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COSTA MESA POLICE DEPARTMENT FLOOR REPLACEMENT PROJECT, CITY PROJECT NO. 24-05
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR, (714) 754-5029
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Award a Public Works Agreement (PWA) in the amount of $335,000 to Interior Resources, Inc., 1761 Reynolds Ave., Irvine, CA 92614 to refloor the interior of the Costa Mesa Police Department building.
2. Authorize an additional ten percent (10%) contingency in the amount of $33,500 as needed for any unforeseen costs related to the project.
3. Authorize the City Manager and City Clerk to execute the PWA and any future amendments to the agreement within Council authorized limits.
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BACKGROUND:
The Costa Mesa Police Department, located at 99 Fair Drive, is utilized for 24-hour operations and public use. The facility was built in 1967 and has a footprint of 50,646 square feet. In 2006, the Police Facility Expansion and Renovation Project expanded the facility an additional 11,000 square feet and renovated 75% of the existing building. The improvements also included seismic retrofit and construction of additional parking areas.
The proposed work for this project will assist in keeping the facility up to date for both the staff and the public. This project consists of removing existing flooring in the basement, first floor, second floor, and south stairwell. The proposed improvements will include reflooring the first floor with vinyl tile and carpet, the second floor with carpet, the basement with a moisture barrier and vinyl tile, the locker rooms with carpet, and the south stairwell with new rubber tread and risers.
ANALYSIS:
The City received and opened five (5) bids for this project on January 10, 2025. Only three (3) bidders submitted a cashier’s check or bidders’ bond to the City Clerk by the required date and time. The two bidders who did not provide the documents to the City Clerk were excluded from the bidding process.
Interior Resources, Inc. was the apparent lowest bidder with a bid proposal of $335,000. The Engineer’s estimate was $452,000. The average of the five (5) total bids was $382,843.41 and the average of the three (3) valid bids was $367,000. An analysis of the bids indicates that the apparent lowest bidder submitted a bid proposal that is 26% lower than the Engineer’s estimate. The variance between the low bidder and the Engineer’s estimate may be attributed to the bulk price of material. In addition to the bid, a ten percent (10%) contingency will need to be authorized for unforeseen costs, totaling $33,500. The bid abstract is included as Attachment 1. The license and references of Interior Resources, Inc. were verified, and staff has found them to be in good standing.
Upon award of the PWA (Attachment 2), Interior Resources, Inc. will provide the necessary bonds and insurance, which will be approved as to form by Risk Management. After the award and subsequent execution of the agreement, a “Notice to Proceed” will be issued.
ALTERNATIVES:
The alternative to this Council action would be to reject all bids and re-bid the project. Staff has determined that re-advertising and re-bidding the project will not result in lower bids and will delay the project.
FISCAL REVIEW:
The total funding for this project, including the ten percent (10%) contingency, is available in the Fiscal Year 2024-25 Capital Improvement Project (CIP) Fund 401.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report, prepared the PWA, and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This project works toward achieving the following City Council goal:
• Maintain and enhance the City’s facilities, equipment and technology.
CONCLUSION:
Staff recommends the City Council:
1. Award a PWA in the amount of $335,000 to Interior Resources, Inc., 1761 Reynolds Ave., Irvine, CA 92614 to refloor the interior of the Costa Mesa Police Department building.
2. Authorize an additional ten percent (10%) contingency in the amount of $33,500 as needed for any unforeseen costs related to the project.
3. Authorize the City Manager and City Clerk to execute the PWA and any future amendments to the agreement within Council authorized limits.