The Police Building was constructed in 1967. Now 53 years old, this facility requires modernization to maintain police functionality, meet current building codes, and conform to federal Americans with Disabilities Act requirements.
In the FY 2017/18 Budget, Council allocated $250,000 for design and pre-construction activities for the project. In August 2017, Council awarded a professional services agreement to Kasavan Architects in the amount, including contingency, of $122,815. The original concept at that time was to renovate interior areas (dispatch room and new ADA restroom) and expand onto the southeast deck for new evidence processing, property storage, and utility rooms.
During the schematic design phase, alternatives were evaluated with the architect, and Council ultimately selected Option 5, which included interior renovations of 391 square feet, plus expansion into two wings of the building totaling 2,501 square feet. The wings were to house an Emergency Operations Center, more offices, and multi-purpose rooms. As a result of the expanded scope, an amendment to the agreement with Kasavan was awarded in April 2018 for a total, including contingency, of $74,534, increasing the total design services fee to $197,349.
Over the next two years, as the Project progressed, it was periodically presented to the City Council and the various Commissions as outlined below.
- In April 2018, the Historic Resources Board concluded that the police building is not an historic resource.
- In May 2018, the Forest and Beach Commission approved the removal of 11 non-significant trees in the southwest planter, and requested to review the landscaping/planting plan.
- In June 2018, Council adopted the FY 2018/19 Budget and Capital Improvement Program, which included $1,900,000 for construction of the project.
- In June 2018, the Planning Commission provided six design recommendations.
- In August 2018, the City Council agreed to incorporate comments received from the Forest and Beach and Planning Commissions, as refined by the Project Team, and directed staff to obtain final approval from both commissions.
- In October 2018, the Forest and Beach Commission approved the landscaping/planting plan subject to one minor modification.
- In November 2018, the Planning Commission approved all design changes as presented.
- In March 2019, the 90% design was presented to Council, at which time, Council set a new direction for the Project focusing on repairs, ADA requirements, and essential interior renovation work only, eliminating the two expansion wings and decreasing the construction budget to $1.0M.
- In November 2019, staff presented the 90% design of the revised, downsized Project to Council.
The proposed Project's exterior renovations included: new roofing, Mansard roof shingles, exterior painting, ADA ramp to lobby door, and one ADA van parking space behind the Youth Center. The proposed interior renovations included: electrical system upgrades due to significantly-increased demands, modifications to heating, ventilation, boilers, and air handling systems which are past their service life, plumbing system repairs and upgrades to protect employee health, and ADA-compliant, accessible entry doors and an ADA-compliant restroom off of the lobby.
In January 2020, the Project was extensively advertised for construction bids. Legal announcements were placed in the Carmel Pine Cone and The Weekly, and the project was posted on construction industry, public bidding, and the City's websites. In addition, courtesy calls were made to local general contractors, and six contractors attended the pre-bid meeting.
Two (2) bids were received at the public bid opening held on March 17, 2020, as follows:
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Contractor
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Architect's Cost Estimate
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Ausonio Construction
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Avila Construction
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Base Bid Amount
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$1,100,000
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$1,311,970
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$1,341,329
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Both bid proposals were responsive and responsible with a difference of just $30,000 between the two, indicating that the drawings and specifications for the Project were well done. The bid proposals included three bid additives and four bid deductives as shown on the attached Bid Tabulation. If a contract were to be awarded, it would have been based on the lowest base bid. The low bid of $1,311,970, submitted by Ausonio Construction of Castroville, was 19% above the architect’s cost estimate.
Following the bid opening, Ausonio voluntarily provided a list of Value Engineering (VE) deductive changes of approximately $100,000 savings. Incorporating those VE changes and capturing an additional $72,000 savings if all deductive items from the Bid Tabulation were to be approved, the adjusted contract amount could have been $1,139,970. However, this adjusted amount, plus 10% contingency for construction conflicts, totaling $1,253,967, is still more than $250,000 over the remaining budget of $980,000.
Furthermore, the COVID-19 pandemic has resulted in significant revenue reductions to the City resulting in Council's decision to defund this project at the May 5, 2020 Capital Improvement Program discussion. The remaining budget was reallocated for more urgent and essential municipal programs.
Recognizing that this Project is necessary, although not urgent, the Project should be deferred into the City's 5-Year Capital Improvement Plan.