looking east
5 Remodeled building – side
6 1st floor drawing
7 2nd floor drawing without Alternate #1
8 Bid tabulation form
9 Recommendation from Architect
10 Explanation of alternates
11 Listing of furniture/equipment outside the construction contract
12 Phase 2 floor plan
Attachments 1 through 7 visually describe the project. However, Attachment 7 does not show the
inclusion of Add-Alternate 1, which would expand the bunkroom facilities over the drive bay to the
west.
The development of bid documents as well as the Instructions to Bidders was handled by DMA
Architects and their staff. As part of the bid process, the contactors interested were required to attend
a pre-bid conference which included an educational briefing session to respond to questions and
explain the process of submitting questions and bids for the project.
Project Base Bids and Add-Alternates
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
8/13/2012 4:00 P.M.
ORIGINATING DEPARTMENT: FISCAL APPROVAL: AGENDA SECTION
NO:
BY:
FIRE DEPARTMENT FINAL APPROVAL: ITEM
NO:
Page 3
BY: Larry Mullikin, Fire Chief BY:
Attachment #8 is the tabulation of bids received by the City Clerk. There is a base bid for the project
and a listing of bids for each specific Add-Alternate item. A summary of the base bids, with all Add-
Alternates in order of low to high is as follows:
Base Bid Total w/ All Alternates
Cheney Const. $1,198,072 $1,663,201
Bauer & Son Const. $1,202,000 $1,710,800
Busboom & Rauh $1,330,500 $1,820,763
Ron Fowles Const. $1,343,000 $1,862,700
Const. Serv. Bryant, Inc. $1,313,000 $1,913,000
Harbin Const. $1,384,000 $1,994,735
Engineer’s Estimate $1,226,000 $1,684,000
When this project was in the design and bid specification process there was a ‘Project Team’
established that was comprised of Mike Schrage, Deputy City Manager; Rod Franz, Director of
Finance; Larry Mullikin, Fire Chief; Byron Erickson, Facilities Superintendent; and numerous support
staff. The team was concerned that the cost of the entire project would come in substantially above
the estimate. Therefore, it was opted to break the project apart with nine ‘Add-Alternate’ bid items
(Attachment 10) that could be included or eliminated at the discretion of the City Commission. Each
Add-Alternate bid item is detailed in Attachment 10. It is believed that significant value is added to
the final product due to financial, operational, or administrative perspective.
After careful consideration, the fire administration believes the goals of the project will not be
compromised if Add-Alternates 6, 7, and 8 are removed from the project, though they are deemed to
be beneficial to the project. Conversely, the administration is strongly recommending the inclusion of
Add-Alternates 1, 2, 3, 4, 5, and 9 in the project. Based on selecting the low bidder, this
recommendation will reduce the overall cost of the project by approximately $65,623. Total project
cost for Phase 1 can be reduced some depending on which Add-Alternates are approved. Some of
the Add-Alternates can be eliminated from Phase 1, but would need to be considered in Phase 2. As
an example, the EMS clean room (Add-Alternate 3) cannot be accomplished if the emergency
generator alternate (Add-Alternate 2) is not included. The timing of approving Add-Alternates may
also impact their future cost, with assumptions that costs may increase in the future.
The Architect and Project Team have thoroughly reviewed all the bids from the perspective of the bid
amount, compliance with the Instructions to Bidders and the significance of any bidding non-
conformities. Attachment #9 is a letter from Project Architect, Don Marrs, dated July 12, 2012 that
provides his professional observations and recommendation following the July 3rd bid opening.
As background information intended to assist in consideration of Mr. Marrs’ observations and
recommendation, it should be noted that the Instruction to Bidders contained the following two
Sections within Article 5 which is entitled CONSIDERATION OF BIDS.
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
8/13/2012 4:00 P.M.
ORIGINATING DEPARTMENT: FISCAL APPROVAL: AGENDA SECTION
NO:
BY:
FIRE DEPARTMENT FINAL APPROVAL: ITEM
NO:
Page 4
BY: Larry Mullikin, Fire Chief BY:
5.2 REJECTION OF BIDS
The Owner shall have the right to reject any or all Bids. A Bid not accompanied by a required bid
security or by other data required by the Bidding Documents, or a Bid which is any way incomplete or
irregular is subject to rejection.
5.3 ACCEPTANCE OF BID AWARD
5.3.1 It is the intent of the Owner to award a Contract to the lowest qualified Bidder provided the Bid
has been submitted in accordance with the requirements of the Bidding Documents and does
not exceed the funds available. The Owner shall have the right to waive informalities and
irregularities in a Bid received and to accept the Bid which, in the Owner’s judgment is in the
Owner’s own best interest.
In his conclusion, Mr. Marrs notes that Cheney Construction did not comply with the bidding
requirements for visiting the job site and for submitting or completing their bid on the required form,
and makes reference to bidding irregularities in a general sense. Staff and legal counsel have
reviewed each of the items noted in Mr. Marrs’ correspondence and would offer the following
additional information.
1.) Job Site Visit – Upon subsequent inquiry, Cheney Construction represents that its
representative did view the job site but did not log in or log out as required by Addenda #2
Item 2-2. Staff concurs that this constitutes a bid irregularity and believes it is eligible for
waiver at the discretion of the City Commission as the project Owner.
2.) Bid Submission on Required Forms - Cheney Construction submitted both a sealed bid form
and a sealed bid modification prior to the bid deadline.
a. Form of Bid Modification – Mr. Marrs notes that the Cheney Bid modification was
submitted on their company letterhead rather than the required form. However, section
4.4.2 of the Instructions to Bidders indicates that a bid submitted may be modified by
written notice over the signature of the bidder at the place designated for the receipt of
bids without specifying a required form.
b. Incomplete Bid Form – Mr. Marrs notes that the bid form submitted by Cheney did not
fill in all of the blanks as required by Article 4 of the Instruction to Bidders. The
information omitted from the original bid form was an identification of each of the sub-
contractors. The bid modification itemized the sub-contractors. Failure to complete the
Bid Form could be considered a technical irregularity. However, both Mr. Marrs as well
as staff have concluded that by using both the original bid and the bid modification all
the information was received from Cheney to fill in all the blanks required on the bid
form.
3.) Contractor Qualification Requirements – Mr. Marrs notes that Cheney Construction only listed
Ron Cheney as the project manager and provided resumes for two superintendents while
Bauer & Son Construction gave a full listing of personnel that would be assigned to the
project. In addition to providing resumes, Bauer & Son identified by name their proposed
Client Point-of-Contact, Safety Director, Office Manager, Project Manager and Site Project
Manager / Site Superintendent.
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
8/13/2012 4:00 P.M.
ORIGINATING DEPARTMENT: FISCAL APPROVAL: AGENDA SECTION
NO:
BY:
FIRE DEPARTMENT FINAL APPROVAL: ITEM
NO:
Page 5
BY: Larry Mullikin, Fire Chief BY:
4.) Past Experience – In addition to Mr. Marrs providing a summary of DMA Architects’ past
experiences with both contractors, staff and Mr. Marrs contacted owner and architectural
references, respectively. With the exception of one lukewarm response for Cheney
Construction, all references were positive for both Cheney Construction and Bauer & Sons.
5.) Communications with Bidders – Mr. Marrs also noted that Cheney Construction wrote down
the wrong electrical sub and wanted to change the sub he listed. He further noted that the
requested change is not allowed unless the owner concurs. In the event, that Cheney
Construction is to be awarded the bid, it will be necessary for a final decision to be made upon
this request.
As noted above the contract document specifically provides that the Owner reserves the right to reject
any or all bids as well as waive informalities and irregularities. Consequently, the Governing Body
has the prerogative to either determine that irregularities and informalities exist in the Cheney Bid that
merit rejection of the Bid or choose to determine that any irregularities or informalities that may exist
in relation to the Cheney bid are inconsequential, do not merit rejection of the Cheney Construction
bid and, therefore, should be waived.
Please note that the base bid and cost of Add-Alternate items is specific to the construction only and
does not include the following project related costs,
Construction Contingency $42,000
Architectural Design and Project Observation $192,000
Furnishings and Equipment $81,800
Admin Relocation Expenses - Contingency $25,000
Station #1 Equip / Personnel Relocation - Contingency $25,000
Sub-Total $365,800
With the exception of relocation, these costs are typical of most building construction projects. The
contingency amounts included above are to allow for the relocation of administrative staff members
during the construction and to provide funding should the station response personnel be forced to
vacate the building for a short period of time. The relocation of administrative staff is anticipated, but
the project construction phasing is intended to prevent the need to relocate station response
personnel. As a result, this amount is not expected to be expended, but establishes a back up plan if
relocation is needed.
FISCAL NOTE:
This project was initially authorized in 2009 at an estimated cost of $1,787,000. Funding was
provided through bond proceeds from the 2010-A Bond issue. After accounting for costs incurred to-
date, there is approximately $1,550,000 remaining to be spent. Any cost committed in excess of this
amount will need to come from a supplemental authorization and bond issue. Based on a total cost
of $2,086,600, the annual cost for the supplemental funding will be on the order of $42,000 over a 15
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
8/13/2012 4:00 P.M.
ORIGINATING DEPARTMENT: FISCAL APPROVAL: AGENDA SECTION
NO:
BY:
FIRE DEPARTMENT FINAL APPROVAL: ITEM
NO:
Page 6
BY: Larry Mullikin, Fire Chief BY:
year term. The mill levy impact would be about .1 mill.
A second option for funding the increment would be to consider including it as a Special Sales Tax
Fund item, likely for 2014. That would require a reallocation in that fund. In either event, a
supplemental authorization for bonds will need to be done, closely following the award of the contract.
Phase 2 PROJECT:
There is a conceptual floor plan for Phase 2 of the Fire Station #1 project included as Attachment 12.
This is for planning and information purposes. The Architect has estimated the project cost at
$1,080,000 for a conceptual project scope and building-related items only. Staff is recommending a
budget of $1,500,000 until additional engineering and a more detailed cost estimate can be provided.
Planning and scheduling for Phase 2 needs to begin in 2013, while Phase 1 construction is
underway. Total estimated project cost for both phases of construction only costs, without
contingencies or relocation expenses is approximately $2,743,201. With full contingencies, use of
relocations expenses, etc., the total cost for both phases is estimated at $3.5 million.
Phase 2 of the Fire Station #1 improvements is currently in the “Further Review” section of the Capital
Improvements Program, but not yet assigned to a current CIP year within the 5-year plan. This needs
to occur in order to finish the total project and ensure that adequate space for all planned fire/rescue
apparatus can be included at this location for the future. While Phase 2 can be deferred for multiple
years without directly compromising response capabilities, it would seem prudent to finish all phases
of the station project in a fairly seamless manner in order to both take advantage of low interest rates
for bonding and competitive construction prices. Presuming bonds are issued in 2014 for 15 years in
the amount of $1,500,000, and given the recent rate trends, we anticipate an annual payment on the
order of $120,000. The anticipated impact on the current five year mill levy projection is as follows:
Year Current Projection Fire Station 1 Revised
2013 6.03 0 6.03
2014 6.70 0 6.70
2015 5.80 .295 6.10
2016 5.10 .294 5.39
2017 4.40 .293 4.69
Certainly, this will vary slightly depending on the actual bid award. However, the mill rate calculation
for estimated Phase 2 costs illustrate that this project phase will clearly allow the debt service mill levy
to decrease in future years. This timing seems to work out well for continuity in completing this
project.
CONFORMANCE WITH THE STRATEGIC PLAN:
Goal #3: The city will provide the highest quality of services, consistent with governing body direction,
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
8/13/2012 4:00 P.M.
ORIGINATING DEPARTMENT: FISCAL APPROVAL: AGENDA SECTION
NO:
BY:
FIRE DEPARTMENT FINAL APPROVAL: ITEM
NO:
Page 7
BY: Larry Mullikin, Fire Chief BY:
available resources and staff commitment to quality.
COMMISSION ACTIONS:
The City Commission is requested to consider two actions with regard to this item: 1) take action on
the Phase 1 bid award; and 2) directing the inclusion of the 2nd Phase in the Capital Improvements
Program (CIP)
Action Item #1.
1) Approve all project Add-Alternates and associated costs and award the construction bid to
Cheney Construction in the amount of $1,663,201.
2) Approve Add-Alternates 1, 2, 3, 4, 5 and 9 and associated costs and award the construction
bid to Cheney Construction in the amount of $1,554,340.
3) Approve a Commission selected number of Add-Alternates and associated costs and award
the construction bid to the contractor selected by the Commission.
Staff recommends that the Governing Body:
1) determine that any irregularities or informalities that may exist in relation to the Cheney bid are
inconsequential, do not merit rejection of the Cheney Construction bid and, therefore, should be
waived;
2) approve Add-Alternates 1, 2, 3, 4, 5 and 9 and associated costs, and
3) award the construction bid to Cheney Construction in the amount of $1,554,340.
Action Item #2
1) Approve the inclusion of architectural design for the Phase 2 of the project in the amount of
$150,000 in year 2013 and Phase 2 construction in the amount of $1,350,000 in year 2014.
2) Do not approve the inclusion of adding Fire Station #1, Phase 2 construction in the CIP.
Aerial View
Fire Station
#1
(Top
of Page
is
North)ATTACHMENT #1
ATTACHMENT #2
CURRENT CONFIGURATION
ATTACHMENT #3
ATTACHMENT #4
ATTACHMENT #5
ATTACHMENT #6
ATTACHMENT #7
ATTACHMENT #8
ATTACHMENT #9
ATTACHMENT #9
Respond Quickly ● Perform Professionally ● Save Lives and Property ● Be Caring and Compassionate To All ● Everyone Goes Home
SALINA FIRE DEPARTMENT
OFFICE OF THE FIRE CHIEF
July 31, 2012
TO: Jason Gage, City Manager
FROM: Larry Mullikin, Fire Chief
SUBJECT: Explanation of Bid Alternates for Station #1
Below is an explanation of the alternates included in the bid documents along with a ranking of
‘High’ or ‘Low’ to indicate the degree of necessity from a fire service perspective.
Bid Alternate #1 Dormitory Addition - High
The dormitory addition extends the bunkroom over the existing apparatus bay on the
West end of the station. By doing so, the capacity of stationing additional personnel at the
station is increased by four. Total bunk capacity will go from 11 bunks to 16 bunks. In
the future, adjustments to deployments of apparatus and personnel may require additional
bunk capacity.
Fire Station #1 also functions as the Fire Operations Headquarters during any type of
serious community disaster. All incoming mutual aid is directed to Station #1 before and
after deployments. Having excess bunk capacity improves the operational capabilities
and is good planning.
Bid Alternate #2 New Emergency Generator - High
The current emergency generator will not provide sufficient electricity to power the new
station in total. The decision could be made to only power part of the building and some
of the systems. However, a new generator of higher capacity will allow all of the
buildings systems to be fully functional without outside power. The new generator will be
a stand alone unit outside the building in the rear. Again, as the Fire Operations
Headquarters during major disasters this is an extremely important building system.
The current generator will be relocated to Fire Station #4 since that generator currently in
use is too small for the building.
Bid Alternate #3 EMS / Laundry Room - High
The current station lacks a dedicated and designed room for cleaning EMS equipment of
blood and bodily fluids. Accepting this alternate will provide a clean room with adequate
sprays and drains to confine fluids; thereby, reducing the chance of the firefighters and
public being exposed to residual contamination.
ATTACHMENT #10
Respond Quickly ● Perform Professionally ● Save Lives and Property ● Be Caring and Compassionate To All ● Everyone Goes Home
Page 2
July 31, 2012
This alternate is not possible unless Alternate #2 is accepted since the space vacated by
the generator will be used for the clean room. Additionally, this alternate could be
delayed until the 2nd Phase if the generator is approved in the first phase.
Bid Alternate #4 Elevator Equipment - High
The elevator shaft will be constructed in the first phase of the project. The elevator
equipment can only be installed if this alternative is approved. ADA compliance and
building accessibility is dependent on a fully function elevator. However, the equipment
installation could be delayed until the 2nd Phase.
Bid Alternate #5 Day Room Expansion - High
This alternate expands the usable space within the current fire station by the installation
of a floor in the current hose tower at the 2nd floor level. The expansion would add
additional space for administrative services and station personnel. This alternate is not
critical to the performance of the facility; however, to capture this space at this time and
tie it into the building systems instead of adding it on later seems reasonable and prudent.
Bid Alternate #6 1st Floor Heater Replacement - Low
The heaters on the apparatus floor are hot water heaters supplied by the existing boiler in
the basement. Ideally, the boiler would be removed since it is reaching the end of its
usable life and high efficiency gas heaters installed in the apparatus bays. There is a cost
savings that would pay for the conversion in five to seven years. However, the current
boiler could be utilized without replacement and high efficiency gas heaters installed at a
later date.
Bid Alternate #7 Roof System Replacement - Low
During the remodel project the existing roof system will undergo numerous openings and
closing, thereby, providing opportunity in the future for roof leakage. This alternative
will provide the building with a new roof system throughout if the conditions warrant and
minimize the opportunity for problems in the future. The roof system replacement in this
alternate could be eliminated with an understanding the future problems may be
encountered.
This alternate could be deducted if not needed.
Bid Alternate #8 Metal Block Letters - Low
The metal block letters on top of the administrative offices are weather worn and in need
to repair. This alternate could be handled through normal line item funding in the future
or while the project is underway.
Bid Alternate #9 Dormitory Furniture - High
This alternate provides moveable locker and bedding units in the dormitory. Having the
ability to move units to adjust to any future staffing changes will save time and dollars
when changes are necessary. This alternate could be eliminated in favor of fixed units of
lesser cost and quality.
ATTACHMENT #10
Respond Quickly ● Perform Professionally ● Save Lives and Property ● Be Caring and Compassionate To All ● Everyone Goes Home
SALINA FIRE DEPARTMENT
August 1, 2012
TO: Larry Mullikin, Fire Chief
FROM: David Turner, Battalion Chief
Calvin Kelsey, Battalion Chief
Scott Abker, Battalion Chief
SUBJECT: Replacement of furnishings and equipment at Station #1
At your direction we have evaluated the current furnishings and equipment at Fire Station #1 to
determine the need for replacement when the remodel is completed. Further, as you directed our
primary goal was to produce a finished product that we would be proud to have the citizenry tour
and not present a worn or outdated appearance. This is the listing we are recommending:
Furniture Inventory Station #1
Items that need to be replaced
Cost ea. Total Cost
3 Refrigerators 2200.00 6600.00
11 Beds/Frames 600.00 6600.00
40 Classroom Chairs 150.00 6000.00
6 Bookcases 400.00 2400.00
10 Office Chairs 220.00 2200.00
12 Recliners 500.00 6000.00
12 File Cabinets 300.00 3600.00
4 L Work station desks 900.00 3600.00
4 Plain Desks 650.00 2600.00
5 Armoire cabinets 300.00 1500.00
4 Stools 125.00 500.00
2 End Tables 100.00 200.00
Total $41,800.00
In addition, the station will require updated / new equipment to function as designed.
Those items are:
Fire Station Security System $25,000
Video Training Equipment $10,000
Computer Rack/Rail System $10,000
Total Funding Required: $81,800
ATTACHMENT 11
ATTACHMENT #12
2nd Phase Conceptual Floor Plan