HomeMy WebLinkAbout5.3 Approval of Plans and Specifications and Award of Contract to C. Overaa & Co. for the Civic Center Rehabilitation Project, CIP No. GI0122r
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: November 7, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
Agenda Item 5.3
SU B.ECT : Approval of Plans and Specifications and Award of Contract to C. Overaa &
Co. for the Civic Center Rehabilitation Project, CIP No. GI0122
Prepared by: Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:
The City Council will consider approving the plans and specifications and awarding a construction
contract to C. Overaa & Co. for the Civic Center Rehabilitation Project. The project will convert
three existing spaces on the second floor of City Hall into six spaces to better serve the current
staffing needs.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the Plans and Specifications and Awarding a Contract to C. Overaa
& Co. for the Civic Center Rehabilitation Project, CIP No. GI0122.
FINANCIAL IMPACT:
As approved in the 2022-2027 Capital Improvement Program (CIP), the total budget for the Civic
Center Rehabilitation Project is $2,236,730, which funds multiple rehabilitation and renovation
projects in the Civic Center, including the planned modifications to the second floor. The proposal
submitted by C. Overaa & Co. for the work on the second floor is $298,702. Staff recommends a
$60,000 construction contingency to facilitate change orders for unforeseen construction issues,
bringing the total potential construction cost to $358,702. Sufficient funds are available in the
approved budget for project.
DESCRIPTION:
The 2022-2027 Capital Improvement Program (CIP) includes the Civic Center Rehabilitation
Project, CIP No. GI0122 (Attachment 2). This project provides for various improvements to the
Civic Center, including the design and construction to reconfigure three existing spaces into six
spaces on the second floor of City Hall. The existing file room will be divided into two spaces that
can be configured as either offices or smaller meeting rooms. An existing conference room will be
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reconfigured into an office and a small meeting space. The existing storage room will be reduced
to create a copier and printer alcove.
Original Bid Process
The City of Dublin issued the bid package for the City Hall renovation on July 10, 2023. Ten
contractors attended the first pre -bid meeting on July 20, 2023, and eight contractors attended the
second pre -bid meeting on July 26, 2023. On August 15, 2023, the City of Dublin held the public
bid opening for the project, and no bids were received.
Negotiated Process
In accordance with California Public Contract Code, Division 2, Part 3, Chapter 1- Local Agency
Public Construction Act, Section 20166, if no bids are received, the City has met the competitive
bidding requirements and may have the project done without further complying with the Local
Agency Public Construction Act. Because several contractors attended the pre -bid meetings, yet
no contractors submitted bids, Staff proceeded with contacting capable contractors to solicit and
negotiate a proposal for project construction.
Staff reached out to three contractors that have worked for the City of Dublin recently. Two
contractors submitted responded, with proposals of $298,702 and $324,800 to perform the work.
Staff reviewed the proposals, checked references and necessary licenses, and recommends that
the City Council award the project construction contract to C. Overaa & Co. as the lowest
responsive proposer.
To facilitate the approval of contract change orders and avoid construction delays, it is requested
that the City Manager be authorized to approve change orders up to the contingency amount of
$60,000. The resolution will authorize this change as it relates to the project. If the construction
contract is awarded to C. Overaa & Co., Staff expects work to begin in December 2023 and to be
completed in spring 2024.
California Environmental Quality Act (CEOA)
This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted. A courtesy copy of this report was sent to C. Overaa & Co.
ATTACHMENTS:
1) Resolution Approving the Plans and Specifications and Awarding a Contract to C. Overaa & Co.
for the Civic Center Rehabilitation Project, CIP No. GI0122
2) CIP No. GI0122
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Attachment I
RESOLUTION NO. XX - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PLANS AND SPECIFICATIONS AND AWARDING A CONTRACT TO C.
OVERAA & CO. FOR THE CIVIC CENTER REHABILITATION PROJECT, CIP NO. GI0122
WHEREAS, the design team has completed the plans and specifications for the City Hall
2nd Floor Renovation portion of the Civic Center Rehabilitation Project, CIP No. G10122, (Project)
which will renovate three existing spaces on the second floor of City Hall into six spaces, as further
described in the plans and specifications for the Project on file with the Office of the Public Works
Director; and
WHEREAS, in accordance with the Dublin Municipal Code, California Public Contract
Code and other applicable laws, City Staff solicited competitive bids for the Project; and
WHEREAS, the City of Dublin, received no competitive bids on at 2:00 PM on August 15,
2023, which was the time and date that competitive bids were due and would be publicly opened
and read aloud in City Hall for the Project; and
WHEREAS, in accordance with the California Public Contract Code, Local Agency Public
Construction Act, the City of Dublin met the competitive bidding requirements and may have the
project done without further complying with the Local Agency Public Construction Act; and
WHEREAS, the City of Dublin solicited proposals for construction of the Project from three
capable contractors that have previously completed construction work for the City of Dublin; and
WHEREAS, the City of Dublin received proposals from two of the capable contractors.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
approves the Plans and Specifications for the City Hall 2nd Floor Renovation Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award
the Contract for the Project to C. Overaa & Co. at a base price of two -hundred ninety-eight
thousand seven -hundred two dollars and zero cents ($298,702.00).
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to approve Project Contract Change Orders based on the
appropriated funds designated for the Project up to the contingency amount of sixty thousand
dollars and zero cents ($60,000.00).
BE IT FURTHER RESOLVED that the City Manager or designee is authorized to execute
the Construction Agreement for the City Hall 2nd Floor Renovation Project with C. Overaa & Co
and make any necessary, non -substantive changes to carry out the intent of this Resolution.
PASSED, APPROVED AND ADOPTED this 7th day of November 2023, by the following
vote:
Reso. No. XX-23, Item X.X, Adopted 11/07/23 Page 1 of 2
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AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted 11/07/23 Page 2 of 2
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Attachment 2
Number GI0122
CIVIC CENTER REHABILITATION Progra
GENERAL
PROJECT DESCRIPTION
This project provides for the planning, design, and construction of various rehabilitation and renovation projects at the Civic Center. Projects may include:
renovation of all restrooms, showers, kitchenettes, and the employee break room; modifications to conference rooms; lighting and ceiling replacement; site
improvements to the parking lot area and surrounding walkways of the Civic Center; plaza and landscaping improvements; building security evaluation and upgrades;
repainting; and Americans with Disabilities Act (ADA) and Code upgrades. Interior repainting in select areas were completed during construction of the Civic Center
HVAC and Roof Replacement project, and minor parking lot and walkway improvements are anticipated to be designed and constructed in conjunction with the
Cultural Arts Center project. This project also includes the partitioning of three spaces into six on the second floor of Civic Center. Planning for other projects is
anticipated to begin in 2023.
This project is funded by General Fund Reserves. Other potential funding sources for the building security upgrades may include Federal and State public safety
grants.
ANNUAL OPERATING IMPACT: None
MANAGING DEPARTMENT: Public Works
2022-2027 CAPITAL IMPROVEMENT PROGRAM
ESTIMATED COSTS
PRIOR
YEARS
2022-2023
BUDGET
2023-2024 2024-2025 2025-2026 2026-2027
FUTURE
YEARS
TOTALS
9100
9200
9400
9500
Salaries & Benefits
Contract Services
Improvements
Miscellaneous
$49,586
$30,404 $373,306
$875,000
$10,000
$5,594
$24,960
$107,880
$550,000
$5,000
$100,000
$100,000
$5,000
$80,140
$611,590
$1,525,000
$20,000
$35,998 $1,307,892
$687,840
$2,236,730
FUNDING SOURCE
PRIOR
YEARS
2022-2023
BUDGET
2024-2025 2025-2026 2026-2027
FUTURE
YEARS
General Fund
101 IDesi nation
TOTAL
$35,998 $1,307,892 $687,840 $205,000
$35,998 $1,307,892 687,840
$2,236,7301
$2,236,730
ANNUAL OPERATING IMPACT
01