Title
BID REVIEW - LONGVIEW POLICE STATION REMODEL
COUNCIL STRATEGIC INITIATIVE ADDRESSED:
Enhance public safety & emergency response
SUMMARY STATEMENT:
This project will improve 3,400 square feet of unoccupied shell space in the second floor of the Longview Police Department. Improvements include offices and work stations, interview rooms, evidence processing area, file storage, conference room equipped for critical incident response, and the necessary mechanical, electrical, communication and security systems to support the new spaces. For code compliance, the project will also add a fire alarm system to serve the entire building.
On August 16, 2017, four bids were received for the remodel. All bids were determined to be regular and responsive, including:
$766,501.43 - J.H. Kelly, LLC, Longview, WA
$768,602.71 - Christensen, Inc., Tumwater, WA
$883,829.92 - Berschauer Construction, Olympia, WA
$886,013.54 - Five Rivers Construction, Inc., Longview, WA
$680,000.00 - Engineer’s Estimate
When the project was originally approved and budgeted, it also included full replacement of the building HVAC system. Even though maintenance and repair needs still warrant its replacement, program and planning decisions first need to be made regarding how the vacated first floor can be best utilized after staff relocates into the new second floor space. Changes to the first floor layout will affect duct size, configuration and create zoning issues which are likely to create and exacerbate complaints. Because of this uncertainty, replacement of the building HVAC system is not included in the scope of this remodel.
During the bidding period, fire code exit issues were identified for the Police Station as a result of the current and previous remodel projects. In order to provide safe, separate, unobstructed and unimpeded exits from each level of the building to comply with the fire code, two new gates must be added and three existing gates must be modified, in the fencing securing the police station parking structure. This work was not included in the bid and is estimated to cost an additional $8,500, and must be completed before the remodeled space can be occupied.
Additionally, investment into this building should also consider other necessary improvements. A recent review of the building and its appurtenant facilities identified deficiencies in the parking garage structure. Shrinkage cracks and subsequent concrete spalling in the upper deck have allowed reinforcing bars and pre-stressed steel cable reinforcing tendons to become exposed and corroded, and some tendon cable strands have broken. This condition will continue to propagate as the corroding steel expands and as water freezes in the cracks, both actions causing further concrete spalling. Deteriorating rebar and pre-stressed tendons will adversely affect the structural integrity of the parking structure. To preserve structural integrity, significant repair beyond normal maintenance is strongly recommended. The structural engineer who evaluated the parking structure recommends routing out and filling cracks, routing out and patching concrete at the exposed rebar and tendons, and sealing the entire deck with a liquid applied elastomeric urethane based waterproof coating. This work is estimated to cost an additional $128,000 and should be scheduled as soon as possible to prevent further damage. If authorized, staff will prepare plans and specifications and solicit bids for this work and the bid results will be presented to the city council for approval. A copy of the structural engineer’s review and some photographs are attached for your information.
FINANCIAL SUMMARY:
The remodel project is funded by the Public Safety Fund. The additional work to provide the required gate improvements and the recommended repair of the parking structure are also recommended to be funded through the Public Safety Fund.
The total project cost of the remodel plus additional required and recommended improvements is estimated at $1,229,500. Based on the current fund balance and projected expendures through 2017, this will leave an ending fund balance of $769,150 in the Public Safety Fund. A summary of fund activity is attached for your information.
RECOMMENDED ACTIONS:
1. Motion to accept the low bid and award a contract to J.H. Kelly, LLC in the amount of $766,501.43.
AND
2. Motion authorizing use of the Public Safety Fund to install and modify gates as required by the fire code.
AND
3. Motion authorizing staff to solicit bids for repair of the parking structure with the intent to use the Public Safety Fund to pay for this work.
STAFF CONTACT:
Amy Blain, Project Engineer