Cotati City Council
Agenda Staff Report
Item type:
To: City Council
Subject: Award Construction Contract for the Community Center Dance Studio Repairs Project
Date: March 28, 2023
Written by: Brianna Steel, Engineering Tech
Recommendation
It is recommended the City of Cotati City Council by Motion award construction contracts for the Community Center Dance Studio Repairs Project to M3 Integrated Services and United Mechanical and authorize the City Manager to execute any required amendments for both the construction contracts or the related construction management agreement and authorize a total not to exceed budget for the Dance Studio Repairs effort of $50,000.
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 begun the process to replace the Community Center windows.
The Dance Studio, located at the northwest corner of the Civic Center Building has been damaged by water intrusion due to the existing HVAC system. The studio is not available for use until the repairs are completed. As the City currently has a contractor on hand to perform the Window Replacement project for the Civic center, City Staff have utilized an informal bid process to obtain quotes for the repairs to remediating the damage.
Remediation of the damage and HVAC repairs are critical to have completed both to (1) better continue to provide this room as a service to our community, but also (2) in advance of the Window and painting project.
Analysis/Discussion
Informal request for bids for the Project was sent to August-Jaye and M3 Integrated Services.
One bid was received from the request and was from M3 Integrated Services. For the HVAC Repairs, United Mechanical currently is contracted for our yearly HVAC repairs, making them uniquely qualified to repair the HVAC system that had caused water damage.
Dance Studio remediation work consists of partially removing the damaged part of the main support beam, as well as replacing some of the damaged 2”x4” pieces. United Mechanical is to remove the old and damaged portions of the HVAC air ducts and replace it with new ducting that will be arranged in a way to discourage from climbing on it.
The proposed construction design from M3 Integrated Services is for an amount not to exceed $29,300. United Mechanical’s bid is $9,882. The bids were reviewed by staff and determined to be responsive and recommends them for award. The City is to use its Minor Construction Agreement template with each of the two contractors.
The timeline for the building improvement is anticipated to start by early April with completion by May 1st, and allowing the studio to be used again. Expediting this project for approval allows for the exterior wall to be completed before the exterior painting project begins.
Financial Considerations
The total proposed project budget for the Dance Studio repairs is $50,000 which is included within the available budget unencumbered within the Civic Center Windows and Exterior Repairs Project. As such no additional budget appropriation is deemed needed at this time.
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:
022423 M3 Proposal Cotati Dance Room Repairs (PDF)
United Mechanical Dance Studio Ductwork Repair, 2-14-23 (PDF)