DATE: October25, 2022
TO: Mayor and City Council
FROM: Director of Maintenance Services
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute an Agreement with Newton Construction & Management for the Hayward Police Department Building Improvement Project in an Amount Not-to-Exceed $246,326.65 Pursuant to a Cooperative Purchasing Agreement
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with Newton Construction & Management, in an amount not-to-exceed $246,326.65, pursuant to a cooperative purchasing agreement.
SUMMARY AND BACKGROUND
This building improvement project is part of the Facilities Capital Improvement Program (CIP) and supports the City’s commitment to provide facilities for employees and the public that are serviceable and in a good state of repair. This facility has numerous areas with aging flooring and faded and chipping interior paint and this project will resolve high priority issues as identified by a staff working group.
DISCUSSION
The Police Department Headquarters, located at 300 W. Winton and which was built in 1975, needs refurbishing in select areas. The refurbishing will consist of carpet replacement in hallways and in offices where older carpet still exists. Complete interior painting in those same areas will also be completed as part of this project scope. Additional work includes ceiling tile, and new chair-rails that will be replaced on multiple floors.
The City is proposing to use Sourcewell, formerly the National Joint Powers Authority (NJPA), which competitively bids construction tasks with pre-set unit prices and specifications for general construction services, including materials, equipment, and labor costs, to contract with Newton Construction & Management for the remodel.
Sourcewell previously went through a competitive bidding process and awarded a contract to Newton Construction & Management. California Government Code Section 6500 et seq. authorizes public agencies to enter into an agreement to jointly exercise any power in common to public agencies, including participating in cooperative purchasing agreements, while still remaining within the City’s adopted rules and procedures for purchasing. A job walk was held, and Newton Construction & Management submitted a proposal via Sourcewell in the amount of $231,326,65. Additionally, staff is requesting a project contingency in the amount of $15,000.
Staff has reviewed this proposal and recommends a contract award not-to-exceed $246,326.65. There is ample budget available in the FY23 Facilities CIP to support this project as presented.
FISCAL IMPACT
The total project cost $246,326.65 will be funded through FY23 Facilities CIP.
HPD CIP #7224 PROJECT COSTS
Newton Construction & Management
$231,326.65
Contractor Contingency
$15,000.00
TOTAL PROJECT COST
$246,326.65
SUSTAINABILITY FEATURES
The City is committed to developing projects that are environmentally responsible. Therefore, staff will ensure that the work scope proposed by the contractor incorporates features that are in line with the City’s sustainability guidelines.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Improve Infrastructure.
NEXT STEPS
Once Council adopts the attached resolution, staff will work with Newton Construction & Management to execute the contract and move forward with the project.
Prepared by: Allen Koscinski, Facilities Manager
Liz Sanchez, Management Analyst II
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
Kelly McAdoo, City Manager