HomeMy WebLinkAboutStaff Report 14049
City of Palo Alto (ID # 14049)
City Council Staff Report
Meeting Date: 4/4/2022
City of Palo Alto Page 1
Title: Approval of Construction Contract Number C22181213 with Stronger
Building Services in the Amount of $179,500 for the Mitchell Park Library
Roof and Gutter Repair Project; Authorize the City Manager or their Designee
to Negotiate and Execute one or more Change Orders for Related Additional
but Unforeseen Work Not to Exceed $17,950; and Approval of a Budget
Amendment for the Roofing Replacement Capital Project (PF-00006) in the
Capital Improvement Fund
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute a construction
contract with Stronger Building Services (Contract No. C22181213) in the amount of
$179,500 for the Mitchell Park Library Roof and Gutter Repair Project, Capital Improvement
Program Roofing Replacement Project PF-00006;
2. Authorize the City Manager or their designee to negotiate and execute one or more change
orders to the contract with Stronger Building Services for related additional but unforeseen
work which may develop during the project, the total value of which shall not exceed
$17,950; and
3. Amend the Fiscal Year 2022 budget appropriation (by a 2/3 vote) for the Capital
Improvement Fund by:
a) Decreasing the Library Bond Proceeds Reserve in the Capital Improvement Fund
Infrastructure Reserve (Ending Fund Balance) by $197,450; and
b) Increasing the Roofing Replacement Project (PF-00006) appropriation by $197,450.
Background
The existing roof and gutter design at the northeast corner of the Mitchell Park Library has
caused substantial water intrusion into the building. A temporary repair has been made to
prevent further water damage. Staff worked with the original design consultants (at no cost to
the City) to develop a permanent redesign solution for this roof and gutter area of the building.
Discussion
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Project Description
This project will reconstruct the roof and gutter system on the northeast corner of the Mitchell
Park Library to prevent further water intrusion into the building. This CMR requests use of
$197,450 of the remaining funds from the 2013 GO Bonds Project funding to complete this
work under Project PF-00006. The remaining bond funds were not needed for the completion
of the Mitchell Park Library and Community Center Project (PE-09006); however, the need for
potential future repairs was identified during the close out of the project, and the remaining
bond funding was retained in the Capital Improvement Fund as a Library Bond Proceeds
Reserve. The City received the Bond Counsel’s legal clearance to use the GO Bond project funds
for this repair.
Bid Process
On December 20, 2021, a notice inviting formal bids for the Mitchell Park Library Roof and
Gutter Repair Project was posted online on the PlanetBids website. The bidding period was 44
days. Three responsive bids were received from contractors on February 1, 2022, as listed on
the attached Bid Summary (Attachment A).
Summary of Bid Process
Bid Name/Number
Mitchell Park Library Roof and Gutter Repair Project, Capital
Improvement Program Project PF-00006 / IFB #181213
Proposed Length of Project 60 calendar days
Total Days to Respond to Bid 44
Pre-Bid Meeting January 12, 2022 at 9:00 A.M.
Number of Company
Attendees at Pre-Bid Meeting 5
Number of Bids Received: 4
Bid Price Range $179,500 – $ 428,600
Staff reviewed all bids submitted and recommends that the bid of $179,500 submitted by
Stronger Building Services be accepted and that Stronger Building Services be declared the
lowest responsive and responsible bidder. The award of contract includes the base bid. The low
bid is 2.6 percent above the engineer's estimate of $175,000. The contingency amount of
$17,950 (which equals 10 percent of the total contract) is requested for related, additional but
unforeseen work which may develop during the project. Staff confirmed with the Contractor's
State License Board that the contractor has an active license on file. Staff also contacted the
listed references for Stronger Building Services and found that they have performed
satisfactorily on past construction projects for other clients.
Resource Impact
Funding for the Mitchell Park Library Roof and Gutter Repair Project is available in the Library
Bond Proceeds Reserve in the Capital Improvement Fund Infrastructure Reserve (Ending Fund
Balance). These funds represent leftover bond funding from the Mitchell Park Library and
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Community Center Project (PE-09006). When construction was completed on the new Mitchell
Park Library and Community Center in 2014, the need for potential future repairs was known.
Rather than return the leftover bond funding, it was decided to retain this funding for any
necessary repairs in the future. In total $197,450 of these funds will be appropriated for the
roofing repairs, leaving approximately $400,000 for additional repair needs at the Mitchell Park
Library and Community Center.
Policy Implications
The recommendation does not represent any changes to existing City policy.
Stakeholder Engagement
The Mitchell Park Library Roof and Gutter Repair Project has been coordinated with the Library
Department and does not conflict with any upcoming Public Works, Library, or Utilities
Department projects. Construction is scheduled for 30 days. City staff will work with the
contractor to schedule the most disruptive work during Library closed hours.
Environmental Review
This project is categorically exempt from the provisions of the California Environmental Quality
Act (CEQA) under Section 15301 of the CEQA Guidelines as repair, maintenance and/or minor
alteration of existing facilities and no further environmental review is necessary.
Attachments:
• Attachment14.a: Attachment A: Bid Summary
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Issued on 12/20/21 Required:
Bid Due on February 1, 2022
3:00 PM (Pacific)
C-39 Roofing
Contractor
Vendor Name
Bid Form
Signed
Questionnaire
Signed
SubCon
List
Non-
Collusion
Bid
Bond
Addendum
1 CSLB (CCL) CSLB Class DIR
California
Secretary
State liencse
BID FORM
Bid Amount
PLANET
BIDS Bid
Amount Bid Award
Andy's Roofing Co., Inc. X X Missing X XX 521860 C-39/B 1000002720 C1590682 169,640.00$ 169,640.00$ Nonresponsive
Stronger Building Services X X X X X X 955618 C-39/B 1000002136 C3325262 $ 179,500.00 179,500.00$
Lowest
Responsible Bidder
VNH Builders X X X X X X 1064244 B/C-10 PW-LR-1000631655 C4787555 $ 227,129.00 227,129.00$ Responsive
S&H Construction, Inc. X X X X X X 786358 B/C9/C20/C10 1000000362 C2464229 $ 428,600.00 428,600.00$ Responsive
Budget:$85,000.00
Prime
Bid Results for Project: Mitchell Park Library Roof &
Gutter Repair IFB181213
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