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: 9 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: September 3, 2024
SUBJECT:
Police Department Parking Surface Improvements – Construction Contract RECOMMENDATION:
Adopt a Resolution approving an alternative purchasing procedure to award a construction contract to Angeles Contractor, Inc. in the amount of $359,148.55 for Police Department Parking Surface Improvements project; establish a contingency reserve in the amount of $36,000; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The Police Department facility on Franklin Parkway has served the community for sixteen years. The structure is built on a base isolation system with a 1-story underground parking garage and surface parking at the street level. The material at the uncovered parking areas is made of polyurethane membrane for the purpose of waterproofing and is showing signs of deterioration. In 2023, the City engaged SIKA Corporation to perform an assessment that observed moisture penetrations in the garage below at various locations, and to provide a recommendation for repair with cost estimates for the purpose of developing a budget for construction of this project in Fiscal Year 2024-25.
The scope of work involves scraping, repair and leveling of cracks, sealing the concrete subfloor, resurfacing, and restriping. The description was used to develop a fixed-price proposal utilizing a process called “job order contracting” (JOC). The JOC process includes a contract for a fixed term or maximum dollar value in which a contractor is selected based on a competitive bid to perform various and separate job orders in the future, during the life of the contract. The JOC contract serves as an "on call" contracting program that is procured through one umbrella or framework contract. The contract is competitively procured at the onset of the program using a unit price book (UPB), unit price list construction catalog, or custom list of construction prices as a basis for pricing in the procurement process. Each individual job order is then priced from that UPB and allows for rapid deployment of projects with a transparent pricing mechanism.
The JOC process is a competitive procurement method for construction services approved by the City Council by resolution on March 18, 2019, pursuant to San Mateo Municipal Code section 3.60.070(h)(3), which permits the use of procedures approved by the Council that are not set forth in the purchasing ordinance. Specifically, this process involves the development of a detailed project list, establishment of a firm price using a unit price book, and the selection of a pre- qualified construction contractor upon the City’s authorization to proceed.
In this case, a multi-step process was used to select Angeles Contractor, Inc. to perform the work, subject to Council approval. First, Sourcewell (formerly known as the National Joint Powers Alliance or NJPA) conducted a competitive proposal process to select The Gordian Group, Inc. (Gordian) to implement JOC on behalf of Sourcewell member agencies.
Second, Gordian competitively bids and administers the JOC process with the use of Gordian’s unit price book that will provide the best price to the City. This allows the City to complete required public improvements efficiently by eliminating
CITY OF SAN MATEO
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the need to develop project specifications and eliminating the need for the solicitation of bids through a project-specific competitive bidding process. Here, Gordian used the JOC process to select Angeles Contractor, Inc., the low bidder and pre-qualified contractor selected to construct the improvement project.
With contract approval, construction is anticipated to begin in September 2024. Based on the above, staff recommends award of the contract to Angeles Contractor, Inc. because of their experience and availability to perform these construction services. Given the important nature of the work, staff is requesting that City Council authorize a contingency fund of $36,000 (approximately 10% of bid price) to allow for potential unforeseen increases in construction costs.
BUDGET IMPACT:
There is sufficient funding available in the Police Station Parking Deck Resurfacing Project (46F048) to award this agreement and establish the contingency reserve.
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
Att 1 - Proposed Resolution
Att 2 - Contract
STAFF CONTACT
Steve Wu, Project Manager II
[email protected]
(650) 522-7345
Deryk Daquigan, Deputy Public Works Director
[email protected]
(650) 522-7287