REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the City of Santa Clara Utilities Corporation Yard Renovation Project to Ron Paris Construction
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara utilities corporation yard located at 1705 Martin Avenue and constructed in the late 1960’s, is occupied by staff from the Water and Sewer Department and Silicon Valley Power. It contains work offices, a utility operations control room, a computer room, conference rooms, men’s locker rooms and restrooms, and one women’s restroom. In an effort to provide additional amenities to women working at this site, the Utilities Corporation Yard Renovation Project (Project) proposes to construct a new accessible women’s restroom equipped with lockers and a shower. The scope of work also includes replacement of the existing halon fire suppression system in the computer room with a new clean agent fire suppression system; accessible parking stalls, and a new concrete walkway and landing to create an accessible path of travel from the new parking stalls to the existing front entry door.
On April 6, 2021, City Council approved a design professional services agreement with Studio G Architects, Inc. for the Project to provide preliminary engineering, preparation of construction documents (plans, specifications, and engineer’s estimate) for public works bidding, assistance with obtaining building permit, and engineering support services during bid, award, and construction phases.
DISCUSSION
In March 2023, a competitive Request for Bids (RFB) for construction of the Project was published on the City’s bid notification system, Periscope S2G. The RFB was viewed by over 61 vendors on Periscope S2G, which included contractors, suppliers, plan rooms, builder exchanges, and more. Beyond the contractors and suppliers who viewed the RFB through Periscope S2G, additional vendors were also able to view the RFB as members of various plan rooms and builder exchanges. Staff also reached out directly to contractors and vendors who have previously viewed similar projects in the past.
On April 6, 2023, a bid opening for the Project was held via video conference. One bid was received in the amount of $704,248. The Bid Summary is included as Attachment 1. The lowest bid submitted by Ron Paris Construction (RPC), in the amount of $704,248, is 6 percent below the Engineer’s Estimate of $750,000. The reason for receiving one bid may be attributed to the current economy where contractors have an abundant amount of work and may have already secured adequate work.
RPC’s bid was reviewed by the Department of Public Works (DPW) 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 Ron Paris Construction.
Award of contract will enable construction of the Project to begin with substantial completion anticipated by fall 2024. These dates are subject to change 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 cost of the contract is $704,248, plus an approximate 15 percent contingency of $105,637 for any potential change orders, for a total not-to-exceed contract amount of $809,885. Staff recommends including 15 percent contingency to cover any potential unforeseen issues that may arise when working with existing buildings and infrastructures. Funding is available in the Electric Yard Buildings and Grounds Project in the Electric Utility Capital Fund including an appropriation of Water and Sewer funds in today’s Council Agenda as part of item 3B. Staff completed a fair share analysis and SVP is contributing $721,595 and Water and Sewer is contributing $88,290 towards the project.
COORDINATION
This report has been coordinated with Silicon Valley Power, the Finance Department, and the 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. Determine the proposed action is exempt pursuant to Class 1 (Existing Facilities) of CEQA Guidelines Section 15301;
2. Award the Public Works Contract for the City of Santa Clara Utilities Corporation Yard Renovation Project to the lowest responsive and responsible bidder, Ron Paris Construction, in the amount of $704,248 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project, in a final form approved by the City Attorney; and
3. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $105,637, for a total not-to-exceed amount of $809,885.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jōvan D. Grogan, City Manager
ATTACHMENTS
1. Bid Summary