MEETING DATE:
March 23, 2021
SUBJECT:
Title
RESOLUTION NO. 2021-8870 - A RESOLUTION AUTHORIZING THE AWARD OF A CONSTRUCTION CONTRACT FOR TENANT IMPROVEMENTS, AUTHORIZING THE APPROPRIATION OF ADDITIONAL FUNDS, AND DELEGATING AUTHORITY TO THE CITY MANGER TO EXECUTE AGREEMENTS FOR IMPROVEMENTS TO THE CITY-OWNED SITE LOCATED AT 413 AUTUMN DRIVE
Body
Recommendation
Recommendation
ADOPT a resolution authorizing the award of a construction contract for tenant improvements, authorizing the appropriation of funds, and delegating authority to the City Manager to execute all agreements for improvements to the City-owned site located at 413 Autumn Drive.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
On June 23, 2020, the City Council appropriated $500,000 to assist with the tenant Improvements for the Boys & Girls Club leased site located at 413 Autumn Drive to allow a much needed resource to be made available to the community. In December 2020, the Boys & Girls Club Tenant Improvements Request for Proposals was publically solicited on January 8, 2021 proposals were received and evaluated for a total project cost of $1,017,673. The Boys and Girls Club Board of Directors has committed to providing the balance of the funding, above the $500,000 the City has committed, to the site improvements.
Staff recommends the City Council authorize award of the construction contract, the appropriation of an additional $517,673 of General Fund (Fund 100), to be reimbursed by the Boys & Girls Club per the Reimbursement and Construction Agreement, and delegate authority to the City Manager to finalize and execute all agreements, amendments and related documents for the tenant improvements at the leased site.
Discussion
On June 23, 2020 the City Council appropriated $500,000 to assist with the tenant Improvements for the Boys & Girls Club leased site located at 413 Autumn Drive to allow for a much needed resource is made available to the community. City staff & consultants immediately began collaborating with the Boys & Girls Club staff to design the space in preparation for the site improvements.
In December 2020, the Boys & Girls Club Tenant Improvements Request for Proposals was publically solicited. A public walk through and pre-proposal meeting was held on site. Four (4) Contractors attended for the opportunity to submit a proposal. However, on January 8, 2021, two proposals were received:
1. De La Fuente Construction $ 713,660
2. Faris Construction $1,485,000
Each proposal was evaluated based on the criteria indicated in the Request for Proposal to determine the were reviewed to verify the lowest responsive and responsible bidder. After thorough review, De La Fuente Construction was identified as the most responsive and responsible bidder.
The total project costs are estimated at $1,017,673. This amount includes the design, construction costs (provided above), construction management costs, and a construction contingency.
The Boys & Girls Club has committed to providing the balance of the funding, above the $500,000 the City has committed to the site improvements. To memorialize this commitment, the Boys and Girls Club will enter into a Reimbursement and Construction Agreement (attached).
Therefore, staff recommends authorizing award of the construction contract, appropriating an additional $517,673 of General Fund (Fund 100), to be reimbursed by the Boys & Girls Club per the Reimbursement and Construction Agreement, and authorize delegating authority to the City Manager to finalize and execute all agreements, amendments and related documents for the leased site.
Environmental Review
Environmental review is not needed at this time.
Fiscal Impact
Approval of the requested resolution will require a Fiscal Year 2020-21 additional budget appropriation of $517,673 from the General Fund (Fund 100), which will be reimbursed by the Boys & Girls Club, resulting in a net zero-dollar additional expense to the City. The FY2020-21 Operating Budget will be updated to reflect the total project cost and reimbursement upon approval.
Attachment(s)
Attachment 1- Resolution 2021-8870
Attachment 2- Reimbursement and Construction Agreement
Prepared by: Lisa Fowler, Finance Director
Submitted by: Lisa Fowler, Finance Director
Reviewed by: Michelle Bender, HR/Risk Director & Deputy City Manager
Approved by: Jack Griffin, City Manager