Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Award Construction Contract for the City Hall Window Replacement Project Date: July 26, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution awarding the construction contract for the City Hall Window Replacement Project to August-Jage Construction and authorizing the City Manager to execute any needed change orders to the construction contract or amendments to the Construction Management Agreement with Moe Engineering up to the approve Project budget
Background
The City’s Capital Plan includes efforts to upgrade and maintain it’s buildings and facilities.
Recently, the City has completed replacing the roof on the Community Center and has now completed the design and received bids to replace the windows and remediate weather damage on the side of City Hall facing West Sierra Avenue. Current information on active City Public Works projects are available to the public on the City’s website.
Analysis/Discussion
The City Hall Window Replacement Project design was conducted over the past year and the Project was advertised for bidding last month. On June 21, 2022, five bids were received and opened with the low bid in the amount of $208,071 (base bid plus alternate) and the high bid of $343,500. The low bid is 65% below the engineer’s cost estimate of $595,512. The low bid was reviewed and Staff has determined it to be responsive and recommends it for award. 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 large discrepancy between the estimated cost and the bid results.
The construction plans are available upon request from the Public Works Department at City Hall. 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). The windows and framing on this side of City Hall is primarily south facing and exposed to the sun and weather. Fiberglass was chosen over vinyl windows, despite adding approximately $10,000 to the project costs, due to their overall quality and durability. The “storeroom” windows, situated high on the wall and protected by the building’s eve’s, are more protected from the weather and do not appear to have severe weathering, and water penetration as the larger windows have. Therefore, these smaller windows are excluded from the project.
The work also includes converting the Administrative Services public entrance to a service counter. This modification creates a needed office space within the Administrative Services space.
The Contractor has 90 working days from the date specified in the City’s Notice to Proceed to substantially complete the work. The completion date will also depend on the ordering and delivery date provided for the special order windows. With an anticipated 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. The Administration offices, conference room, and History Museum will not be suitable for occupation during construction and alternative accommodations will need to be made.
On May 25, 2021, City Council adopted Resolution 2021-21, approving Amendment Number 2 to the Professional Services Contract with Moe Engineering to add $20,868 for the providing Project Management and Construction Management services from design through construction.
Financial Considerations
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. The construction contract totals $208,071, and the Construction Management agreement is for an amount of $20,868. Providing contingency for unexpected site conditions, additional City requested work, hazardous materials mitigation, and the Architectural assistance during construction agreement, the total recommended Project authorized budget is for $350,000. Staff is to be authorized to execute any needed change orders or amendments up to this amount. Any expenses beyond this amount would need to receive additional City Council approval.
Environmental Issues
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.
Attachments:
Window Replacement Project Bid Tabs (PDF)