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4 CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD AN AGREEMENT TO MCGINNIS CHEN ASSOCIATES, INC. FOR THE CENTRAL RECREATION CENTER ROOF IMPROVEMENTS PROJECT WHEREAS, San Mateo Municipal Code section 3.60.070(h)(3) provides that the City may use any purchasing procedure approved by the City Council if there is a finding concurrent with the award of the contract that the procedures are in the best interest of the City; and WHEREAS, the Central Recreation Center at Central Park has served the community for over sixty-five years, and the building’s roof structure consists of flat gravel and sloped wood shingle; and WHEREAS, the wood shingle has been subjected to decades of moisture and leaks which have been an on-going issue at the facility for years resulting in water penetrations in various locations and biological growth under the exterior roof eaves; and
WHEREAS, in 2023, the City engaged McGinnis Chen Associates, Inc. (MCA) to perform a Citywide roof assessment, and the final report identified the Central Recreation Center as a potential health and safety risk due to the compromised roof structure and recommends immediate action; and WHEREAS, the deterioration of the roof at the Central Recreation Center presents a high risk for biological growth which affects the air quality and threatens public health; and WHEREAS, initiating the design for the improvements at the earliest time through an alternative purchasing procedure is recommended to be in the best interests of the City; and WHEREAS, MCA submitted a proposal on June 24, 2024, to design improvements to the roof at the Central Recreation Center, and design tasks include testing, investigation, design, documentation, bidding support, and construction administration; and
WHEREAS, MCA is familiar with City facilities and will produce a timely deliverable that allows the City to obtain permits, bid and award the project efficiently; and WHEREAS, the project requires construction to occur during dry weather only, therefore permitting, bidding and award of the contract will occur prior to the Spring of 2025; and WHEREAS, MCA has performed identical work at other City facilities that require roof improvements and City staff believes their experience to be valuable, and their price reasonable and consistent with their previous work; and
WHEREAS, the City Council recognizes the need to perform roof improvements at the Central Recreation Center to meet the public health and safety needs of the City of San Mateo and dedicated funding for the Central Recreation Center Roof Replacement (46F042) in the Fiscal Year 2024-2025 Adopted Budget; and WHEREAS, based on the above, City staff recommends approval of the agreement with McGinnis Chen Associates, Inc. for Central Recreation Center Roof Improvements. 1 0
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4 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY FINDS AND RESOLVES that:
1. In accordance with CEQA Guidelines section 15301, this project is categorically exempt from CEQA as an ‘existing facility’ in that it involves the maintenance of an existing facility with no expansion of existing or former use.
2. In accordance with Municipal Code section 3.60.070(h)(3), the approval of an agreement with MCA is in the best interest of the City because:
a) Time is of the essence to complete the improvements to prevent further roof deterioration affecting or threatening the public health, safety, or welfare; and b) Having performed a citywide roof assessment, MCA therefore has familiarity with the Central Recreation Center roof which will assist in timely delivery of the design; and c) MCA, as the design engineer, has prior experience working on other City facilities and staff has been satisfied with their work; and
d) Staff finds the proposal to be reasonable.
3. The agreement with McGinnis Chen Associates, for the Central Recreation Center Roof Improvements in the amount of $93,025 is approved.
4. The Public Works Director is authorized to execute the agreement in substantially the form submitted and issue change orders per the contract documents and within the contingency amount, on behalf of the City.