Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Award Construction Contract for the Community Center Window Replacement Project
Date: November 08, 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 Community Center Window Replacement Project to August-Jaye Construction and authorize the City Manager to execute any required amendments for both the construction contract or the related construction management agreement.
Background
The City’s Capital Plan includes efforts to upgrade and maintain our buildings and facilities.
Recently, the City has completed replacing the roof on the Community Center, approved a contract for the partial window replacement project for City Hall, and has now completed the design and received bids to replace the Community Center windows. Current information on active City Public Works projects, including the Community Center Window Replacement Project, are available to the public on the City’s website.
Analysis/Discussion
The Community Center Window Replacement Project design was conducted by Moe Engineering and Interactive Resources. On August 23, 2022, City Council adopted Resolution 2022-49, approving Amendment Number 3 to the Professional Services Contract with Moe Engineering to add $21,500 for the providing Project Management and Construction Management services from design through construction for this Community Center Windows Project.
The construction component of the Project was advertised for bidding last month. On October 18, 2022, seven bids were received and opened with the low bid in the amount of $87,613, and the high bid of $295,000. The bid summary schedule is attached. The low bid is from AugustJaye Construction, also attached, is 76% below the engineer’s cost estimate of $357,977. The discrepancy between the low bid and Engineer’s Estimate is attributed to a conservatively high Engineer’s Estimate and cost savings from having the same contractor perform both the City Hall and Community Center Window replacement projects. The low bid was reviewed, and Staff has determined it to be responsive and recommends it for award.
The construction plans are available upon request from the Public Works Department at City Hall and on the Capital Projects, website accessed via Cotaticity.org. Work is to consist of partially removing all existing aluminum windows, prepare the openings for new PVC window systems, install new PVC window systems, and modify and/or repair adjoining surfaces as required to match the existing building.
The timeline for the building improvement is highly variable based on the ordering and delivery date provided for the special-order windows. With an anticipated proceed date of mid to late November, and 12 weeks for window delivery, construction could be estimated to begin by early March 2023.
Financial Considerations
The City’s adopted Fiscal Year 2022/23 Budget included General Fund funding of $1,038,000 for the Civic Center Windows and Exterior Repairs Project. This project includes the City Hall Window Replacement (received prior Council award and budget authorization of $350,000), Community Center Window Replacement Project as well as painting the Community Center.
Adjusting for already authorized projects, the budget remaining for projects is $688,000.
Staff are requesting approval of additional project funding for construction totaling $118,266, including a construction contract total of $87,613, and contingency allowance of $30,653.
Including previously approved funding for the Project Management and Construction Management Agreement with Moe Engineering of $21,500, and the Design agreement with Interactive Resources of $15,234, the total Project budget is $155,000. This is well below the $688,000 available budgeted 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 Community Center Window Replacement Project is a minor alteration of an existing structure, therefore, no further environmental review is required.
Attachments:
Community Center Window Replacement Bid Summary (PDF)
August-Jaye Construction Proposal (PDF)