Subject: LE FEVRE RESIDENCE AND BARN
RENOVATION
Council District: 5
In order to maintain the schedule for this project, staff requests Council approval at its May 13, 2003 meeting.
Report on bids and award of contract for the Le Fevre Residence and Barn Rehabilitation Project to the low bidder, Tinney Construction Corporation, to include the base bid and Add Alternates Nos. 1,3,4,5 and 6 in the amount of $1,020,880, and approval of a contingency in the amount of $153,132.
BACKGROUND
The Le Fevre Residence and Barn is located at Emma Prusch Memorial Park located at the intersection of King and Story Road (map attached). Both structures are listed on the “Santa Clara County Historical Heritage Resource Inventory” by the County Historical Heritage Commission and were moved to their current location from the City of Campbell in 1988 as part of the mitigation measures resulting from the construction of Highway 85.
The
existing Le Fevre Residence is a two-story dwelling with a first floor area of
approximately 1,300 square feet and second floor area of approximately 1,100
square feet. The barn is a single story
structure of approximately 1,800 square feet.
Since their relocation to Emma Prusch Memorial Park, only minor work has
been done to protect the structures from weathering and further deterioration.
In November 2000, San José voters passed the San José Safe Neighborhood Parks and Recreation bond measure that provides funds for improvements to various park and recreation facilities, including the rehabilitation of the Le Fevre Residence and Barn.
The Le Fevre Residence and Barn Renovation Project was initially advertised for bids to open on June 6, 2002. At the May 13, 2002 Council meeting, staff was directed to conduct additional community outreach for the project and to develop the project in accordance with community input. The bid was subsequently terminated on June 3, 2002 to carry out Council direction.
In June 2002, an expanded community process for the Le Fevre House and Barn began and two well-attended community meetings occurred on September 4, 2002 and September 30, 2002. A strong community consensus was reached supporting public use of the Le Fevre house for agriculturally based youth education programs.
The project will renovate and retrofit the residence and barn and make some minor site improvements. The residence first floor will feature agriculturally focused youth education programs. The second floor of the residence will be used for staff offices directly in support of park programs. The barn will be converted into agricultural exhibit spaces and public restrooms for the park. All work is to be conducted under the Secretary of the Interior’s Standards for the Rehabilitation and Guidelines for Rehabilitating Historic.
In addition to the base bid scope of work there are seven Add Alternate bid items as follows:
Add Alternate No. 1: Window glass at Residence and Barn: New ¼” (total thickness) clear laminated glass as required by code.
Add Alternate No. 2: Install new underground gas and electric service from King Road to the Residence and Barn approximately 1,200 feet.
Add Alternate No. 3: Provide new air conditioning for the second floor of the Residence.
Add Alternate No. 4: Provide new air conditioning for the first floor of the Residence.
Add Alternate No. 5: Five feet exterior concrete walk around the Barn.
Add Alternate No. 6: Furnace, ducts and exterior propane or gas line to barn.
Add Alternate No. 7: New fire treated red cedar shingles roofing and copper flashing for the Residence and Barn.
Construction is scheduled to begin in May with completion in January 2004.
Bids were opened on April 3, 2003 with the following results:
|
Contractor |
Base
Bid |
Add
Alts Total for 1,3,4,5,6 |
Total
Bid |
Variance Amount |
Over/ (Under) Percent |
|
Garden City Construction (San José) |
$1,274,953 |
$249,932 |
$1,524,885 |
$555,157 |
57 |
|
Kin Wo Construction (San Francisco) |
1,107,345 |
78,409 |
1,185,754 |
216,026 |
22 |
|
Chegwin Construction (San José) |
1,034,000 |
70,000 |
1,104,000 |
134,272 |
14 |
|
Tinney Construction (Redwood City) |
956,321 |
64,559 |
1,020,880 |
54,152 |
05 |
|
Engineer’s Estimate |
903,804 |
65,924 |
969,728 |
--- |
--- |
|
Contractor |
Add Alt No.
1 |
Add Alt No.
2 |
Add Alt No. 3 |
Add Alt No. 4 |
Add Alt No.
5 |
Add Alt No.
6 |
Add Alt No. 7 |
|
|
|
|
|
|
|
|
|
|
Garden City Construction |
$67,775 |
$46,810 |
$75,010 |
$74,013 |
$20,315 |
$12,819 |
$72,098 |
|
Kin Wo Construction |
18,186 |
8,650 |
14,056 |
14,056 |
20,218 |
11,893 |
48,930 |
|
Chegwin Construction |
20,000 |
50,000 |
5,000 |
5,000 |
20,000 |
20,000 |
65,000 |
|
Tinney Construction |
18,429 |
194,347 |
6,255 |
6,925 |
20,105 |
12,845 |
74,003 |
|
Engineer’s Estimate |
39,090 |
24,699 |
3,486 |
4,782 |
6,621 |
11,945 |
55,573 |
The low bid submitted by Tinney Construction Corporation is
five percent above the Engineer's Estimate.
The bid is considered acceptable for the work involved in the proposed
project. Project funding is sufficient
to award Add Alternates 1, 3, 4, 5, and 6.
Add Alternate No. 2 consists of
the installation of a new underground natural gas line and capacity upgrade to
the existing electrical service. This add alternate will provide gas service to
the Residence and Barn and is sized to have the capacity of providing services
to other adjacent buildings in the Park. The upgraded electrical service will
increase the electrical capacity to sufficiently power the air conditioning
units on the first floor of the Residence.
Although this add alternate is a
desirable improvement, the bid price of $194,347 is almost four times the
amount of the next high bid price. Staff does not consider this to be a
reasonable price for the work involved and therefore recommends not awarding
Add Alternate No. 2. Staff proposes to
bid this improvement as a separate Minor Public Works Contract. Additional
funding will be necessary to accomplish this work and a separate funding
appropriation will be proposed at a later date. Propane gas can be provided to the residence by tank service
until a natural gas line is operational.
Add Alternate No. 7 is not
recommended for award due to insufficient funds. The current roof consists of
combination-type shingles and meets fire standards.
This project was programmed prior
to the adoption of the City of San José Green Building Policy in June 2001.
Every effort has been made to implement “green building” measures within the
means of the project budget. Green
building measures integrated into the design of this project include: energy
optimization, diversion of construction waste management, indoor air quality
optimization before, during and after construction and thermal comfort.
Council policy provides for a standard contingency of fifteen percent on public works projects involving the renovation of a building. The standard contingency is appropriate for this project and the project budget is sufficient to cover the contingency amount.
Community meetings occurred on September 4, 2002 and September 30, 2002. An extensive outreach process was employed to solicit broad community involvement. Mailings went to all residences and businesses in all of the areas surrounding the park as well as targeted mailings to Neighborhood Advisory Committees, neighborhood groups, park user groups and business organizations. Staff attended meetings with the Prusch Farm Park and Cultural Arts Foundation, King Ocola Neighborhood Association, and the Story Road Business Association and personally invited their members to attend the community meetings.
To solicit contractors, this project was listed on the City’s Internet Bid Line and advertised in the San José Mercury News and the San José Post Record. Bid packages for all Department of Public Works construction projects are provided to various contractor organizations and builder’s exchanges.
This project and memo have been coordinated with the Departments of Parks, Recreation and Neighborhood Services, Planning, Building and Code Enforcement, Fire, General Services, the City Attorney’s Office and City Manager’s Budget Office.
COST IMPLICATIONS
1.
AMOUNT OF RECOMMENDATION:
$1,020,880
2.
COST OF PROJECT:
|
Project Delivery |
$ 511,988 |
* |
|
Construction |
1,020,880 |
|
|
Construction Contingency |
153,132 |
|
|
TOTAL |
$1,686,000 |
|
* $176,591 was expended/encumbered in FY 00-01 and FY 01-02.
3. SOURCE OF FUNDING: 471-Parks and Recreation Bond Fund
4. OPERATING COSTS: This project is consistent with the general principals and economic recovery sections of the Council-approved Budget Strategy in that it will stimulate local economic growth and recovery. The projected operations and maintenance costs associated with this project (approximately $30,000 per year) represents building maintenance, utilities and non-personal operational needs. An initial level of programming is anticipated to be achieved utilizing existing staff and programs. Absent the funding requested the use of the house and barn would be significantly restricted to narrowly targeted hours, interpretive offerings and business functions.
|
Fund # |
Appn # |
Appn. Name |
RC# |
Total Appn. |
Amt. For Contract |
Adopted Budget Page |
Last Budget Action (Date, Ord. No.) |
|
471 |
6821 |
Emma Prusch-Le Fevre House |
11401B |
$1,509,000 |
$1,020,880 |
Page 617 |
10-15-02, Ordinance 26755 |
Exempt, PP02-04-091.
KATY ALLEN
Director, Public Works Department