REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW17-14 for the Fair Oaks Park Recreation Building and Skate Park Lighting Project and Finding of California Environmental Quality Act (CEQA) Categorical Exemption
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $777,314 (base bid in the amount of $643,556 and two additive alternates in the amounts of $85,758 and $48,000) to ICC General Contractors Inc. of Sunnyvale for the Fair Oaks Park Recreation Building and Skate Park Lighting Project. Approval is also requested for a 10% construction contingency in the amount of $77,731.
Fair Oaks Park is located at 540 North Fair Oaks Avenue, surrounded by Wolfe Road, Britton Avenue and Balsam Avenue. The vicinity is a mixture of residential and commercial structures.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts to be awarded to the lowest responsive and responsible bidder.
ENVIRONMENTAL REVIEW
The project is categorically exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 because the project involves the maintenance or repair of existing facilities with negligible or no expansion of use beyond that presently existing.
BACKGROUND AND DISCUSSION
The purpose of this project is to utilize grant funding to 1) renovate the existing recreation building and 2) install a new lighting system at the skate park. The intent of the project is to bring the buildings into compliance with current federal, state, and local laws and regulations; improve the functionality and accessibility of the buildings for all users; enhance the building aesthetics; and to provide energy efficient lighting to the existing skate park. The additive alternates include energy efficient windows and expansion of the storage rooms at the recreation building. Storage room expansion will provide the space needed to store tables and chairs used regularly in the building, which currently need to be stored in the main room, reducing programming area.
The project was advertised for competitive bidding in November 2016. Eleven General Contractors requested bid documents. Three responsive bids were received and publicly opened on December 14. The lowest responsive and responsible bid was received from ICC General Contractors. The bid summary is contained in Attachment 1. Staff recommends awarding the based bid and both additive alternates to ICC General Contractors.
The components for this project have been separated from a larger capital project for major park renovations because the City received 100% grant funding from the State Department of Housing and Community Development (in October 2015) to design and construct these improvements (RTC No. 16-0162, February 23, 2016).
FISCAL IMPACT
The total cost of the recommendation is $855,045, which consists of the base bid in the amount of $643,556, two additive alternates totaling $133,758, and a 10% construction contingency in the amount of $77,731. A portion of the costs ($68,000) included in the construction award related to the sewer line replacement was included in the scope of Project 830340 - Fair Oaks Park Renovation and Enhancement and recommended to be funded by that project. This repair was included in the scope of the recommended contract award because the sewer repair is required for the renovation of the building. Funding for the remaining project costs is available in Project 831990, Fair Oaks Park Housing Grant No. 2 and Skate Park Lighting and is covered by grant funds.
Funding Source
The majority of this project (Project 831990) is funded by a Housing-Related Park Program Grant from the California Department of Housing and Community Development in the Infrastructure Renovation and Replacement Fund. As described above, the replacement of the sewer line (Project 830340) is funded by Park Dedication Fees transferred to the Infrastructure Renovation and Replacement Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Make a finding of a categorical exemption from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 for alterations to existing facilities involving negligible or no expansion of use beyond that which presently exists; 2) award a contract in substantially the same form as Attachment 2 to the report and in the amount of $777,314 to ICC General Contractors Inc. and authorize the City Manager to execute the contract when all necessary conditions have been met; and 3) approve a 10% construction contingency in the amount of $77,731.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract