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Home My WebLink About _ 4.11(e)--Award Bid Negotiation No. 5494 Redding City Hall Occupied Office Carpet Replacement Project � � �' � � � � � � ' � �' � � ' � ` CITY OF REDDING REPORT TO THE CITY COUNCIL MEETING DATE: September 17,2024 FROM: Michael Webb, Public Works ITEIVI NO. 4.11(e) Director ***APPROVED BY*** � �c a� � �bEi� 'c�r�Cs I7�reetcsr �f2?t2t}`?� r5�' �p�i��,C�i �r� �, �,fl(l�'2{�? mwebb@cityofredding.org btippin@cityofredding.org SUBJECT: 4.11(e)--Award Bid Negotiation No. 5494 (Job No. 9248) Redding City Hall Occu ied Office Ca et Re lacement Pro'ect Recommendation Authorize the following actions relative to Bid Negotiation No. 5494 (Job No. 9248), Redding City Hall Occupied Office Carpet Replacement Project: (1) Award to Continental Flooring Company, in the amount of$283,444 for the Base Bid, an additional $92,222 for Additive Alternate 1, an additional $200,460 for Additive Alternate 2, and an additional $30,535 for Additive Alternative 3; (2} Approve $65,000 to cover the cost of administration and inspection fees; (3) Approve $14,000 for project development costs; (4) Approve $30,500 to provide construction contingency funding; and (5) Find that the project is categorically exempt from review under the California Environmental Quality Act Guidelines,pursuant to Section 15301 —Existing Facilities. Fiscal Impact The Redding City Hall Occupied Office Carpet Replacement Project (Project) will be funded by the Building Maintenance Division and Risk Management Division. Cost SummaNy Item Estimated Pro'ect Develo ment Costs $14,000 Construction Contract+Contin enc $637,161 Contract Administration,Ins ection,Testin $65,000 Total Pro'ect Costs $716,161 Project Bud et $716,161 Project cast components are estimates and some shifting of the project development, construction management, and construction contingency funds may be necessary to balance the project within the approved budget. Public Works has determined that this is a low risk project and has reduced the contingency rate to five percent (the standard contingency rate is 10%). Report to Redding City Council September 20, 2024 Re: 4.12(e)--Award Bid Negotiation No. 5494 Redding City Ha110ccupied Office Carpet Replacement Project Page 2 Therefore, should any unexpected expenses or costs arise, it may be necessary to return to City Council (Council) to budget additional funds. Al�er�native Action The Council may choose not to award the project and provide alternate direction. If the project does not move forward, the carpet wi11 continue to deteriorate and require ongoing repairs and maintenance. Background/Analysis As approved by Council on May 7, 2024, the project includes the removal of existing carpet throughout City Ha11 staff occupied spaces and installing Mannington Tile Carpeting. In addition, the existing wall base will be removed and replaced with new material, and transition strips wi11 be installed in locations where carpet tiles are placed against dissimilar flooring. Attached is a tabulation of the bids opened on July 16, 2024. The low bid in the amount of $283,444 was received from Continental Flooring Company, of Scottsdale, Arizona. The engineer's estimate was $238,095. Due to the limited budget for this project, staff designed it with a base bid and two additive alternates. While DFS Flooring's overall project estimate is lower than Continental Flooring, pursuant to Public Contract code 20103.8, they are not being recommended the contact award. This section of the Public Contract Code allows for several options to award a project that includes additive alternates; however, staff elected, and subsequently included in the project contract documents, language stating that the lowest bid shall be the lowest base bid without consideration of the additive alternative bids. Total project development costs for this project are estimated to be $14,000. Project development costs include engineering, environmental, and consultant services (design support). Environmental Review Staff has deter�nined that the project is categorically exempt from environmental review under the California Environmental Quality Act Guidelines, pursuant to Section 15301. Class 1 exemptions include the operation, repair, maintenance, or minor alteration of existing facilities, structures, or equipment involving negligible or no expansion of use. The project is a regular maintenance activity and does not involve expansion of use. The project has no potential to have a significant effect on the environment. Council P�^io�ity/City ManageN Goals • This agenda item is a routine operational item. Attachments ^Location Map ^Bid Tabulation ^Notice of Exemption - '�-'� ` � � ' ' � ! 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Page 1 of 1 I�OTICE OF E�EMPTI�}N Tct; � Of�ce Qf Planning and Research FIt�rM. Cily of Reddrng 1440 Tenth Street,Room 121 Public Works Department Sacramento, CA 95814 777 Cypress Avenue Redding, CA 9bf}01 � Shasta County Clerk County af�l�asta P.O.Box 990880j 1643 Ivlarket Street Redding, CA 96099-0880 Pro�ect Title; Citv Hal1 Carpet Renlacement Proiect-J0#924$-14 Project Location—Specifc: Citv Hall, 777 Cvpress Avenue Project Lacation—City:Reddin� Pro�ect Loeation—County; Shasta Descriptian of Pro,�ect: The eity of Reddin�(Gitt��p�ses to removs and replace appraximatelv 53 SQO square feet af carpetin�: In addition the ex�sCin�wall base shall b�removed and r�placed witih naw material and transition strips shall be rnstalled�n desr�nated locations Name of Public Agency Approving Projects Ci1v of Reddin� Name r�f Person or Agency Carrying 4�ut Project;Corri Vandiver,PE-Pro'ec� t En�ineer Exempt Status: (check one) ❑ Ministerial [S�ction 21080(b}(1); 152b8] ❑ Declarad Emergency [Section 21080{b){3); 15269(a)] ❑ Emergency Project[Section 21080{b)(4); 152b9(b)] ❑ Statutory Exemptions. State eode number: ❑ Comznt�n Sense Exempt`ton(This praject does ncat fall within an exempt ciass,but it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment(14 CCR 15601[b][3]). � Categorical Exeinption: State type and sectiQn number: Sec. 15301,Existin�Facilities � No exceptic�ns apply that u�auld bar t1�e use of a categoricaI exemptior►(PRD 210$4 and 14 CGR 1530(}.2). Reasons why project �s exernpt; Class 1 exemptions incl�tde the operation re�air maintenance or rninor alteratic�n af existin�facilities structures ar equipment involvin�ne�Ii�ible or no expansion of use The project includes removing�and repiacln� approximatelv 53 500 square feet of carpet In addition the existin�; wa11 base shall be re�noved and replaced with new material,and transit�on strios shaii be instatled in locations where carpettiles are�laced a�ainst dissimitar floorin„� Oid carpet and debris will be removed offsite for p�er disposal The pra�ect is a regular maintenance item and does not involve clzan�e af or expansion of use Therefore the project has na potent�al to have a si�nificant effect on the environment and further environmental review is nc�t required Lead Agency Contact Persan:Amber Ke11ev Telephone: 530.225.4046 If Filed by Applicantt l. Attach certifed document afexe�npfion findrng. 2. Has a notice of exemption been filed by the public agency approving the praject?o Yes o Nt� �.,�.�° Signature. C.,�'�.�.,g.��....�.�� '1 Date: �`�e:� ��' Title. Environtnental Compliance Mana� ��igned by Lead Agency Date receivad for filing at QI'R° ❑ Signed bY Appticant