CC MEETING: February 18, 2025
DATE: February 3, 2025
TO: Erin Rinehart, City Manager
FROM: Jonathan Wheat, P.E., Director of Engineering
Shannon Hicks, P.E., Assistant City Manager
Title
Consider Authorizing The City Manager To Execute A Construction Contract With Gomez Floor Covering, Inc. DBA GFC Contracting For The Carrollton City Hall Lower Level Improvements In An Amount Not To Exceed $940,939.00.
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BACKGROUND:
As part of an ongoing effort to maintain City facilities, city staff has advanced a consolidated project to upgrade interior lighting, replace ceiling tiles and grids, and provide additional open office space in City Hall Basement. Construction documents are now complete, and the project is ready to begin construction. Improvements from this project will include replacement of existing fluorescent lighting with high efficiency LED lighting, replacement of old and damaged ceiling grid, selective demolition of walls for open office space, replacement of flooring to accommodate the new open office space, painting of walls in interior areas and offices, electrical modifications and additions to accommodate new workstations, offices and other areas, and adjustment of HVAC ductwork to accommodate new ceiling grid and lighting.
Construction will occur in one phase. City personnel will be relocated for the duration of the project. A master schedule has been developed that includes temporary staff relocation, removal of old furniture, all construction components, installation of new furniture, and restoring staff and operations. While an actual schedule will be developed once all contracts are secured, construction duration is estimated to be complete in eight months.
The Architect’s opinion of probable cost for work covered by this contract phase was estimated at $1,177,667.00. As outlined below, the actual lowest qualified proposal is approximately 27% below budget, while meeting all project goals.
FINANCIAL IMPLICATIONS:
Construction services for this project have been selected through competitively sealed proposals in accordance with State Law. The City evaluated and ranked each proposed contractor based on the following selection criteria: 65% proposed price and 35% contractor qualifications. The City then selected the contractor that offered the best value as determined by the selection criteria and ranking evaluation.
Twelve (12) proposals were received on January 22, 2025, and ranged from $206,275 to $1,177,871. However, State Law requires evaluation of all selection criteria which includes the price and contractor qualifications.
Staff have reviewed the required contractor qualification packets, and determined in consideration of all selection criteria, the contractor Gomez Floor Covering, Inc. dba GFC Contracting, has submitted the lowest qualified proposal of $855,399.00. Although they may not present the lowest monetary proposal, GFC possesses the most comparable qualifications over all other proposers. GFC has an excellent reputation with the City of Carrollton and has successfully delivered several projects for the City. Upon incorporation of all selection criteria based on price and qualifications, Gomez Floor Covering, Inc. dba GFC Contracting is concluded to be the most qualified contractor for this project and offers the best overall value to the City of Carrollton. Staff consider this contractor to be the lowest responsible proposer and offers the best value to the city for the City Hall Basement Remodel project.
Gomez Floor Covering, Inc. dba GFC Contracting has submitted the lowest qualified proposal to perform the construction services for the project in the amount of $855,399.00. Funding is available from General Obligation bond funds.
Staff recommends the inclusion of a construction contingency. The construction contingency provides an expedient manner to accommodate unforeseen costs and minor additions in work common in all construction projects. Examples include unexpected conditions discovered during construction, and changes to design that were not possible during plan generation. All charges against contingency must be supported by detailed pricing information and approved by the City through a formal change order. However, having advanced Council authorization ensures that work progress is not impeded. Typical construction contingencies for a project of this magnitude range from 5-10% of the total contract amount. Staff recommend a 10% (original contract amount) contingency or $85,540.00.
IMPACT ON COMMUNITY SUSTAINABILITY:
This project will contribute to community sustainability by updating a key municipal facility to provide a better working and business environment for City employees and citizens, and provide for more cost-efficient energy components, and an upgraded office area for city personnel located in the basement.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends City Council authorize the City Manager to approve a construction contract with Gomez Floor Covering, Inc. dba GFC Contracting for the remodel and renovations of City Hall Basement in an amount not to exceed $940,939.00. ($855,399.00 proposal and a $85,540 (10%) construction contingency).