RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI AWARDING
THE CONSTRUCTION CONTRACT FOR THE CITY HALL WINDOW
REPLACEMENT PROJECT TO AUGUST-JAYE AND AUTHORIZING THE CITY
MANAGER TO EXECUTE ANY NEEDED CHANGE ORDERS TO THE
CONSTRUCTION CONTRACT AND/OR AMENDMENTS TO THE CONSTRUCTION
MANAGEMENT AGREEMENT OR OTHER NEEDED AGREEMENTS TO
COMPLETE THE PROJECT
WHEREAS, the City’s Capital Plan includes efforts to upgrade and maintain its buildings and facilities and,
WHEREAS, the City Hall Window Replacement Project design was conducted over the past year and the Project was advertised for bidding last month; and WHEREAS, on June 21, 2022, five bids were received and opened with the low bid in the amount of $208,071 (base bid plus alternate), from August-Jaye and the high bid of $343,500; and
WHEREAS, the low bid is 65% below the engineer’s cost estimate of $595,512, and the low bid was reviewed and Staff has determined it to be responsive and recommends it for award; and
WHEREAS, the reduction in scope from 21 windows to 15 windows, the competitive environment, and the conservative nature of the construction cost estimate contribute to the discrepancy between the estimated cost and the bid results; and WHEREAS, the construction plans are attached and work generally consists of removing interior painted wood trim, remove glazing and all protruding portions of the existing aluminum frame, preparing the frame to receive the new fiberglass windows, repapering the exterior around each window to ensure its properly weatherized, and applying stucco to the entire wall (similar or same cost as applying stucco around the windows only but a much improved end product); and WHEREAS, the work also includes converting the Administrative Services public entrance to a service counter, and this modification creates a needed office within the Administrative Services space; and
WHEREAS, the Contractor has 90 working days from the date specified in the City’s Notice to Proceed to substantially complete the work and the completion date will also depend on the ordering and delivery date provided for the window order; and WHEREAS, with an anticipated notice to proceed date of mid to late August, and 12 weeks for window delivery, construction would begin in mid to late December and extend into 2023; and
WHEREAS, the Administration offices, conference room, and History Museum will not be suitable for occupation during construction and alternative accommodations will need to be made; and
WHEREAS, the City’s adopted Fiscal Year 22/23 Budget includes $1,038,000 for the Civic Center Windows and Exterior Repairs Project which includes the City Hall Window Replacement Project as well as replacing the windows and painting the Community Center; and WHEREAS, the construction contract totals $208,071, the Construction Management agreement is for an amount of $20,868, and providing contingency for unexpected site conditions, additional City requested work, hazardous materials mitigation, and the Architectural assistance during construction agreement, the total Staff recommended Project authorized budget is for $350,000; and
WHEREAS, this Project is Categorically Exempt in accordance with the California Environmental Quality Act Guidelines Section 15301 Existing Facilities as the City Hall Window Replacement Project is a minor alteration of an existing structure, therefore, no further environmental review is required.
NOW THEREFORE BE IT RESOLVED THAT the City of Cotati City Council hereby finds that:
1. The construction agreement is awarded to August-Jaye for an amount of $208,071, and
2. The amount of the Civic Center Windows and Exterior Repairs Project budget to be allocated to the City Hall Window Replacement Project shall be $350,000, and
3. The City Manager is authorized to execute the heretofore mentioned construction agreement, and any needed change orders to this and other project related agreements up to the authorized Project budget.
IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on the July 26th, 2022, by the following vote, to wit:
Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
City Attorney