Agenda Item No. 10
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Scott Washburn, Deputy Director of Public Works `�
Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of September 23, 2024
SUBJECT: Award of Contract - Yucaipa Community Center Restroom Renovation - Project No. 11224
RECOMMENDATION:
That the City Council:
1) Award and authorize the City Manager to execute a contract and the City Manager or his designee to administer the terms of the contract to the lowest responsible bidder, Preferred General Services of Apple Valley, CA, in the amount of $103,934.93 for the Yucaipa Community Center Restroom Renovation - Project No. 11224 (Project); and 2) Approve the amount of $10,000 for construction contract contingency and the amount of $5,000 for construction contract administration, staff time, and inspection costs for a total construction budget in the amount of $118,934.93; and 3) Authorize an amendment to the FY25 Capital Improvement Program (CIP) Budget to increase the Renovate Community Center Restroom (Park Capital Replacement Fund) project budget by $45,000 and decrease the 7t' Street (Park) Rehabilitation (General Capital Projects Fund) project budget by $45,000; and
4) Authorize the City Manager or his designee to administer the distribution of the contract contingency; and
5) Approve the plans and specifications prepared for the Project.
BACKGROUND/DISCUSSION:
For the last year, the floor drains in the Yucaipa Community Center (YCC) public restrooms have been consistently slow to drain, leading to frequent backups. City staff has had to devote valuable time and resources to regularly mopping and vacuuming the resulting backed -up water.
After careful investigation, staff and a plumbing contractor identified the cause of the backup to be debris in the drainpipe. In order to resolve this issue, a small section of the restroom floor in each
restroom needed to be removed in order to repair the drainage.
Upon searching for replacement tile to match the existing tile, staff encountered difficulty as vendors were unable to match the tile. In addition, the repairs would require the replacement/renovation of fixtures, partitions, etc. Consequently, staff requested and the City Council approved the renovation of the public restrooms.
Staff publicly advertised the Project for construction bids, and on September 12, 2024, two (2) bids were received from contractors as follows:
Contractor
Bid Amount
Preferred General Services
$103,934.93
American Eagle Construction
$100,960.00
M American Eagle Construction's bid was deemed not responsive due to missing required documentation.
The original budget for the Project is $75,000. An additional $45,000 is required to successfully complete the Project. The extra funding will be transferred from the 7th Street (Park) Rehabilitation project budget in the General Capital Projects Fund. This transfer is possible due to a reduction in the scope of the 7th Street (Park) Rehabilitation project.
Preferred General Services (PGS) of Apple Valley, CA, is the apparent lowest responsible bidder.
Staff has reviewed the bid documents and determined that the documents meet the requirements of the contract specifications. PGS has performed similar work for other agencies, and their work has been deemed satisfactory.
FISCAL IMPACT:
The estimated cost of this Project is in the amount of $118,934.93, which is included in the adopted FY25 Capital Improvement Program. Recommendation No. 3 adjusts the Renovate Community Center Restroom project budget upward and the 7th Street (Park) Rehabilitation project budget downward for a net $0. No other fiscal impact is anticipated as a result of the recommendations.
Attachments:
1. Bid Summary
2. Construction Agreement — Preferred General Services
Approved by: ��
ATTACHMENT 1
Yucaipa Community Center Restroom Renovation - Project No. 11224 Owner: City of Yucaipa
Bid Opening: 9/12/24
* marks an allowance
Preferred General Services
19622 Shoshonee Rd
Apple Valley, CA 92307
Bid Status: Valid
Yucaipa Community Center Restroom Renovation - Project No. 11224 Item U
Item Code
Item Description
Quantity
Unit of Measure
Unit Price
Item Total
1 Targeted emo ition and disposalof including, but not limited to existing tile, gypsum board, restroom fixtures, an partitions. 1 LS
11,963.30
11,963.30
2 P um ing a or and rough materia to a ixtures
1 LS
5,167.57
5,167.57
3 Preparation and installation ot 8 x36 wall tie City furnished — Approximate y 488 sq 1 LS
30,732.06
30,732.06
4 Preparation and installation of 8 x36floor tie - 8 City furnished — Approximate y 495 sq 1 LS
19,341.86
19,341.86
5 Insta ation of partitions and bathroom accessories City furnished) - Existing toi e- paper e-minine hygiene dispenser and toilet seat cover dispensers will be reused with new 1 LS
17,192.76
17,192.76
6 Installation of plumbing ixtures City furnisheaT
1 LS
3,438.55
3,438.55
7 Preparation and installation of drywall(wall) —Approximately 610 sqft 1 LS
6,304.01
6,304.01
8 Preparation and paint of new and existing drywall (ceiling and was —Approximately 1,591 sqft 1 LS
7,633.55
7,633.55
9 Preparation and paint of existing oors an oorjams — Qty 4 1 LS
2,161.27
2,161.27
Bid List i otal
American Eagle Construction
PO Box 1609
Yucaipa, CA 92399
Bid Status: Not -Valid
Unit Price I I Item Total
Total Bid Amount I I 1 1$ 103,934.931 1 1 1$ 100,960.001 1 Listed Subs I Kenaston Flooring I None
ATTACHMENT 2
AGREEMENT
THIS AGREEMENT is made and entered into this 23rd day of September 2024, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Preferred General Services , located at
19622 Shoshone Rd
Contractor / Company Name Street Address
Apple Valley CA 92307 (760) 240-3236 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT: Yucaipa Community Center Restroom Renovation — Project No. 11224 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of One -Hundred and Three Thousand, Nine Hundred Thirtv-Four Dollars and Ninety -Three cents ($103,934.93) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
CITY OF YUCAIPA
A Municipal Corporation
Ana Sauseda, MMC Chris Mann, City Manager Date
Director of General Services/City
C lerk
FUNDS AVAILABLE/INSURANCE CONTRACTOR:
APPROVED:
Phillip White, Director of Finance Preferred General Services Date Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney