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HomeMy WebLinkAboutItem 10k - Library Family Restroom ProjectLibrary Family Restroom Project August 15, 2023 Page 1 of 3 DATE: August 15, 2023 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Janessa Kalanjian, Management Analyst SUBJECT: REJECT THE ONE PROPOSAL RECEIVED FOR DESIGN-BUILD SERVICES FOR THE LIBRARY FAMILY RESTROOM PROJECT AND DIRECT STAFF TO SOLICIT ADDITIONAL PROPOSALS CEQA: Exempt Recommendation: Approve SUMMARY The Fiscal Year 2022-23 Capital Improvement Plan (“FY 22-23 CIP”) allocated funding for a new family restroom at the Arcadia Public Library. The budget includes $104,500 in Building Forward Grant funds that the Library and Museum Services Department was awarded by the California State Library for the project. To ensure that the City is receiving the highest quality of service and most competitive pricing for the design-build project, the Public Works Services Department (“PWSD”) solicited a formal Request for Proposals (“RFP”). Only one proposal was received, and it significantly exceeded the estimated budget for the project. It is recommended that the City Council reject the one proposal received for design-build services for the Library Family Restroom Project and direct staff to solicit additional proposals at a later date. BACKGROUND The FY 22-23 CIP budget included $220,000 for the construction of a new family restroom in the Children’s area of the Arcadia Public Library, with costs split evenly between the Capital Outlay Fund ($110,000) and the anticipated grant funds ($110,000). The Library and Museum Services Department was ultimately awarded $104,500 in Building Forward Grant funds, reducing the total project budget to $214,500. After the grant was awarded, a project site inspection was conducted by PWSD staff. During the inspection, the need for a more extensive remodel of the two existing restrooms was identified, which the family restroom would be built in between. These restrooms were last remodeled in 1984, and while some improvements would be made as a result of constructing the family restroom, additional remodeling could be done at a lower cost by adding it to the scope of work for this project. Library Family Restroom Project August 15, 2023 Page 2 of 3 The additional improvements added $90,000 to the total project budget. Since the grant amount could not be increased, staff requested a budget appropriation for the additional funds. On February 21, 2023, City Council approved two resolutions for the Arcadia Library Family Restroom Project: Resolution No. 7481, authorizing the acceptance and execution of Building Forward Grant funds in the amount of $104,500; and Resolution No. 7482, amending the FY 22-23 CIP budget and authorizing a supplemental budget appropriation of $90,000 for the project, bringing the total project budget to $304,500. DISCUSSION A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483, and proposal packages were provided to companies that perform this type of work. On July 13, 2023, the City Clerk received one proposal with the following results: Bidder Location Bid Amount____ Axiom Group Los Angeles, CA $ 592,500.00 PWSD staff contacted companies that received the RFP to inquire as to why they did not submit a proposal and the responses varied. Some companies felt that the project was too small of scale, while others did not have the ability to take on the project at this time. The project budget was reevaluated, and it was determined that it should not be increased. Staff will review the scope of services in the RFP to see if changes are needed before seeking additional proposals. Given that the proposal is nearly twice the current budget, it is recommended that the bid be rejected. ENVIRONMENTAL ANALYSIS This Project is considered a Class 1 exemption as defined in Section 15301(a) “Existing Facilities” projects of the California Environmental Quality Act (“CEQA”), which exempts projects consisting of the minor alteration of existing public structures. FISCAL IMPACT Funds in the amount of $220,000 have been budgeted for the Library Family Restroom project as part of the FY 22-23 CIP budget, with costs being split evenly between Capital Outlay Fund and anticipated grant funds. The City was ultimately awarded $104,500 in Building Forward Grant funds, reducing the initial project budget to $214,500. An additional appropriation of $90,000 from the Capital Outlay Fund was granted for the remodeling of the adjacent restrooms, bringing the total project cost to $304,500. The total cost paid by the City should total approximately $200,000. Library Family Restroom Project August 15, 2023 Page 3 of 3 RECOMMENDATION It is recommended that the City Council determine that this action is exempt under the California Environmental Quality Act (“CEQA”); and reject the one proposal received for design-build services for the Library Family Restroom Project, and direct staff to solicit additional proposals.