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Home My WebLink AboutAgenda Bill 1.A 03/01/2004"" 0 17-., CITY OF PETALUMA, CALIFORNIA Aenda Title Meeting Date March 1, 2004 Resolution Awarding a Construction Contract for the FY 2003 -2004 Phase 2 Petaluma Library Meeting Room Expansion Project No. Meeting Time ® 3:00 PM 03- 9028 -2. ❑ 7:00 PM Category (check one) Consent Calendar ❑ Public Nearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department Director Contact' Person Phone Number Public Facilities & Services. Ri k La Steve Cas aldo 778 -4303 Cost of 'Pioposal $577,926.00 Account Number CIP 9028 Sonoma County 8022 Amount Budgeted $189,185 Community Facilities Fees 605 00.0 Library Funds. Name of Fund: $794 Community Facilities Fees; Sonoma County Library, Petaluma'Regional Library Building Fund Attachments Io Agenda Packet 1) Location Maps (Exhibit A) 2) Letter of Confirmatio n .from Library Director (Exhibit B) 3) . .Copy of CIP Project Budget (Exhibit C) 4) Resolution Summary :Statement .. The work to be performed under this contract consists, in general, of constructing an addition to the existing :meeting room at the Petaluma Library located -,at 100 Fairgrounds Drive. This' will be done by remodeling the interior of one. existing meeting room :(,1,,468 SF), and constructing an addition to the sam meeting room (I J SF), for a total meeting room equaling 2,593 e The City received nine (9) bids on January 30, 2004, for this project, with the low bid being ;submitted by Page Construction of Novato, California in the amount,of $577,926.00. Recommended City Council Acti6WSuy�gested Motion Adopt the resolution awarding the construction contract to the low bid submitted by Page Construction, in the amount of $577,926.00 and authorizing the CityManager;to execute the construction contract. Reviewed by Finance Director: Review ApproAdilby City Ma n ager : Date: Ate: Date T'oday's'�' Revision # an a tt wised: File Code: # 2 =3 -04 S: \Staff Folder \Steve Castaldo\03-9028- 2\Agenda Bills\2003 03- 9028 -2 Agenda Bill • CITY OF PETALUMA, CALIFORNIA MARCH 1, 2004 AGENDA REPORT FOR 2003` =2004 PHASE 2 PETALUMA LIBRARY MEETING:ROOM EXPANSION PROJECT No. 034028 -2 1. EXECUTIVE SUMMARY The work to be performed under this contract consists in general, of constructing an addition to the existing meeting room the Petaluma Library located at 100 Fairgrounds Drive. This will be done by remodeling the interior of one existing meeting room (1,468 SF), and constructing an addition to the same meeting room (1,125 SF), for a total meeting room equaling 2,593 SF. The City received nine (9) bids on January 30, 2004, for this project, with the low bid being submitted by 'Page Construction of Novato, California in the amount of $577,926.00. 2. BACKGROUND The Friends of the Petaluma Library began its fundraising effort for the Community Room Expansion Project in July of 2001 at the Library's 25 anniversary celebration. To date, $545,000 has been raised with $60,000 in additional funding available to cover the contingency, if needed (see letter of confirmation from Library Director, Exhibit B). Friends' current effort is "The Library Tree" where leaves, acorns and stones may be engraved 'in honor of Win celebration of or 'in.memory of family, friends and loved ones. The Library's community room hosts various public meetings, Friends' activities and the acc p gr g p y persons does not ommodate the large number of people who attend' these popular events. The new facility will double its size to meet the demands of the comriiunity response to Library activities: The meeting .room expansion project is the. second phase of improvements to the Petaluma Library. Early in the fiscal year, the HVAC system was replaced under phase 1., Phase 2 will construct the proposed addition to the existing meeting room to meet current capacity needs. s Fil 3. 4. ALTERNATIVES:. a. Award contract. b. Reject the`bids and re- advertise.. c. Do riot perform the work. FINANCIAL IMPACTS Engineers Estimate for the bid was $535,000. The following is the summary of bids. Name of- Bidder Bid Amount Page Construction $577,926.00 GCCI Inc. $598;200:00 McCrary Construction $5.99;026.00 Carr's Construction Services $599;950.00 Ridgeview Builders - $61;8,348.00 Vila Construction $625,251:00 Ron Vann Construction $648;702.00 Davies Builders $65.3549.00 James Nolan Co. $665,165:00 Revenue Source(s): Community Facility Fees $ 189 Library Funds 605,00& $ 794;,185 Phase 1 of this project, the HVAC replacement, was funded from Community Facilities Fees (CIP 9028). The meeting room expansion, phase 2, will be funded from two sources:, design and construction management from Community Facilities Fees (CIP 9028) and 'construction from the Sonoma County Library, Petaluma Regional Library Building Fund (8022). The total allocation. for'the CIP Project 9028 (phase 1 and 2) is $495,000 (see below). a • PF &S HVAC and Meeting Room Expansion Budgets. for Projects 9028 -1 and 03- 9028 -2 Meeting Room HVAC & HVAC Expansion Meeting Room Estimated Costs Amount Budgeted .Amount Budgeted Total Budget General Fund Overhead $10,000.00 $11,000.00 $21,000.00 Administration* $77,000:00 $37,000.00 $114,000.00 Design $33,000.00 $67,000.00 $100,000.00 Construction* $185 $46,185.00 $232,000.00 Contingency* $0.00 $2800.00 $28,000.00 $305,815.00 $189,185.00 $495,000.00 * $25,00,0 was taken from Contingency and moved to Construction for the HVAC units. $25,000 was taken from Contingency and moved to Administration. C Library Room Expansion Project 03- 9028 -2 Amount Budgeted Amount Budgeted Estimated Costs PF &S Funds Library Funds General Fund Overhead $11,000.00 Administration $37 Design $67,000.00 Construction $46,185:00 $545,000.00 Contingency $28;000.00 $ 60,000.00 TOTAL $189,185.00 $605,000.00 5. CONCLUSION The City received nine, (9) bids on January,30, 2004 for. this project, ranging from a low of $577,926:00 to a high of $665,1,65:00. Page Construction, of Novato, California, submitted the low bid at $577,926.00. Staff believes that the City received good bids and is recommending award of the construction contract. 6: OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION: Following the award, the contractor will have five days after the Notice to Proceed to start work. Construction is anticipated: to start in May and be completed in October 2004. There are 120 working days specified in this construction contract. 7. RECOMMENDATION Adopt the resolution awarding the construction contract to the low bid submitted by Page. Construction, in the amount of $577,926, and authorize the City Manager to execute the construction contract. r� �J E' XIMIT A r LIOD6B IG 0 OURT LINDBERG LANE I ARTIN RTIN TR ARTIN OffRICIL V, ZD C 0 RMWI WASHIOGTOO -, S7 PALMER STREET EAST "D' WASHINGTON) EXHIBIT B du .:' THIRD AND E STREETS SANTA ROSA, CA 95404 TELEPHONE` 707 545 -083.1 FACSIMILE: 707 525 -9563 COMMISSION Joseph P. Murphy Jr., Chair Robert L. Bennett Dorothy Bertucci Vernon E. Calsy Fred D. Fletcher Helen Hintereder Jane P. Kunde DIRECTOR Thomas G. Trice UNWMI INTERNET: ttri ce@sonom a.I i b.ca. us mol Iy@sonoma.l ib.ca.us To: Steve Castaldo ASSISTANT DIRECTOR Molly E. McDermott From: Kiyo Okazaki, Petaluma Regional Library ICe: corfirllurcily 1 luj%.,VC LU.L1U111r, Date: . February 5, 2004 The Friends of the Petaluma Library began its fundraising effort for the Community Room Expansion `Proj ect in. July of 2001 at the Library's 25 th, am iversary celebration. To date, $544,530.65 has been raised with $60;000 in,Additional funding available to cover the contingency, if needed. Friends' current ,effort is "The Library Tree" where leaves, acorns and stones may. be engraved 'in honor of or 'in celebration or 'in memory of family, friends ,and loved ones. This is resulting it significant donations.. Sonoma County Library is a public agency created.by the yoint exercise of powers of the County of Sonoma and the Cities of Cloverdale, Cotati, Healdsburg, Petaluma; Rohnert Park, Santa Rosa, Sebastopol, Sonoma..and Windsor., p r haa. � i;4 + f le kw��If�G VI City of Petaluma, California EXHIBIT C fiscal Year 2004 Adopted Budget Library Renovation USES (dollars in $600) 7105 General Fund Overhead 7106 Administration 7107 Planning /Environmental 7108 Design 7109 Legal Counsel 7110 Land Acquisition 7111 Construction Management 7112 Construction 7113 Community Outreach 7114 Contingency TOTAL SOURCES (dollars in $000) Community Facilities Fees TOTAL 9028 Prior Est. Years 02 -03 03 -04 04 -05 05 -06 06 -07 07 -08 Total $ 1 $ - $ 20" $ - $ - $ - $ - $ 21 7 47 35 - - - - 89 - 67 33 - - - - 100 3 204 = 207 - - 78 - - - - 78 $ 8 $ 117 $ 370 $ - $ - $ - $ - $ 495 Prior Est. Years 02.03 03 -04 04 -05 05 =06 06 -07 07 -08 Total $, 8 117 370 $ $ $ - $ - 495 $ 8 $ 11,7 $" 370 $ - $ - $ - $ - $ 495 FUTURE'. MAINTENANCE OF CAPITAL IMPROVEMENT: PROJECT The City owns the Library building,, Actual operations of the library are the responsibility of the County of Sonoma. The City is only providing funding to partially cover the total cost of the planned renovations. CALCULATION OF FUTURE SAVINGS No future savings will be afforded the City, as all operating costs are the responsibility of the County. CIO -35 5 i Resolution No. N.C.S. of the City of Petaluma, California RESOLUTION AWARDING A CONSTRUCTION CONTRACT FOR THE FY 2003 -2004 PHASE 2 PETALUMA LIBRARY PROJECT NO. 03- 9028 -2 WHEREAS the plans and specifications have been prepared, and bids solicited by the Public Facilities and Services Department, for constructing an addition to the Petaluma Library meeting room. WHEREAS, nine (9) bids were received on January 30, 2004 with the low bid being submitted by Page Construction, of Novato, California, in the amount of $577,926.00. NOW THEREFOR BE IT RESOLVED that the City Council of the City of Petaluma awards the construction contract to Page Construction of Novato, California, in the amount of $577,926.00 and - authorizes the City Manager to execute the construction contract, subject to review and approval of all' contract documents, insurance certificates and bonds by the City Attorney. Under the power:anillau conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a (Regular) (Adjourned) (Special) meeting form on the ..... day of ........................ ............................... 20......, by the following vote: ........ ............................... City Attorney AYES: , 6OES: ABSENT: ATTEST: ............................::..................................... ............................... ................................................................. ............................... City Clerk' Mayor Council File .... ............................... Res. No .......... .........................N.C.S.