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HomeMy WebLinkAboutSR - HA23650 - Exterior Renovations to California VillasREQUEST: SUBMITTED BY: CONTRACTOR: DATE: CONTENTS: Recommendation: PALM DESERT HOUSING AUTHORITY STAFF REPORT AUTHORIZE AWARD OF CONTRACT TO PORTRAIT HOMES (CORONA, CALIFORNIA) IN AN AMOUNT NOT -TO -EXCEED $4,948,249 FOR PHASE A EXTERIOR RENOVATIONS AT THE HOUSING AUTHORITY PROPERTY KNOWN AS CALIFORNIA VILLAS JAMES CONWAY, PROJECT COORDINATOR PORTRAIT HOMES, INC. 265 N. JOY ST. CORONA, CA 92879 MARCH 9, 2006 AGREEMENT/CONTRACT NO. HA- 23650 CONTRACTOR'S PROPOSAL COMPANY LETTER By Minute Motion, that the Housing Authority: 1. Authorize the award of Contract HA-2365o to Portrait Homes, Inc., (Corona, CA) in the amount of $4,948,249 to conduct exterior renovations for Phase A at California Villas, including the base contract, Alternates Nos. 1 and 6, and Allowances Nos. 2, 3, 4, and 5; 2. Authorize the Finance Director to set aside the amount of $494,824.90 as 10% contingency (use of contingency requires additional action); 3. Authorize Executive Director to execute documents; and 4. Authorize Finance Director to appropriate $5,443,074 to Account No. 871- 8680-466-4001. Executive Summary: Approval of the request will award a contract to Portrait Homes, Inc., a general contractor, to complete Phase A Exterior renovations at California Villas. The project will consist of: the removal of entire rock gravel roof system; add structural modifications; implement new utility services; add four -ply rock gravel roof system with new ventilation; sandblast and stucco the buildings and patio walls; replace all windows, Staff Report Authorize Award of Contract to Portrait Homes for Phase A Exterior Renovations California Villas Page 2 of 3 March 9, 2006 doors, utility roll -up doors, patio entry gates; install new decorative elements that will break up the roofline; and add a design element that includes decorative iron work to enhance the appearance of the long linear walls. Failure to approve this contract will result in a delay to the improvement of the overall appearance of the complex. Discussion: California Villas, formerly known as Country Club Estates, was acquired in March 2003. This project was originally constructed in the early 1960's and consists of 10 buildings, 141 one -bedroom units, as well as a leasing office/community room. The project has low-pitched roofs, and high privacy walls that create unfriendly visual long horizontal lines. Staff has worked diligently to put together a team to address the exterior renovation improvements, which will substantially improve the overall appearance of the property, enhance energy efficiencies, as well as address health and safety issues that may exist. The exterior renovations will create a much more appealing, attractive complex to our residents and surrounding community, as well as reduce utility costs to our residents. In October 2005, staff formally went out for bid for the Phase A Exterior Renovations with an extensive outreach to contractors, plan rooms and publication houses. This ultimately led to 13 bid packages being picked up. Staff conducted pre -bid meetings with the companies and their subcontractors, and provided responses to all RFIs. The bids were scheduled to be opened on November 22; however, no bids were received. Staff received authorization to negotiate with the most qualified contractor from those contractors that picked up the bid packages. In order to select the most qualified contractor from those that indicated they would still like to bid the project, selection criteria questionnaires were sent to each of the plan holders requesting historical experience with this type of project and references. A short list of four firms was developed, from which cost estimates were requested. Interviews were then conducted with firms that provided the requested information. Portrait Homes was the only contactor with experience in renovations of large occupied complexes. Their knowledge of the project details also demonstrated that they reviewed the plans extensively and visited the site. They discussed how schedules, notifications and safety would be implemented with the project. Portrait Homes was deemed to be the most qualified contractor based on this criteria. Staff has negotiated a not -to -exceed contract amount of $4,948,249 that breaks down to approximately $35,000 per unit. The estimated cost per unit including acquisition, interior and exterior building renovation costs is approximately $89,000. Recently, costs seen for new construction are more than double that price. G \RDA\Mana Hunt \WPDATAtHOUSING\conway\stfrpts\030906portrathomesagm aoc Staff Report Authorize Award of Contract to Portrait Homes for Phase A Exterior Renovations California Villas Page 3 of 3 March 9, 2006 Phase B (not part of this project) will include site improvements, i.e., parking, carport upgrades, new maintenance shop, new entry to office/community room, patio trellis throughout, ADA accessible walkways, landscaping, irrigation throughout the complex that complies with both CVWD and the City's Landscape Department requirements. It is anticipated that Phase B will cost an additional $30,000 per unit, making the total renovated unit cost $118,000. It is clear that a renovation project of this magnitude, with the complexities that we have to deal with on an occupied site, make for a complicated process. The renovation will bring this apartment complex up to a comparable standard as our other Housing Authority properties. Therefore, staff's recommendation is to award the contract in an amount not -to -exceed $4,948,249 to Corona -based Portrait Homes, Inc. A ten percent contingency is being set aside for unforeseen conditions in this renovation project. Submitte James Conw - fojaQj ordinat mh Approval: Carlos L. Orteg 2e,,,,,, Jar(t'Moore Housing Authority Administrator Department Head: velopment (-16ave Yrigoy Director edevelopment/Housing xecutive Director Paul S. Gibson, Director of Finance G \RDA\Mana Hunt\WPDATAWOUSING\conway\stlrpts\030906portranhomesapm ooc