HomeMy WebLinkAbout4.10 Library Improvementsor
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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
June 7, 2016
Honorable Mayor and City Councilmembers
Christopher L. Foss, City Manager "
Award of Contract for the Dublin Library Tenant Improvements
(Project No. pk0315) and Related Budget Change
Prepared by Meghan Tiernan, Facilities Development Manager
EXECUTIVE SUMMARY:
CITY CLERK
File #600 -35
The City Council will consider awarding a construction contract for the Dublin Library Tenant
Improvements (Project No. pk0315) and approving a budget change to increase project funding
for construction and staff project management. The project scope includes tenant improvements
to create a multi - purpose room to accommodate the Center for the 21St Century.
FINANCIAL IMPACT:
The base bid from the low bidder, including a 10% construction contingency, is $193,820, which
exceeds the available budget for construction. The redesign and rebid process resulted in
additional staff and consultant costs that exceed the original budget, and additional funds are
needed to manage the project through construction. The available project funds and proposed
budget adjustment are as follows:
Remaining Project Funds
$171,320
Base Bid (including 10% construction contingency) $193,820
Additional Staff and Consultant Costs 22,500
Total Additional Costs $216,320
Project Funding Shortfall $45,000
Recommended Additional Funding Source
Public Facility Fees — Library Funds $45,000
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Awarding a Contract for the
Dublin Library Tenant Improvements Project (Project No. pk0315) to A &E Emaar Company, and
approve the Budget Change.
Page 1 of 3 ITEM NO. 4.10
Submitted By
Public Works Director
DESCRIPTION:
Reviewed By
Administrative
Services Director
dl �
'A., Reviewed By
Assistant City Manager
On October 6, 2015 the City Council adopted Resolution 163 -15 rejecting all bids received for
the Dublin Library Tenant Improvements (Project No. pk0315) and directed Staff to rebid the
project at a later date and include modifications to the scope of improvements. The plans were
modified to remove the movable partitions and replace them with storefront doors and windows.
The revised project was advertised for bid on May 2, 2016.
As directed by City Council, the following were included in the base bid:
• Improve 1,850 square feet of unoccupied expansion space adjacent to the
Children's Area
• Remove existing wall and provide new storefront doors and windows
• Provide acoustical separation from Children's Area
• Enhance storage space for furniture and media equipment
• New doors and hardware
• Interior Signage
• HVAC and Fire Sprinkler modifications
• Painting
• Lighting and Electrical work
In addition, the following additive alternates were included in the bid package:
• Provide additional acoustical partition above the soffit
• Paint the new HVAC ductwork
On May 20, 2016, the City received five bids for the project. All bids exceed the funding
available for construction. A &E Emaar is the apparent low bidder, with a base bid of
$176,200.00 and additive alternate bids (which include 10% contingency) of $10,098.00 and
$15,008.40. Below is a summary of the bids received (detailed bid results are included as
Attachment #1).
Contractor
A &E Emaar
T Amarals
Greentech
Vila
Saboo Inc.
Base Bid
$176,200.00
$225,000.00
$250,232.00
$247,853.00
$340,000.00
10% Contingency
$17,620.00
$22,500.00
$25,023.20
$24,785.30
$34,000.00
Base Bid & Cont.
$193,820.00
$247,500.00
$275,255.20
$272,638.30
$364,000.00
Add Alt #1
$10,098.00
$11,000.00
$7,331.50
$12,650.00
$55,000.00
Add Alt #2
$15,008.40
$11,000.00
$5,500.00
$16,445.00
$13,200.00
Total
$218,926.00
$269,500.00
$288,086.70
$301,733.30
$442,200.00
The City received one bid protest that was rejected for lack of merit.
Staff recommends the City Council award the base bid, including a 10% contingency, and reject
the additive alternates due to the increased cost of the project.. Staff discussed the bid results
with Alameda County Library staff and they support Staff's recommendation.
Page 2 of 3
The process of redesigning and rebidding the project resulted in additional Staff and consultant
costs that were not included in the original project budget. In order to provide project
management during construction, Staff recommends increasing the staffing budget by $22,500.
The increased construction budget and staffing budget requires a $45,000 budget change.
Funding for the increase would come from the use of Public Facilities Fees — Library Funds.
Should the City Council award the contract, it is expected that work will commence following the
4t" of July holiday and conclude in approximately three months.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
A copy of the staff report was sent to A &E Emaar Company.
ATTACHMENTS: 1. Resolution Awarding a Contract for the Dublin Library Improvements
Project (Project No. pk0315) to A &E Emaar Company
2. Bid Results
3. Budget Change
Page 3 of 3
RESOLUTION NO. XX - 16
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * **
AWARDING A CONTRACT FOR THE DUBLIN LIBRARY TENANT IMPROVEMENTS
PROJECT (PROJECT NO. PK0315) TO A &E EMAAR COMPANY
WHEREAS, the City of Dublin did, on May 20, 2016, publicly open, examine and declare all
sealed bids for doing the work described in the approved Plans and Specifications for the Dublin
Library Tenant Improvements Project (Project No. pk0315), which Plans and Specifications are
hereby expressly referred to for a description of said work and for all particulars relative to the
proceedings under the request for bids; and
WHEREAS, said bids were submitted to the City Engineer, who has recommended that the
bid herein is the lowest and best bid for doing said work.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award the Dublin Library Tenant Improvements Project (Project No. pk0315) to the lowest
responsible bidder therefor, to wit, A &E Emaar Company, at a bid of one hundred seventy -six
thousand and two hundred dollars and zero cents ($176,200.00), the particulars of which bid are on
file in the office of the City Engineer.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement.
PASSED, APPROVED AND ADOPTED this 7th day of June, 2016, by the following vote-
AYES-
NOES-
ABSENT-
ABSTAIN-
ATTEST-
City Clerk
Mayor
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CITY OF DUBLIN
FISCAL YEAR 2015 -16
BUDGET CHANGE FORM
From Un- Appropriated Reserves X
From Designated Reserves
Account Amount
Budget Change Reference #:
Budget Transfer Between Funds
Other
Account
Amount
Public Facilities Fee Fund (Library) - Parks CIP - Dublin Library
Tenant Improvement
4106.9501.89101 (Transfer Out) $45,000
3500.9501.49999 (Transfer In) $45,000
pk0315.9400.9401 (Improvements- Not Bldg) $22,500
pk0315.9100.9101 (Staff Salaries & Benefits) $22,500
Higher than estimated improvement construction cost and funding for staff project management
Posted By:
Date:
As Presented at the City Council Meeting
W: \14 -15 PFD \Library Expansion \3_13id & Award \Staff Report \16_pk0315 Library TI_060716 16_pk0315 Library TI_060716
6/7/2016