DATE: September 17, 2024
TO: Mayor and City Council
FROM: Director of Maintenance Services
SUBJECT Adoption of a Resolution Authorizing the City Manager to Negotiate and Execute an Agreement with Staples Construction Company for the City Hall Third Floor Restroom Remodel in an Amount Not-to-exceed $225,960.
RECOMMENDATION
That Council adopts the resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with Staples Construction Company, in an amount not-to-exceed $225,960.
SUMMARY AND BACKGROUND
The City Hall Third Floor Restroom Remodel 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. The current project scope includes a complete restroom remodel of both the men’s and women’s restrooms on the third floor of City Hall. Built in 1997, and after 25+ years of use, City Hall’s restrooms, especially those on the lower floors most utilized by the public are showing signs of deterioration that are beyond repair and require a complete renovation.
DISCUSSION
Hayward City Hall, located at 777 B Street, will have the third-floor men’s and women’s restrooms completely remodeled. The remodeling will consist of new waterless urinals, hands free faucets and flushometers for the toilets and basins, new basins, new low-maintenance flooring and wall tile, paint, ceiling tile, quartz counters, stainless steel partitions and mirrors. The two unisex restrooms include shower facilities utilized by City staff; these will be included in the projects remodel scope. The Facilities CIP has funding programmed in FY 2023-2026 to remodel all restroom facilities within City Hall, one-floor per fiscal year over the next three years. To ensure uniformity, a similar renovation scope of work will be completed on each floor, ending on the fourth floor FY 2026, renovations on the first floor were completed in FY 2023.
The City of Hayward is proposing to use Sourcewell, formerly the National Joint Powers Authority (NJPA), which competitively bid construction tasks with pre-set unit prices and specifications for general construction services including materials, equipment, and labor costs, to contract with Staples Construction Company for the remodel.
Sourcewell previously went through a competitive bidding process and awarded a contract. 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 Staples Construction Company submitted a proposal in the amount of $215,200. Additionally, the City is requesting a 5% project contingency in the amount of $10,760. Staff has reviewed this proposal and recommends a contract award not-to-exceed $225,960 and there is ample budget available in the FY25 Facilities CIP.
FISCAL IMPACT
The total project cost $225,960 will be funded through FY 2025 Facilities Capital Improvement.
CITY FACILITY UPDATE CIP #7222 PROJECT COSTS
Staples Construction Company
$215,200
Contractor Contingency
$10,760
TOTAL PROJECT COST
$225,960
SUSTAINABILITY FEATURES
The City of Hayward 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 the attached resolution is approved, City staff will negotiate and execute a not-to-exceed contract of $225,960 with Staples Construction Company for improvements to City Hall third floor restrooms.
Prepared by: Allen Koscinski, Facilities Manager
Liz Moran, Management Analyst II
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
Dustin Claussen, Interim City Manager