CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 14 Section Name: {{section.name}} Account Number: 82-4681 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: May 20, 2024
SUBJECT:
Casanova Park Restroom Remodel – Contingency Increase
RECOMMENDATION:
Approve an increase to the contingency reserve associated with the Newton Construction & Management, Inc. construction contract for the Casanova Park Restroom Remodel in the amount of $75,000, for a revised total contingency reserve of $120,000; and authorize the Public Works Director to issue change orders within the contingency amount.
BACKGROUND:
In 2016, the Public Works Facilities Division and the Parks and Recreation Department assessed all park restrooms and developed a long-term plan for phased remodeling, based on greatest need and available funding. The Beresford, Los Prados, Martin Luther King, Bayside, and Parkside restrooms included in Phases 1, 2 and 3 were remodeled between 2016 and 2017. The park restrooms included in Phase 4 of the remodeling program are located at Indian Springs, Casanova, and Fiesta Meadows parks.
City Council awarded three separate construction contracts to Newton Construction & Management, Inc. (Newton) for the Indian Springs restroom in May 2022, Casanova restroom in October 2022, and Fiesta Meadows restroom in February 2023. Although each restroom location has unique needs, the general scope of work for each location includes the installation of new wall panels, doors, accessibility improvements, new fixtures, partitions, flooring, lighting, a drinking fountain, and painting.
Due to the level of unforeseen conditions at the Indian Springs and Casanova locations, staff instructed Newton to delay the start of construction at Fiesta Meadows in the event that the construction contingencies established were deemed insufficient to complete work at the first two locations. Fortunately, Indian Springs concluded in early 2024, but the renovations at Casanova are projected to exceed the construction contract and contingency amount of $343,253.22 due to unforeseen existing conditions that were found to be non-code compliant. These unexpected Casanova costs exceed the remaining available project budget in the Park Restroom Refurbishment Phase IV Project fund. The Casanova contract is currently scheduled for completion in June 2024.
To manage the budgets, staff coordinated with Newton to terminate the Fiesta Meadows Park Restroom Remodel construction contract, which Newton was agreeable with. The Fiesta Meadows remodel will then be recommended for award at a forthcoming Council meeting. The contract termination allowed for $198,780.47 to return to the Park Restroom Refurbishment Phase IV Project fund, which allows for available funding for the completion of the Casanova Park Restroom Remodel construction project.
Based on the above, staff recommend increasing the contingency reserve associated with the Casanova Park Restroom Remodel construction contract by $75,000 to address the additional scope and complete the project as scheduled.
CITY OF SAN MATEO
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BUDGET IMPACT:
With the termination of the Fiesta Meadows Park Restroom Remodel construction contract, there is sufficient funding available in the Park Restroom Refurbishment Phase IV Project (46F002) to fund the contingency increase.
ENVIRONMENTAL DETERMINATION:
This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
None
STAFF CONTACT
Steve Wu, Project Manager II
[email protected]
(650) 522-7345