CITY OF POMONA
COUNCIL REPORT
September 16, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: RESOLUTION TO AMEND THE FY 2024-25 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET BY APPROPRIATING $486,775 OF AVAILABLE AMERICAN RESCUE PLAN (ARP) FUNDS ALLOCATED FOR LIBRARY YOUTH COMMITMENT, AND AWARD OF CONSTRUCTION CONTRACT FOR “POMONA LIBRARY FACILITY IMPROVEMENTS,” PROJECT NO. 428-2590-XXXXX-74120 RECOMMENDATION:
It is recommended that the City Council approve the following actions:
Adopt the following resolution:
RESOLUTION NO. 2024-137 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA AMENDING THE FY 2024-25 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET BY APPROPRIATING $486,775 OF AVAILABLE AMERICAN RESCUE PLAN (ARP) FUNDS ALLOCATED FOR LIBRARY YOUTH COMMITMENT TO “POMONA LIBRARY FACILITY IMPROVEMENTS,” PROJECT NO. 428-2590-XXXXX-74120; Award a construction contract to Dewberry Design-Builders, Inc. for “Pomona Library Facility Improvements,” Project No. 428-2590-XXXXX-74120, to include all Base Bid items, plus Additive Alternate Item Nos. 1-5 in the amount of $5,560,031; Find that the project referenced above is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c) and that the proposed project will not have a significant effect on the environment; Approve working days and hours to include nights and weekends; and Authorize the City Manager, or her designee, to execute the construction contract/agreement and related documents (permits, change orders, etc.).
EXECUTIVE SUMMARY:
Approval of the recommended actions will result in the appropriation of ARP funds and the award of a construction contract to Dewberry Design-Builders, Inc. in the amount of $5,560,031.28 to provide construction improvements for “Pomona Library Facility Improvements,” Project No. 428-2590-XXXXX-74120 (Project).
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☐ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $250 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $250 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
Approval of this action will increase the Project budget by $486,775, allowing Staff to award a construction contract in the amount of $5,560,031.28. The following table details the fiscal impacts associated with the recommended actions:
Category
“Pomona Library Facility Improvements,” Project No. 428-2590-XXXXX-74120 Beginning Budget
$6,342,328
ARP Funds – Allocated for Library Youth Commitment
$486,775
Expenditures/Encumbrances
(as August 14, 2024)
($961,100)
Construction Contract Award + Contingency
($5,560,031.28)
Budget Remaining
$307,972
PUBLIC NOTICING REQUIREMENTS:
In accordance with Section 2-1003 - Formal Procedure of the City’s Purchasing Ordinance, a revised Notice of Inviting Bids (IFB# 2024-42) for construction of “Pomona Library Facility Improvements,” Project No. 428-2590-XXXXX-74120 was posted on the City’s electronic bidding platform, Planet Bids, on July 3, 2024.
PREVIOUS RELATED ACTION:
On December 19, 2022, the City Council approved an amendment to the FY 2022-23 CIP Budget modifying the description of the Project to include additional scope of work and appropriating $6,014,328 in State Grant Funding (SB 129 Building Forward Library Infrastructure Grant Program).
On March 20, 2023, the City Council approved the award of a professional services agreement to Cumming Construction Management, Inc. in the amount of $284,970 for project and construction management services.
On September 11, 2023, the City Council approved the award of professional consultant services agreements to ACC Environmental, Design West Engineering, and PBK Architects, Inc. d.b.a. BEAM Professionals in the cumulative amount of $533,815.
On July 1, 2024, the City Council authorized Staff to reject the bids received on June 4, 2024 for the Pomona Library Facility Improvements (IFB# 2024-26). Staff revised the Invitation for Bid (IFB) and re-submitted it to Planet Bids for bidding.
ENVIRONMENTAL IMPACT:
The Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), in that it meets the guidelines for the implementation of CEQA because the Project consists of the operation, repair and maintenance of existing facilities.
DISCUSSION:
Staff submitted an application requesting funding from the State of California Budget Act of 2021 (SB 129) to renovate the Pomona Public Library. Proposed improvements to the Library include:
- Roof replacement
- HVAC replacement
- Interior LED troffer retrofit kits
- LED exterior lighting
On July 3, 2024, the City issued a revised Invitation for Bids (IFB) No. 2024-42 “Pomona Library Facility Improvements,” Project No. 428-2590-XXXXX-74120 via the City’s electronic bidding platform, Planet Bids. The solicitation was sent to 979 potential bidders, with 106 potential bidders downloading the IFB, resulting in the City receiving six (6) proposals. Bids were due on August 14, 2024. The lowest bidder, Wakeco, Inc., was found to be ‘Non-Responsive’ due to missing “Required” information/documentation. Therefore, the next lowest bidder that is qualified and responsive is Dewberry Design-Builders, Inc., as shown in the table below.
Dewberry Design-Builders, Inc. will act as the General Contractor and will manage their Subcontractor’s scope of work, along with their own. The contract total of $5,560,031.28 includes all Base Bid items, as well as Additive Alternate Item Nos. 1 through 5. Staff recommends City Council approve construction work also allowing nights and weekends; that will enable potential cost management negotiations for the project, and allow additional continuous working time that will be necessary for completing sections of roofing prior to weather events, as well as delivery placement and installation of heavy HVAC equipment that will require multiple continuous shifts of work by Contractor.
Contractor
Total Base Bid
Total Additive Alternates
(1-5)
Total Base Bids & All Additive Alternates (1-5)
1 Wakeco, Inc.
$4,039,361
$997,289
$5,036,649
2 Dewberry Design-Builders, Inc.
$4,422,942
$1,137,090
$5,560,032
3 PCN3, Inc.
$6,160,025
$689,475
$6,849,500
4 Archico Design Build, Inc.
$5,373,062
$1,573,893
$6,946,955
5 Caliba, Inc.
$6,018,658
$1,278,902
$7,297,560
6 The Nazerian Group
$9,551,240
$1,492,200
$11,043,440
Engineer’s Estimate
$5,600,000
If awarded, construction is anticipated to begin in March 2025, with an expected 5-month duration period.
COUNCIL PRIORITIES & GOALS:
This item supports the following FY 2021-22 City Council Priorities and Goals: Goal O: Improve Parks facilities in the following general order of priority: 1) ensuring that existing amenities are functioning; 2) rehabilitating bathrooms and other park facilities; 3) adding trees; 4) improving ADA accessibility of all park facilities and equipment; 5) adding new bathrooms; and 6) adding additional recreation and playground equipment.
Prepared by:
Stephanie Carbajal, PMP
Program Assistant
ATTACHMENT(S):
Attachment No. 1 – Resolution No. 2024-137
Adopt Resolution No. 2024-137 and Award Construction Contract for Pomona Library Facility Improvements