Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Award Construction Contract for the Civic Center Painting Project Date: April 11, 2023
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 Civic Center Painting Project to KBI Painting 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 contracts for the partial window replacement project for City Hall and replacing Community Center windows, and has now completed the design and received bids to paint City Hall, the Community Center, and the Cotati Room. Current information on active and recently completed City Public Works projects is available to the public on the City’s website.
Analysis/Discussion
On May 25, 2021, City Council adopted Resolution 2021-21, approving Amendment Number 2 to the Professional Services Contract with Moe Engineering to add funding for the design, bid assistance, and Construction Management services for the Civic Center Painting Project. Moe Engineering completed the design and the project advertised for bidding last month.
On March 28, 2023, seven bids were received and opened with the low bid in the amount of $46,461, and the high bid of $130,000. The bid summary and low bid proposal are attached to the resolution. The low bid is from KBI Painting and is 48 percent below the engineer’s cost estimate of $90,000. The discrepancy between the low bid and Engineer’s Estimate is attributed to a conservatively high Engineer’s Estimate and a competitive bidding environment. 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 consists of painting the exterior of City Hall, the Community Center, and the Cotati room. Work is not to begin until the City Hall and Community Center window replacement projects are substantially complete which is expected by May 1, 2023. With contract processing, submittals (including verifying the colors), work can be expected to begin June 1, and be completed by July 1, 2023.
Financial Considerations
Staff are requesting approval for contracts totaling $76,461, including a construction contract total of $46,461, contingency allowance of $30,000 for change orders or project revisions. Additionally included within the total project scope, however already contracted, is the project management and construction management agreement with Moe Engineering of $20,044. This equates to a total painting project budget not exceeding $96,505 which is planned and available within the existing budget encumbered for the Civic Center Windows and Exterior Repairs Project. As such, no additional budget appropriation or funding requirement 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 Civic Center Painting Project is a minor alteration of an existing structure, therefore, no further environmental review is required.