HomeMy WebLinkAbout#15 East office Remodel Project AGENDA ITEM #15
Public Utility District m
MEETING DATE: May 1, 2024
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
Michael Salmon, Chief Financial Officer
SUBJECT: Consideration of a construction contract for the East Office remodel
APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
A) Authorize the General Manager to execute a construction contract with GLA Morris,
Inc. for the East Office Remodel Project in the amount of$373,265.20, plus a change
order authorization of 10%, for a total construction contract budget not to exceed
$410,591.72.
Or
B) Reject all bids received due to total bid prices exceeding estimated budget
BACKGROUND:
Code section 3.08.030 — Bid Procedure for Issuance of Service Contracts over $15,000
At the November 3, 2021, Board of Directors meeting, the Board approved funding of a
project for the design and remodel of the East Office and Board Room in the FY2022
budget.
At the December 1, 2021, Board of Directors Meeting the Board authorized the General
Manager to execute a contract with Fringe Studio in the amount of $41,000 plus a 10%
change order for an amount not to exceed $44,900, for design of the East Office and
Board Room remodel.
The project is viewed as the final phases of the District's lobby and office remodel
project that began in 2018, creating a more welcoming and useful lobby space, updated
administrative, operations and engineering offices, meeting room spaces as well as
bringing publicly accessible spaces such as restrooms and customer service counters
up to code. The East Office and Board Room remodel was also initiated in the interest
of providing enhanced efficiency in the use of available workspace, including relocating
some key workspaces from the upper floor to the lower floors, and vice versa. One
such relocation was the General Manager and Clerk Depts. to the lower floor, intended
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to enhance accessibility and engagement throughout all levels of the organization and
community. The planned remodel facilitates an environment of open and transparent
communication, as well as support across all operations.
Staff also identified the need to complete some minor remodel work within the Board
Room to address the layout of staff and attendees of public Board meetings and
improve lighting within the space. An upgrade to the Board Room will improve the
general utility of a multi-use meeting space and accommodate the emerging need for
hybrid meeting accessibility (virtual and in-person).
Fringe Studios has completed contracted design services for the east office remodel,
inclusive of construction documents and bidding coordination, and at staff's direction,
paused design services for the Board Room remodel.
Fringe Studios Basic Design East Office Board Room
Services
Schematic Design 10c% 50%
Design development 10c% 50%
Construction Documents 10c% 50%
Bidding Coordination 106% Pending
Contract Administration Pending contract award Pending
At the June 7, 2023, Board of Director meeting, the Board was provided a project
update and approved the extension of the contract with Fringe Studios toward design
completion and bidding coordination with staff for the public bid process.
Other related contracts that may impact this project include the Facility Master Plan
update project. JK Architecture and Engineering (JKAE) was contracted in 2019 to
perform a comprehensive analysis of the Truckee Donner PUD properties, operations,
and facilities to provide a Facility Master Plan in 2020. The Draft 2020 Facility Master
Plan was generated, but due to changes of personnel over several years, as well as
shifts in operational philosophies, the project paused before reaching completion and
approval for adoption by the Board.
At the February 7, 2024, Board of Directors Meeting, staff presented an informational
workshop to provide an update of the Facility Master Plan project history and current
DRAFT status. The Board provided feedback from the workshop presentation and
discussion, which included interest in continuing to work with JKAE to bring the DRAFT
2020 Facilities Master Plan up to date to 2024 building code and development
requirements, with consideration to alternative opportunities, current and future
regulatory constraints. The Board of Directors also provided feedback for staff to
explore alternative properties for potential relocation.
On April 3, 2024, the Board of Directors authorized the General Manager to execute a
new contract with JKAE to review and update the information from the Draft 2020
Facility Master Plan to complete the updated 2024 Facilities Master Plan Project,
building upon the existing facilities assessments already completed in the 2020 project,
and expanding the scope of work to incorporate updated 2024 building code and
development requirements, with consideration to alternative opportunities, and current
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and future regulatory constraints.
ANALYSIS AND BODY:
On March 8, 2024, a request for bids was published for the District Administration East
Office Remodel project. A public bid opening for the East Office Remodel project was
held on April 15, 2024, at 2:30pm. Six bids were received. All bids were considered
responsive.
Bidder Location Bid Total Responsive
GLA Morris Construction Inc. Truckee, CA $ 373.265.20 Yes
Kingsley Builders Inc. Loomis. CA $ 380.495.00 Yes
K and K JL Services Inc. Fairfield, CA $ 398.744.17 Yes
Monley Hamlin Inc. Davis CA $ 419.376.00 Yes
5wierstock Enterprise Inc. I Oran evale, CA 1 $ 428.800.00 Yes
REM Construction Inc. I Chico, CA 1 $ 512.239.00 Yes
The bid submitted by GLA Morris Construction, Inc. from Truckee, CA, was determined
to be the lowest responsive bid received at $373,265.20. Three bids received were
within 10% of the low bid and five bids were within 15% supporting that the bids
received are competitive.
Staff have evaluated the bids received recognizing the total costs submitted are higher
than anticipated. The District has an immediate need to develop additional staffing
workspace. The proposed remodel would accommodate these needs. However, a
more temporary office enhancement may be a more cost-effective approach.
Originally, the District had pursued interest in a building modernization project that
included the remodeling of the building frontage, incorporation of energy efficient
windows and solar awnings. It was discovered during the construction design and
permitting approval process that the District's current office building is in legal non-
conformity with certain building codes that would require resolution as part of any
exterior remodel. Recognizing the remedies to the building code issues would
negatively impact the feasibility of the Building Modernization Project, the District has
re-directed its efforts to an updated facilities master plan.
Staff has presented two available options for Board consideration related to the
construction contract for the East Office remodel.
Option A — Move forward with the District Administration Building East Office Remodel
Project as proposed with, approving a contract with GLA Morris in amount not to
exceed $410.591.72; or
Option B — Reject all bids received for the East Office Remodel Project due to
proposed costs exceeding the District's estimated budget, providing an opportunity for
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the District to evaluate the outcome of the updated 2024 Facilities Master for future
office remodel and/or construction considerations.
GOALS AND OBJECTIVES:
District Code 1 .05.020 Objectives:
1. Responsibly serve the public.
2. Provide a healthy and safe work environment for all District employees.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1 .05.030 Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
5. Developing an inclusive culture drives organizational integration and success.
FISCAL IMPACT:
Option A — Authorize the General Manager to award the East Office remodel project
with the lowest responsive bidder, GLA Morris Construction, Inc., and execute a
contract for the East Office remodel for the lowest bid amount of$373,265.20, plus a
change order authorization of 10%, or $37,326.52, for a total construction contract
budget not to exceed $410,591.72.
The Board approved FY2024-25 Electric Utility capital budget has sufficient funds for
the proposed services.
Option B - There is no additional fiscal impact related to this item as the budget for the
2024 Facility Master Plan update was approved by the Board of Directors at the April 3,
2024, Board of Directors meeting.
ATTACHMENTS:
1. 20240501 East Office Remodel Floor Plan Page
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