1 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, Inc. for the Hayward Animal Shelter Flooring and Wall Upgrade Project RP030 in an Amount Not-to-Exceed $257,331
RECOMMENDATION
That the Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with Staples Construction Company, in an amount not-to-exceed $257,331.
SUMMARY AND BACKGROUND
The America Rescue Plan Act of 2021 (ARPA) included funding to invest in building and infrastructure to both support and expand City operations and services in a post-COVID environment. In FY 2022, as part of the Council’s Strategic Priority project that supports infrastructure investment, ARPA funds were appropriated for the Animal Shelter project at 16 Barnes Ct. This project will replace the aging flooring in multiple sections of the facility and make improvements to other select pieces of failing infrastructure within this 50-plus year-old facility. These improvements will create a more cohesive environment within the building and improve the overall visitor experience.
Staff recommends entering into an agreement with Staples Construction Company, Inc. to replace flooring and wall coatings in multiple areas that have reached the end of their useful life which will provide a more accessible, serviceable, and healthy space for the public and Animal Services staff.
DISCUSSION
The Hayward Animal Shelter, located at 16 Barnes Court, was built in 1969. While many components and facility infrastructure remain operational, some are in a failing state of repair and beyond the end of their useful life. The flooring, the walls and the kennels of the original section of the shelter are in most need of improvements. In the original kennels, cat adoption area, food prep area and hallway, a combination of grinding and manual flooring removal will be completed to prepare for a new chemical resistant and non-abrasive epoxy flooring. In addition to new flooring, the facility’s main hallway will receive new wall panels (FRP) to create strong walls and surfaces that are scratch-resistant and able to withstand high impacts. Additionally, horizontal barriers (crash rails) will be installed to protect the wall surface that often receives damage from carts, equipment and foot traffic. This project will improve the overall user experience for the public and staff, it will also improve the conditions for the animals that will be housed there and reduce the potential spread of animal-based disease.
Staples Construction, Inc. was identified as a qualified contractor through Sourcewell, a third party that conducts competitive bidding processes to establish pre-set unit prices for various materials, equipment, and services. 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 remaining within the City’s adopted rules and procedures for purchasing.
Staff invited Staples Construction, Inc. for a walk-through to confirm project scope and submit a proposal. Staff reviewed Staples Construction’s submitted proposal in the amount of $227,331 and confirms it meets the projects desired scope of work. Staff recommends awarding a contract in said amount with a contingency ($30,000) for a total not-to-exceed contract amount of $257,331.
FISCAL IMPACT
ANIMAL CONTROL PROJECT COST #RP030
ARPA Project RP030
$227,331
Contingency
$ 30,000
PROJECT TOTAL
$257,331
In FY 2022, ARPA funds were appropriated for the Animal Shelter (Project RP030) to support public health expenditures through capitalization investments in public facilities to meet operational needs. To date, no funds have been spent on this project, and the budget appropriation for this project has been carried forward and appropriated in FY 2025. This project will be fully funded by ARPA and has no impact on the General Fund.
SUSTAINABILITY FEATURES
The scope of this project identifies using non-toxic and water-based epoxy materials.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Improve Infrastructure.
NEXT STEPS
If approved, the City Manager will negotiate and execute an agreement with Staples Construction Company, Inc. in an amount not-to-exceed $257,331 to support the Animal Shelter Flooring and Wall Project RP030.
Prepared by: Liz Moran, Management Analyst II
Allen Koscinski, Facilities Manager
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
Dustin Claussen, Interim City Manager