REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Mission Library Gazebo Project to Innovate Concrete and Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure and Enhance Community Sports, Recreational and Arts Assets
BACKGROUND
On October 22, 2019, Council accepted the recommendations contained in the Mission Library/City Plaza Park: Placemaking Pilot Project Analysis and directed staff to finalize the draft report that summarized the community collaboration efforts. On February 4, 2020, Gates & Associates, Inc. was hired by the City to complete the next phase of the Mission Library Gazebo Project (Project), which includes preparation of schematic design and construction documents (plans, specifications, and engineer’s estimate) for public works bidding, assistance with obtaining building permit(s), and engineering support services during bid, award, and construction. On September 28, 2021, Council approved the City Plaza Park Schematic Design for the Project.
The Project scope of work includes all elements identified during the community input process and shown in the Council approved schematic design, which consists of a connection from the Mission Branch Library to the Gazebo, concrete seating, stair installation, irrigation modifications, and new landscaping around the Gazebo.
DISCUSSION
In June 2022, a competitive Request for Bids was published on the City’s bid notification system, BidSync, for construction of the Project. On June 29, 2022, bids for the Project were opened via video conference. Four bids were received from Innovate Concrete, QLM, Inc., Suarez and Munoz Construction, Inc., and VNH Builders ranging from $169,563 to $232,586. The Bid Summary is included as Attachment No. 1.
The lowest bid submitted by Innovate Concrete in the amount of $169,563 is 13 percent below the engineer’s estimate of $194,000. Innovate Concrete’s bid was reviewed by Department of Public Works staff and the City Attorney’s Office for compliance with the terms and conditions of the bid documents and has been determined to be the lowest responsive and responsible bid. Staff recommends awarding the construction contract to Innovate Concrete.
Award of contract will enable construction of the Project to begin in summer 2022, with substantial completion anticipated by spring 2023. These dates are subject to change based on the latest issues related to the COVID-19 pandemic and if any unforeseen conditions are discovered during construction. The contract includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 (c), “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The approximate cost of the contract is $169,563, plus a 15 percent contingency of $25,437 to address potential change orders, for a total not-to-exceed contract amount of $195,000. Partial funding for the contract is available in the Mission Library Gazebo Project in the Parks and Recreation Capital Fund, which has a current budget of $168,806. Additional funding of $41,194 from received Quimby Act funds is being requested to fully fund the contract and fund $15,000 towards other miscellaneous costs associated with administering the Project for a total budget of $210,000.
Budget Amendment
FY 2022/23
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Current |
Increase/ (Decrease) |
Revised |
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Parks and Recreation Capital Fund |
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Fund Balance |
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Ending Fund Balance (Quimby Act Fees) |
$418,688 |
($41,194) |
$377,494 |
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Expenditures |
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Mission Library Gazebo Project |
$168,806 |
$41,194 |
$210,000 |
COORDINATION
This report has been coordinated with the Parks & Recreation Department, the Finance Department, and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Award the Public Works Contract for the Mission Library Gazebo Project to the lowest responsive and responsible bidder, Innovate Concrete, in the amount of $169,563 and authorize the City Manager or Designee to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project;
2. Authorize the City Manager or Designee to execute change orders up to approximately 15 percent of the original contract price, or $25,437, for a total not to exceed amount of $195,000; and
3. Approve the following FY 2022/23 budget amendment in the Parks and Recreation Capital Fund to increase the Mission Library Gazebo project appropriation by $41,194 (from $168,806 to $210,000) and decrease the Parks and Recreation Capital Fund Quimby Act fund balance by $41,194 (five affirmative Council votes required for the use of unused balances).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Bid Summary