DATE: November 17, 2015
SUBJECT:
Title
FY 15/16 MAJOR MAINTENANCE PROGRAM MANAGEMENT AND ADMINISTRATION BUILDING ELEVATOR REPAIRS
A) RESOLUTION APPROVING TRANSFER OF FUNDS WITHIN THE FY 15/16 BUDGET EXPENSE MAJOR MAINTENANCE APPROPRIATED ITEM FROM THE NATIONAL CITY MARINE TERMINAL 24-1 ROOF REPAIR PROJECT TO MAJOR MAINTENANCE EXPENSE CONTINGENCY IN THE AMOUNT OF $215,000, PURSUANT TO BPC POLICY NO. 90
B) ORDINANCE AMENDING THE FY 15/16 BUDGET BY TRANSFERRING $315,000 FROM THE MAJOR MAINTENANCE EXPENSE CONTINGENCY, WITHIN THE EXPENSE MAJOR MAINTENANCE APPROPRIATED ITEM IN THE ORDINARY ANNUAL EXPENSE CLASS TO MAJOR MAINTENANCE CAPITAL CONTINGENCY, WITHIN THE CAPITAL MAJOR MAINTENANCE APPROPRIATED ITEM IN THE CAPITAL OUTLAY CLASS PURSUANT TO BPC POLICY NO. 90, WITH NO CHANGE TO THE TOTAL APPROVED FY 15/16 MAJOR MAINTENANCE PROGRAM
C) RESOLUTION (1) APPROVING TRANSFER OF FUNDS WITHIN THE FY 15/16 BUDGET CAPITAL MAJOR MAINTENANCE APPROPRIATED ITEM FROM THE CORAL TREE REPLACEMENT PROJECT TO MAJOR MAINTENANCE CAPITAL CONTINGENCY IN THE AMOUNT OF $185,000, PURSUANT TO BPC POLICY NO. 90; (2) APPROVING TRANSFER OF FUNDS WITHIN THE FY 15/16 BUDGET CAPITAL MAJOR MAINTENANCE APPROPRIATED ITEM FROM MAJOR MAINTENANCE CAPITAL CONTINGENCY TO THE ADMINISTRATION BUILDING ELEVATOR REPAIRS PROJECT IN THE AMOUNT OF $400,000, PURSUANT TO BPC POLICY NO. 90; (3) ADOPTING PLANS AND SPECIFICATIONS AND AWARDING CONTRACT NO. 2014-19 (BID SCHEDULES A, B & C) TO 24 HOUR ELEVATOR, INC. FOR THE ADMINISTRATION BUILDING ELEVATOR REPAIRS IN THE AMOUNT OF $1,497,000, AS AUTHORIZED BY THE BOARD IN THE FY15/16 MAJOR MAINTENANCE BUDGET; AND (4) APPROVING THE ELIMINATION OF THE TENTH AVENUE MARINE TERMINAL HIGH MAST LIGHTING INSTALLATION PROJECT FROM THE FY 15/16 MAJOR MAINTENANCE PROGRAM, PURSUANT TO BPC NO. 130
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EXECUTIVE SUMMARY:
This action will transfer funds within the FY 15/16 Capital Major Maintenance (MM) Budget Appropriations, adopt plans and specifications, and authorize the award of a MM construction contract for the repair and upgrade of four (4) elevators in the Port Administration Building. The project is included in the FY15/16 MM Program. In addition, this action will eliminate a project to install high mast lighting at the Tenth Avenue Marine Terminal as a result of site changes.
The proposed work for the four (4) elevators will include the installation of new non-proprietary controllers; removal and replacement of existing gearless machines, traction equipment, noise and vibration controls, wiring and traveling cables, door operating equipment, passenger hoistway equipment, fixtures and operating panels; and improvements on both the interior and the exterior of the elevator car enclosures.
The contract documents were advertised on August 25, 2015. On October 8, 2015, two (2) bids were received ranging in cost from $1,497,000 to $1,499,999. The lowest responsive and responsible bid was submitted by 24 Hour Elevator, Inc. in the amount of $1,497,000. Award to this bidder is recommended.
RECOMMENDATION:
Recommendation
A) Adopt a resolution approving transfer of funds within the FY 15/16 Budget Expense Major Maintenance Appropriated Item from The National City Marine Terminal 24-1 Roof Repair Project to Major Maintenance Expense Contingency in the amount of $215,000, pursuant to BPC Policy No. 90.
B) Adopt an ordinance amending the FY 15/16 Budget by transferring $315,000 from the Major Maintenance Expense Contingency, within the Expense Major Maintenance Appropriated Item in the Ordinary Annual Expense Class to major maintenance capital contingency, within the Capital Major Maintenance Appropriated Item in the Capital Outlay Class pursuant to BPC Policy No. 90, with no change to the total approved FY 15/16 Major Maintenance Program.
C) Adopt a resolution: (1) approving transfer of funds within the FY 15/16 Budget Capital Major Maintenance Appropriated Item from the Coral Tree Replacement Project to Major Maintenance Capital Contingency in the amount of $185,000, pursuant to BPC Policy No. 90; (2) approving transfer of funds within the FY 15/16 Budget Capital Major Maintenance Appropriated Item from Major Maintenance Capital Contingency to the Administration Building Elevator Repairs Project in the amount of $400,000, pursuant to BPC Policy No. 90; (3) adopting plans and specifications and awarding Contract No. 2014-19 (Bid Schedules A, B & C) to 24 Hour Elevator, Inc. for the Administration Building Elevator Repairs Project in the amount of $1,497,000, as authorized by the Board in the FY15/16 Major Maintenance Budget; and (4) approving the elimination of the Tenth Avenue Marine Terminal High Mast Lighting Installation Project from the FY 15/16 Major Maintenance Program, pursuant to BPC Policy No. 130.
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FISCAL IMPACT:
The Administration Building Elevator Repair project is approved in the FY 15/16 budget for $1,200,000 as a Capital MM project. Approval of this agenda item will authorize the funds transfer of $400,000 for a project total cost of $1,600,000. Tables #1 & 2 below provide more detail information.
Table #1 - Changes to budget appropriations
Table #2 - Project list
*Reflects Budget Amendment
Original Budget, Ordinance #2820, dated June 11, 2015,
Amended Budget Ordinance #2827 dated September 8, 2015; and Amended Budget Ordinance Nos. 2829, 2830, 2833, and 2834 dated October 6, 2015
Compass Strategic Goals:
This project will repair and upgrade the four (4) elevators in the Administration building. These upgrades will increase the reliability of the elevator system and enhance its operations.
This agenda item supports the following Strategic Goal(s).
• A Port that is a safe place to visit, work and play.
DISCUSSION:
The approved budget for the Administration Building Elevator Repair project is $1,200,000. An additional $400,000 is needed from the Capital Major Maintenance (MM) Contingency to complete construction based on the bid results. Currently, the Capital MM Contingency requires additional transfers from within the MM program budget in order to accommodate the additional $400,000 needed for the project. The proposed transfers are provided on the following table and a detailed tabulation tables are shown on the Fiscal Impact on this agenda.
The NCMT 24-1 Roof Repair project is budgeted for $270,000 for FY 15/16. The original scope of work was to replace portions of the existing roofing membrane, which was thought to be leaking. During the design phase, staff inspected the roof and conferred with the Port tenant that the roofing membrane does not have leaks and is still in good condition. The leaks were coming from the ridge vent on the roof. These findings changed the scope of work of the project and reduced the budget by $215,000. In addition, the Harbor Police Administration Building Roof Leak Repair is budgeted for $150,000 for FY 15/16. A cost effective membrane was selected for the repairs which resulted in a project cost savings of $100,000. These two (2) projects reduced the Ordinary Annual Expenses Budget Appropriation-Major Maintenance Expense by $315,000.
The Coral Tree Replacement Project is budgeted (Capital Major Maintenance) for $285,000 in FY 15/16. The approach to managing the coral trees throughout Tidelands has been refined with the assistance of a consulting certified arborist and the application of best management practices. The management plan for FY 15/16 includes continued routine inspections; effective and selected pruning; and removal and replacement of approximately ten trees per year. This approach will establish and maintain diversity in tree species and ages to provide a stable and sustainable urban forest within District parks. Since General Services’ staff has been able to incorporate some of the management practices into their routine maintenance schedule, the FY 15/16 Coral Tree Replacement Project can be implemented with a budget of $100,000, thereby reducing the project budget by $185,000.
The existing four elevators (freight elevator #1 and passenger elevators #2, #3 & #4) at the Administration Building were manufactured by Otis Elevator Company during the 1930s and installed in 1942.
In 1998, the three passenger elevators were modernized including the replacement of three controllers with associated hardware, and cab enclosures. The three passenger elevator controllers are proprietary items manufactured by Montgomery Elevator Company, now doing business as KONE Elevators & Escalators. Over the past ten years, it has been found that the proprietary control systems have limited available replacement parts, which cannot be substituted by replacement parts manufactured by other manufacturers. Thus, the elevators cannot be properly synchronized. This limitation results in high costs for elevator repairs and maintenance.
The freight elevator and its controller have not been modernized since it was installed in 1942. Currently, this elevator is not operational.
This proposed project will install new non-proprietary controllers for all four elevators. In addition, all four (4) elevators will include new gearless machines, traction equipment, noise and vibration controls, wiring and traveling cables, door operating equipment, passenger hoistway equipment, fixtures, operating panels and car enclosure improvements.
Elevator Work will be phased to minimize impacts during construction and to avoid disruptions to the daily operations of the District. At a minimum, at least two elevators will be operational during the construction period. The removal of existing elevator machines, deliveries of new machines and the use of crane will be scheduled on a weekend or during the alternate work week Fridays.
The contract documents were advertised on August 25, 2015. On October 8, 2015, two (2) bids were received ranging in cost from $1,497,000 to $1,499,999. One of the reasons why the District received only two bids is that this project requires specialized elevator work; most elevator contractors do not have enough bonding capacity to bid a project this size. Based on this feedback, staff added general contractor licenses A and B prior to bid opening. These bids are shown below. A detailed bid tabulation is provided in Attachment A.
Company Bid Amount
24 Hour Elevator, Inc. $1,497,000
Kinsman Construction $1,499,999
The apparent low bidder, 24 Hour Elevator, Inc., submitted a bid in the amount of $1,497,000 that is considered responsive, and award to this bidder is recommended. The engineer’s original estimate for the work is $1,600,000.
In addition, the Tenth Avenue High Mast Lighting Installation project is no longer a viable project as a result of changes to the project site. During coordination meetings with the project team, Maritime recommended to postpone this project until the remaining portions of Transit Shed 1 will be demolished. It was also determined that the proposed lighting location would not achieve the objective because it would reduce the area needed for storage and access in the Terminal.
Staff recommends that the Board approve the transfers and award a contract to 24 Hour Elevator, Inc. Upon Board authorization, this project is expected to commence in November and is scheduled to be completed by June 2016. Staff also recommends that the Board approve the removal of the Tenth Avenue Marine Terminal High Mast Lighting Installation project from the FY 15/16 Major Maintenance program.
General Counsel’s Comments:
The Office of the General Counsel has reviewed and approved the proposed resolutions and ordinance as to form and legality.
Environmental Review:
The proposed Board actions to transfer funds within the 15/16 Major Maintenance Program budget appropriation, adopt plans and specifications, and authorize the award of a Major Maintenance construction contract for the repair and upgrade of four elevators in the Port Administration Building is Categorically Exempt pursuant to California Environmental Quality Act (CEQA) Guidelines Sections 15301 (Class 1 - Existing Facilities) and/or 15302 (Class 2 - Replacement or Reconstruction) and Sections 3.a. (9) and/or 3.b. (2) of the District’s Guidelines for Compliance with CEQA because the project in question will involve no expansion of use beyond that previously existing, will be completed to meet current standards of public health and safety, and will be located on the same site and have substantially the same purpose and capacity as the structure being replaced. No further action under CEQA is required.
In addition, the proposed Board actions are considered an “excluded development” pursuant to Sections 8.a. (4) (Existing Facilities) and/or 8.b. (1) (Replacement or Reconstruction) of the District’s Coastal Development Permit (CDP) Regulations; therefore, issuance of a CDP is not required.
Equal Opportunity Program:
No SBE goal was established for this opportunity.
PREPARED BY:
Perla Goco
Associate Engineer, Engineering-Construction
Attachment(s):
Attachment A: Tabulation of Bids