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Home My WebLink About2024-091 PO 20250024 Outlier Contstruction LLC Purchase Order Fiscal Year2025Page:1 of: 1 THISPO NUMBER MUSTAPPEAR ON ALL INVOICES, AND SHIPPINGDOCUMENTS. B City of Ashland I ATTN:Accounts Payable Purchase L 20 E. Main L 20250024 Order# Ashland, OR 97520 Phone: 541/552-2010 T Email: payable@ashland.or.us O S VC/O Public WorksDepartment H E OUTLIER CONSTRUCTION LLC51 Winburn Way I N 2870 NANSEN DRIVEAshland, OR 97520 P D MEDFORD, OR 97504Phone: 541/488-5347 O T Fax: 541/488-6006 R O Vendor Phone NumberVendor Fax NumberRequisition NumberDeliveryReference 20250042 DateOrderedVendor NumberFreight Method/TermsDepartment/Location DateRequired 07/11/20246358FOB ASHLAND,OR/NET30Public WorksDepartment Item#Description/PartNoQTYUOMUnit PriceExtended Price Community Center & Pioneer Hall Renovations 1Community Center & Pioneer Hall Renovations1.0EACH$1,722,490.00$1,722,490.00 Project Account: ***************GL SUMMARY *************** 088400 - 704200$1,722,490.00 By:Date: AuthorizedSignature PO Total$1,722,490.00 Council Business Meeting Local Contract Review Board June 4, 2024 Agenda Item Contract for Community Center and Pioneer Hall Rehabilitation Jason StraitPESenior Project Manager From Scott FleuryPEPublic Works Director jason.strait@ashland.or.us Contact Scott.fleury@ashland.or.us Item Type Requested by Council Update Request for Direction Presentation SUMMARY As established in Ashland Municipal Code(AMC)(2.50), the City Council acts as the local contract review board ensuring proper procurement procedures are utilized by staff in procuring services for the City of Ashland. Before the Council this evening is a request to approve a public improvement contract withOutlier ConstructionLLC. to perform rehabilitation and improvement work on Pioneer Hall and the Community Center. The project has been approved and budgeted for in the 2023-2025 biennium. th Bids were received May 14from twocontractors with OutlierConstructionproviding the cumulative low bid of$1,722,490, which includes all applicable alternativesconstruction options developed through the design phase and coordinated through the City Council(please see Attachment #2). If the contract is approved staff will work withthe contractorto develop a schedule to perform onsite activities during the second half of 2024 and first half of 2025. POLICIES, PLANS & GOALS SUPPORTED City Council Goals, Visions and Values: Public Safety. Quality infrastructure and facilities through timely maintenance and community investment. Department Goals: Maintain existing infrastructure to meet regulatory requirements and minimize life cyclecosts. Deliver timely life cycle capital improvement projects. Maintain and improve infrastructure that enhances the economic vitality of the community. Evaluate all city infrastructure regarding planning management and financial resources. PREVIOUS COUNCIL ACTION Pioneer Hall and the Community Center have been the subject of numerous discussions and actions by City Council. Please see Attachment #5 for additional details. Page 1 of 4 Council Business Meeting Local Contract Review Board BACKGROUND AND ADDITIONAL INFORMATION Pioneer Hall and the Community Center have been serving the citizens of Ashland for numerous years. Over that time, they have seen multiple improvements and rehabilitations, some major, to keep them in serviceable condition. Unfortunately, with continued age and updated building code requirements the buildings were taken out of service in late 2021 as theliability to the City for the buildings continued use was deemed to be unacceptable (please see Attachment #4). Since that time engineering work has progressed to address the structural deficiencies of the buildings as well as improvingthe buildings in alignment with the City Council and previously formed Ad Hoc committee recommendations. Invitation to Bid and Bid Process As required by AMC and State Codes based on the estimated construction cost for the project, a formal competitive solicitation was required for the bidding process.The ITB structure was developed to align with previous conversations and recommendations from staff and the Council to have alternative additions outside of the base bid structural modifications required to reopen the facilities for public use. This structure was developed to provide a better understanding of what and how many prioritized additions could be included in the rehabilitation project given budget constraints. As a reminder, Council recommended resolving the major structural issues including live and dead load conditions for the roof and floor structures along with improving American’s with Disabilities (ADA) access throughout both buildings. Lastly, in discussion with the Engineer for the project and local contractors it was determined a best practice would be to include a placeholder amount in the bid to account for issues that could arise within both buildings during the structural retrofits. This reserved amount would be available to cover single/multipletasks as approved by the engineer and staffto resolve issues that may arise during rehabilitation. The Invitation To Bid (ITB) for the Community Center and Pioneer Hall Rehabilitation Project was posted on OregonBuys, Oregon’s procurement network on March 19, 2024. Notice was given in the Daily Journal of Commerce and placed on the City’s websitethe following day. Bids were received and publicly opened on May 14, 2024, with two contractors submitting bids. Bothbids were deemed responsiveand contained the required bonds, documentation, and acknowledgements. Bidding information is shown on the attached bidsummary form(Attachment #1). FISCAL IMPACTS The Community Center and Pioneer Hall Rehabilitation project is an identified item in the Capital Improvement Plan and appropriations were approved for the 2023-2025 Biennium Budget. There is $2.3 million in capital outlay allocated to the Facilities Fund for improvement to both structures along with allocations for deferred maintenance and other capital project needs. The low cumulative bid was provided by Outlier Construction Inc. see table 1 below.The bid item #1 resolves all the major original structural issues (roof/floor) and improves internal ADA access including new restrooms and front ramp. The remaining bid items are the alternative additionswhich can be combined into the following categories: Page 2 of 4 Council Business Meeting Local Contract Review Board 1.ADA Improvements -$28,440(2, 5) 2.HVAC Upgrades -$205,400(13, 14) 3.Facility Beautification and Improvement -$88,100 (3, , 6, 7, 8,10,12) 4.Additional Structural -$62,850 (11) 5.New concrete walk between buildings and drainage -$33,700(9) Table 1: Outlier Construction Inc. Cumulative Bid Description #Outlier Work scope for Pioneer Hall and the Community Center as described in the bid documents 1$ 1,054,000 2(A) Alternative Community Center – ADA Accessible Kitchen and Lighting$ 17,700 (A-1) Alternative Community Center – Quartz Countertop and Backsplash in 3 Kitchen$ 4,800 (B) Alternative Community Center – Paint Exterior Siding and Trim at Front 4 Elevation$ 3,500 5(C) Alternative Community Center - Stage Ramp$ 10,740 6(D) Alternative Community Center - Refinish Wood Floors$ 17,400 (E) Alternative Community Center - Paint Existing Interior Walls, Doors, and 7 Trim$ 18,900 8(F) Alternative Community Center - Carpet Tiles at Offices$ 5,100 9(G) Alternative Community Center – Hardscapes and Stormwater$ 33,700 (H) Alternative Community Center – Paint Entire Exterior Siding and Trim (if 10 this alternative is selected, alternative B will not be)$ 11,900 (I) Alternative Community Center – Concrete Stem Wall Around All Other 11 Perimeter Walls Per Sheet S1.10 and Details 2/S5.10, 3/S5.10 and 4/A8.00$ 62,850 12(J) Alternative Pioneer Hall – Paint Interior Walls$ 30,000 Alternative – Provide HVAC System for the Community Center as Described 13 in the Drawings and Specifications$ 110,300 Alternative – Provide HVAC System for Pioneer Hall as Described in the 14 Drawings and Specifications$ 95,100 Discovered work, additional work caused by unintended, unavoidable damage created while performing the identified scope of work and additional work arising from regulatory requirements which have not been 15 fully described$ 250,000 Alternative Total$ 671,990 Grand Total $ 1,725,990 Page 3 of 4 Council Business Meeting Local Contract Review Board ALTERNATIVE OPTIONS Do Nothing – Pioneer Hall and the Community Center are not currently availablefor useto the citizens of Ashland. The option to do nothing postpones the decision to improve, replace or tear down the facilities, which will in the meantime remain unusable. Pursue all Alternatives – See the list of Alternatives (for clarity, options 10and 4 are mutually exclusive and this option would include 10and exclude 4). Contract Value for this option would be $1,722,490 Choose Alternatives – Council chooses to only pursue a subset of the alternatives included in the bid schedule. The contract value for this option would be determined by the selections chosen. SUGGESTED NEXT STEPS Next steps include issuing a notice to proceed after award of contractand coordinating the schedule of work activities with Outlier Construction LLC. Notification in the City Newsletter will be issued in June. Community Development has already been consulted on this scope of work. No planning action was deemed necessary and permitting will be coordinated by Outlier Construction LLC. Staff will continueto work with the City’s Communication Officer about posting appropriate information on the City’s websiteto update the public on when construction activities will be occurring. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to award a public improvement contract to Outlier Construction LLCfor Project No. 2020-15 and 16 Community Center and Pioneer Hall Rehabilitation including all bid schedule alternatives except 4, in the amount of$1,722,490. I move to award a public improvement contract to Outlier Construction LLC for Project No. 2020-15 and 16 Community Center and Pioneer Hall Rehabilitation including only a subset of bid schedule alternatives. I move todeny the contract with OutlierConstructionLLCandrequest Public Works perform a new solicitation for the Project No 2020-15,16 Community Center and Pioneer Hall Rehabilitation REFERENCES & ATTACHMENTS Attachment #1 – 202405142020-15,16Bid Summary Final Attachment #2 – Outlier Construction LLC Bid Attachment #3 – Outlier Construction LLC Bid Schedule Alternatives Attachment #4 – City Attorney Memo to Council November 2021 Attachment #5 – Community Center and Pioneer Hall Decision History Memo (5-2024) Page 4 of 4 Description # 0 1 (A) Alternative Community Center – ADA Accessible Kitchen and Lighting 2 (A-1) Alternative Community Center – Quartz Countertop and Backsplash in Kitchen 3 (B) Alternative Community Center – Paint Exterior Siding and Trim at Front Elevation 4 5(C) Alternative Community Center - Stage Ramp (D) Alternative Community Center - Refinish Wood Floors 6 (E) Alternative Community Center - Paint Existing Interior Walls, Doors, and Trim 7 (F) Alternative Community Center - Carpet Tiles at Offices 8 (G) Alternative Community Center – Hardscapes and Stormwater 9 (H) Alternative Community Center – Paint Entire Exterior Siding and Trim (if this alternative is selected, alternative B will not be) 10 (I) Alternative Community Center – Concrete Stem Wall Around All Other Perimeter Walls Per Sheet S1.10 and Details 2/S5.10, 3/S5.10 and 4/A8.00 11 (J) Alternative Pioneer Hall – Paint Interior Walls 12 Alternative – Provide HVAC System for the Community Center as Described in the Drawings and Specifications 13 Alternative – Provide HVAC System for Pioneer Hall as Described in the Drawings and Specifications 14 Discovered work, additional work caused by unintended, unavoidable damage created while performing the identified scope of work and additional work arising from regulatory requirements which have not been fully described 15 Alternative Total Grand Total AdroitOutlier% Diff $ 954,500$ 1,054,000-10.4% $ 21,000 $ 17,70015.7% $ 4,000$ 4,800-20.0% $ 11,000 $ 3,500 68.2% $ 17,000 $ 10,74036.8% $ 16,000 $ 17,400-8.8% $ 22,000$ 18,90014.1% $ 12,000 $ 5,100 57.5% $ 17,000 $ 33,700-98.2% $ 18,000 $ 11,90033.9% $ 64,000 $ 62,8501.8% $ 4,500 $ 30,000-566.7% $ 226,500$ 110,30051.3% $ 157,000$ 95,10039.4% $ 250,000$ 250,0000.0% $ 840,000$ 671,99020.0% $ 1,794,500 $ 1,725,990 3.8% Council Business Meeting May 21, 2024 Agenda Item Contract for Community Center and Pioneer Hall Rehabilitation Jason StraitPEProject Manager From Scott FleuryPEPublic Works Director jason.strait@ashland.or.us Contact Scott.fleury@ashland.or.us Item Type Requested by Council Update Request for Direction Presentation SUMMARY Before the Council is a request to approve a public improvement contract with Outlier ConstructionLLCto perform rehabilitation and improvement work on Pioneer Hall and the Community Center. Bids were th received May 14from two contractors with Outlier Constructionproviding the low bid at $1,722,490 including all applicable alternatives(please see Attachment #2). If the contract is approved staff will work with the contractorto develop a schedule to perform onsite activities during the second half of 2024 and first half of 2025. POLICIES, PLANS & GOALS SUPPORTED City Council Goals, Visions and Values: Public Safety. Quality infrastructure and facilities through timely maintenance and community investment. Department Goals: Maintain existing infrastructure to meet regulatory requirements and minimize life cyclecosts. Deliver timely life cycle capital improvement projects. Maintain and improve infrastructure that enhances the economic vitality of the community. Evaluate all city infrastructure regarding planning management and financial resources. PREVIOUS COUNCIL ACTION Pioneer Hall and the Community Center have been the subject of numerous discussions and actions by City Council. Please see Attachment #5 for additional details. BACKGROUND AND ADDITIONAL INFORMATION Pioneer Hall and the Community Center have been serving the citizens of Ashland for numerous years. Over that time, they have seen multiple improvements and rehabilitations, some major, to keep them in serviceable condition. Unfortunately, with continued age and updated building code requirements the buildings were taken out of service in late 2021 as theliability to the City for the buildings continued use was deemed to be unacceptable (please see Attachment #4). Since that time engineering work has progressed to address the structural deficiencies of the buildings as well as to improve the buildings in alignment with the Ad Hoc committee’s recommendations. Bid Process Page 1 of 3 Council Business Meeting The invitation to bid for the Community Center and Pioneer Hall RehabilitationProject was posted on OregonBuys, Oregon’s procurement network on March 19, 2024. Notice was given in the Daily Journal of Commerce and placed on the City’s websitethe following day. Bids were received on May 14, 2024, with two contractors submitting bids. Bothbids were deemed responsiveand contained the required bonds, documentation, and acknowledgements. Bidding information is shown on the attached bid summary form (Attachment #1). PROJECT DESCRIPTION: The Community Center and Pioneer Hall Rehabilitation Project addresses two major scopes. The first is to structurally stabilize and strengthen the buildings to meet code requirements allowing the buildings to be returned to service. The second scope of work involves improvements to the buildings as defined and prioritized by the Ad Hoc committee which reviewed the buildings in 2021. A significant portion of this second scope is to provide better ADA accessibility. Additional items deemed highly desirable but not as critical for the continued use of the buildings were included as alternatives in the ITB. FISCAL IMPACTS The Community Center and Pioneer Hall Rehabilitation project is an identified item in the CIP. There is adequate funding for this project. ALTERNATIVE OPTIONS Do Nothing – Pioneer Hall and the Community Center are not currently availablefor useto the citizens of Ashland. The option to do nothing postpones the decision to improve, replace or tear down the facilities, which will in the meantime remain unusable. Pursue all Alternatives – See the list of Alternatives (for clarity, options H and B are mutually exclusive and this option would include H and exclude B). Contract Value for this option would be $1,722,490 Choose Alternatives – Council, or their designate, chooses to only pursue a subset of the alternatives included in the bid schedule. The contract value for this option would be determined by the selections chosen. SUGGESTED NEXT STEPS Next steps include issuing a notice to proceed after award of contractand coordinating the schedule of work activities with Outlier Construction LLC. Notification in the City Newsletter will be issued in June. Community Development has already been consulted on this scope of work. No planning action was deemed necessary and permitting will be coordinated by Outlier Construction LLC. Staff will continueto work with the City’s Communication Officer about posting appropriate information on the City’s websiteto update the public on when construction activities will be occurring. ACTIONS, OPTIONS & POTENTIAL MOTIONS Page 2 of 3 Council Business Meeting I move to award a public improvement contract to Outlier Construction LLCfor Project No. 2020-15 and 16 Community Center and Pioneer Hall Rehabilitation including all bid schedule alternatives except B, in the amount of $1,722,490. I move to award a public improvement contract to Outlier Construction LLC for Project No. 2020-15 and 16 Community Center and Pioneer Hall Rehabilitation including only a subset of bid schedule alternatives. I move to deny the contract with Outlier ConstructionLLC I move todeny the contract with Outlier ConstructionLLCandrequest Public Works perform a new solicitation for the Project No 2020-15,16 Community Center and Pioneer Hall Rehabilitation REFERENCES & ATTACHMENTS Attachment #1 – 20240514 2020-15,16Bid Summary Final Attachment #2 – Outlier Construction LLC Bid Attachment #3 – Outlier Construction LLC Bid Schedule Alternatives Attachment #4 – City Attorney Memo to Council November 2021 Attachment #5 – Community Center and Pioneer Hall Decision History Memo (3-2022) Page 3 of 3