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HomeMy WebLinkAboutAgenda Report - March 3, 2021 C-03AGENDA ITEM (2063 CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Awarding Contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc., of Stockton ($42,011), Authorizing City Manager to Execute Change Orders ($5,000), Accepting Donation from Hutchins Street Square Foundation ($26,000), and Appropriating Funds ($50,000) MEETING DATE: PREPARED BY: March 3, 2021 Public Works Director RECOMMENDED ACTION: Adopt resolution awarding contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc., of Stockton, in the amount of $42,011, authorizing City Manager to execute change orders in an amount not to exceed $5,000, accepting donation from Hutchins Street Square Foundation in the amount of $26,000, and appropriating funds in the amount of $50,000. BACKGROUND INFORMATION: In 1998, the City completed a major remodel of the conference and performing arts center at Hutchins Street Square. The project remodeled a multipurpose building that includes Camp Hutchins, administration offices, conference rooms, a kitchen, restrooms, and a multipurpose hall, now known as Crete Hall. These building had been a part of the Lodi Union High School (LUHS) prior to the City owning the facility. Crete Hall, which was originally the Lodi Union High School cafeteria, is approximately 3,800 square feet and has a combination of carpet and linoleum. With years of regular use, the flooring is in need of replacement. Photos of the existing flooring are shown on Exhibit A. This project will remove the carpet and install approximately 3,920 square feet of heavy commercial vinyl planks in Crete Hall, as well as, an adjacent storage room. The flooring type was elected by the Hutchins Street Square Foundation (HSSF) and is similar to flooring installed in the Holtz Room approximately four years ago. This project will also remove and replace the base molding around the perimeter flooring. Specifications for this project were approved on January 6, 2021. The City received the following two bids for this project on January 27, 2021: Bidder Location Bid Alternate Above/(Below) Estimate Engineer's Estimate $ 28,000.00 $ 5,000.00 Harold W. Thompson, Inc. Stockton $ 35,324.00 $ 6,687.00 $ 9,011.00 Selway Construction, Inc. San Jose $ 58,500.00 $ 3,000.00 $28,500.00 The alternate bid item includes installing an additional moisture barrier, if determined necessary upon removal of the carpeted areas. The moisture barrier will provide additional protection and increase the life of the flooring. APPROVED: t tephen abauer, City Manager K\wP\PROJECTS\MISC\HSS Floor Replacement\Crete Hall\CAward.doc 2/17/2021 Adopt Resolution Awarding Contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc , of Stockton ($42,011), Authorizing City Manager to Execute Change Orders ($5,000), Accepting Donation from Hutchins Street Square Foundation ($26,000), and Appropriating Funds ($50,000) March 3, 2021 Page 2 The total project cost is expected to be approximately $50,000, including project contingencies, engineering and inspection. The HSSF has generously committed approximately $26,000 for this project. The donation letter is attached as Exhibit B. Staff recommends awarding contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc., of Stockton, in the amount of $42,011, authorizing City Manager to execute change orders in an amount not to exceed $5,000, accepting donation from Hutchins Street Square Foundation in the amount of $26,000, and appropriating funds in the amount of $50,000. FISCAL IMPACT: Upgrading the flooring to a more resilient and visually pleasing material is expected to revenue while minimizing cleaning costs. FUNDING AVAILABLE: HSSF Donation $26,000 Requested Appropriation: Parks Capital (43299000.77020) $50,000 Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director Charles E. Swimley, Jr. Public Works Director Prepared by Sean Nathan, Senior Civil Engineer CES/SN/tc Attachments Cc: PRCS Director Senior Civil Engineer Nathan K:\WP\PROJECTS\MISC\HSS Floor Replacement\Crete Hall\CAward.doc 2/17/2021 Exhibit A ffHUTCHINS REET SQUARE UNDATION HUTCHINS STREET SQUARE FOUNDATION Josh Elson February 11, 2021 Chairman Daphne Felde Cathi DeGroot Vice -Chairman Deputy Director Bradley Alderson PRC Services Secretary 230 W Elm St, Lodi, CA 95240 Cathy Wetmore Treasurer Bob Colarossi Hello Cathi, Sam Harper Meghan Lange John Ledbetter At the November 3, 2020 HSSF board meeting we agreed to donate $26,000 Josh Newfield to the City of Lodi to be applied towards the cost of replacing the floor covering in Crete Hall at Hutchins Street Square. Senior Advisors Dennis Bennett Bruce Burlington The Foundation will provide the funds to the City of Lodi upon Council Julia Gillespie approval of the project. Jeffrey Kirst Charlene Lange Chuck Simpson Sincerely, Cathi DeGroot City of Lodi Liaison Daphne Felde Vice -Chairman Hutchins and Oak Streets ❑ P. O. Box 2278 ❑ Lodi, CA 95241-2278 ❑ 209.366-1222 FAX 209.366-1222 ❑ E-mail: hssfoundation@gmail.com ❑ www.hssfoundation.com HUTCHINS STREET SQUARE CRETE HALL FLOORING REPLACEMENT 125 South Hutchins Street CITY OF LODI, CALIFORNIA CONTRACT THIS CONTRACT made by and between the CITY OF LODI, State of California, herein referred to as the "City," and HAROLD W. THOMPSON, INC., a California corporation, herein referred to as the "Contractor." WITNESSETH; That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other, as follows: The complete Contract consists of the following documents which are incorporated herein by this reference, to -wit: Notice Inviting Bids Information to Bidders Certifications and Forms General Provisions Federal Requirements Special Provisions Bid Proposal Contract Contract Bonds Federal Minimum Wage Rates Plans Addenda The July 1992 Edition, Standard Specifications, State of California, Business and Transportation Agency, Department of Transportation All of the above documents, sometimes hereinafter referred to as the "Contract Documents," are intended to cooperate so that any work called for in one and not mentioned in the other is to be executed the same as if mentioned in all said documents. ARTICLE I - That for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the City and under the condition expressed in the two bonds bearing even date with these presents and hereunto annexed, the Contractor agrees with the City, at Contractor's cost and expense, to do all the work and furnish all the materials except such as are mentioned in the specifications to be furnished by the City, necessary to construct and complete in a good workmanlike and substantial manner and to the satisfaction of the City the proposed improvements as shown and described in the Contract Documents which are hereby made a part of the Contract. ARTICLE 11 - The City hereby promises and agrees with the Contractor to employ, and does hereby employ, the Contractor to provide all materials and services not supplied by the City and to do the work according to the terms and conditions for the price herein, and hereby contracts to pay the same as set forth in Section 5.600, "Measurement, Acceptance and Payment," of the General Provisions, in the manner and upon the conditions above set forth; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. CONTRACT 4.1 02/08/21 ARTICLE III - The Contractor agrees to conform to the provisions of Chapter 1, Part 7, Division 2 of the Labor Code. The Contractor and any Subcontractor will pay the general prevailing wage rate and other employer payments for health and welfare, pension, vacation, travel time, and subsistence pay, apprenticeship or other training programs. The responsibility for compliance with these Labor Code requirements is on the prime contractor. ARTICLE IV - And the Contractor agrees to receive and accept the following prices as full compensation for furnishing all materials and for doing all the work contemplated and embraced in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or from the action of the elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by the City, and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension or discontinuance of work and for well and faithfully completing the work, and the whole thereof, in the manner and according to the Plans and Contract Documents and the requirements of the Engineer under them, to -wit: The work consists of removing carpet (1,070 square feet), installing approximately 3,920 square feet of heavy commercial vinyl planks on the existing linoleum, replacing the existing adjacent base molding, and other incidental and related work as described in the specifications for the project. For additional bid item descriptions refer to Section 6-07 "Description of Bid Items", CONTRACT ITEMS Description Unit Cost Remove Carpet and Install New Flooring and Base Molding 1 LS $35,324.00 ADDITIVE ALTERNATE Total $35,324.00 Item Description Qty Unit Unit Cost Total ALT Install Moisture Barrier in 1 LS687.00 Existing Carpetted Area $6,687.00 $6, TOTAL $ 42,011.00 ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the provisions of Section 3700 of the Labor Code, which requires every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. ARTICLE Vi - It is further expressly agreed by and between the parties hereto that, should there be any conflict between the terms of this instrument and the Bid Proposal of the Contractor, then this instrument shall control and nothing herein shall be considered as an acceptance of the said terms of said proposal conflicting herewith. CONTRACT 4.2 02/08/21 ARTICLE V11 - The City is to furnish the necessary rights-of-way and easements and to establish lines and grades for the work as specified under the Special Provisions. All labor or materials not mentioned specifically as being done by the City will be supplied by the Contractor to accomplish the work as outlined in the specifications. ARTICLE Vlli - The Contractor agrees to commence work pursuant to this contract within 15 calendar days after the City Manager, or as agreed-upon by the City and the Contractor in writing has executed the contract and to diligently prosecute to completion within 14 CALENDAR DAYS. The calendar day count may pause or delay while equipment is being ordered. Additionally, the resurfacing and striping may be delayed should the weather necessitate. ARTICLE IX - State of California Senate Bill 854 requires the following: No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. ARTICLE X - Counterparts and Electronic Signatures This Agreement and other documents to be delivered pursuant to this Agreement may be executed in one or more counterparts, each of which will be deemed to be an original copy and all of which, when taken together, will be deemed to constitute one and the same agreement or document, and will be effective when counterparts have been signed by each of the parties and delivered to the other parties. Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of a copy of this Agreement or any other document contemplated hereby, bearing an original manual or electronic signature by facsimile transmission (including a facsimile delivered via the Internet), by electronic mail in "portable document format" (".pdf') or similar format intended to preserve the original graphic and pictorial appearance of a document, or through the use of electronic signature software will have the same effect as physical delivery of the paper document bearing an original signature. CONTRACT 4.3 02/08121 WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE CONTRACTOR AGREES TO PAY THE CITY LIQUIDATED DAMAGES AS SET FORTH IN SECTION 6-04.03 OF THE SPECIAL PROVISIONS. CONTRACTOR AGREES THAT THIS AMOUNT MAY BE DEDUCTED FROM THE AMOUNT DUE THE CONTRACTOR UNDER THE CONTRACT. IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year and date written below. -CONTRACTOR:---CI-T-Y--OF L -ODI, a municipal corporation --- By: By: Title By: STEPHEN SCHWABAUER City Manager Date, Attest: JENNIFER CUSMIR City Clerk (CORPORATE SEAL) Approved As To Form: JANICE D. MAGDICH jdm City Attorney CONTRACT 4.4 02/08/21 Capital Improvement Plan FY 2020-2021 Project Title: Crete Hall Flooring Replacement Munis Project Code: CIP List Proj # Section I Description Project Length Priority Remove carpet and install approximately 3,920 square feet of vinyl planks in Crete Hall at Hutchins Street Square IJ ustificatio nlfactor Additional Information Of the $50,000 budget, $26,000 will come from a donation from the Hutchins Street Square Foundation Section II Expenditure Prior Years FY 19120 FY 20121 Estimate Budget Contracts $ $ 50,000 Total Capital Costs $ - $ - $ 50,000 $ Section III Funding Source(s) Prior Years FY 19120 FY 20121 Estimate Budget 432 - Parks&Rec Capital $ $ 50,000 Total Project Financing $ $ - $ 50,000 $ Section IV Operating Cost or Prior Years FY 19120 FY 20121 (savings) Estimate Budget Personnel $ Other Operating Costs $ Total Operating Impact $ $ - $ $ Estimated Project Costs FY 21122 FY 22123 FY 23124 1 FY 24125 Future Yrs Total Funding Sources/Methods of Financing FY 21122 FY 22123 FY 23124 FY 24125 Future Yrs F—$ I$ $ Operating Budget Impact FY 21122 FY 22123 FY 23124 FY 24125 Future Yrs Total Total 50,000 50,000 50,000 50,000 AGENDA ITEM 12 1W 3 CITY OF LODI q COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Awarding Contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc., of Stockton ($42,011), Authorizing City Manager to Execute Change Orders ($5,000), Accepting Donation from Hutchins Street Square Foundation (;' ,000), and Appropriating Funds ($50,000) MEETING DATE: PREPARED BY: March 3, 2021 Public Works Director RECOMMENDED ACTION: Adopt resolution awarding contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc., of Stockton, in the amount of $42,011, authorizing City Manager to execute change orders in an amount not to exceed $5,000, accepting donation from Hutchins Street Square Foundation in the amount of $2#635,000, and appropriating funds in the amount of $50,000. BACKGROUND INFORMATION: In 1998, the City completed a major remodel of the conference and performing arts center at Hutchins Street Square. The project remodeled a multipurpose building that includes Camp Hutchins, administration offices, conference rooms, a kitchen, restrooms, and a multipurpose hall, now known as Crete Hall. These building had been a part of the Lodi Union High School (LUHS) prior to the City owning the facility. Crete Hall, which was originally the Lodi Union High School cafeteria, is approximately 3,800 square feet and has a combination of carpet and linoleum. With years of regular use, the flooring is in need of replacement. Photos of the existing flooring are shown on Exhibit A. This project will remove the carpet and install approximately 3,920 square feet of heavy commercial vinyl planks in Crete Hall, as well as, an adjacent storage room. The flooring type was elected by the Hutchins Street Square Foundation (HSSF) and is similar to flooring installed in the Holtz Room approximately four years ago. This project will also remove and replace the base molding around the perimeter flooring. Specifications for this project were approved on January 6, 2021. The City received the following two bids for this project on January 27, 2021: Bidder Location Bid Alternate Above/(Below) Estimate Engineer's Estimate $ 28,000.00 $ 5,000.00 Harold W. Thompson, Inc. Stockton $ 35,324.00 $ 6,687.00 $ 9,011.00 Selway Construction, Inc. San Jose $ 58,500.00 $ 3,000.00 $28,500.00 The alternate bid item includes installing an additional moisture barrier, if determined necessary upon removal of the carpeted areas. The moisture barrier will provide additional protection and increase the life of the flooring. APPROVED: SteveSchwabauer Stephen Schwabauer, City Manager KAWP\PROJECTSWIISC\HSS Floor Replacement\Crete Hall\CAward doc 3/2/2021 Adopt Resolution Awarding Contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc , of Stockton ($42,011), Authorizing City Manager to Execute Change Orders ($5,000), Accepting Donation from Hutchins Street Square Foundation (S:' : > .:,000), and Appropriating Funds ($50,000) March 3, 2021 Page 2 The total project cost is expected to be approximately $50,000, including project contingencies, engineering and inspection. The HSSF has generously committed approximately $2-35,000 for this project. The donation letter is attached as Exhibit B. Staff recommends awarding contract for Hutchins Street Square, Crete Hall, Flooring Replacement, to Harold W. Thompson, Inc., of Stockton, in the amount of $42,011, authorizing City Manager to execute change orders in an amount not to exceed $5,000, accepting donation from Hutchins Street Square Foundation in the amount of $ ' :.: ;,000, and appropriating funds in the amount of $50,000. FISCAL IMPACT: Upgrading the flooring to a more resilient and visually pleasing material is expected to revenue while minimizing cleaning costs. FUNDING AVAILABLE: HSSF Donation: $2635,000 Requested Appropriation: Parks Capital (43299000.77020): $50,000 Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director Prepared by Sean Nathan, Senior Civil Engineer CES/SN/tc Attachments Cc: PRCS Director Senior Civil Engineer Nathan Signature: anj� xe,�Pj Email: akeys@lodi.gov Charles E. Swimiey, Jr. Public Works Director Signature: Email: sschwabauer@lodi.gov K:\WP\PROJECTS\MISC\HSS Floor Replacement\Crete Hall\CAward doc 3/2/2021 91 THUTCHINS REET SQUARE UN DATION HUTCHINS STREET SQUARE FOUNDATION Josh Elson March 1, 2021 Chairman Daphne Felde Cathi DeGroot Vice -Chairman Deputy Director Bradley Alderson PRC Services Secretary 230 W Elm St, Dennis Bennett Lodi, CA 95240 Cathy Wetmore At today's meeting we voted to increase that donation to $35,000 in light of Treasurer the higher bids the City received. Bob Colarossi Hello Cathi, Sam Harper Meghan Lange John Ledbetter At the November 5, 2021 HSSF board meeting we agreed to donate $26,000 Josh Newfield to the City of Lodi to be applied towards the cost of replacing the floor covering in Crete Hall at Hutchins Street Square. Senior Advisors Dennis Bennett Bruce Burlington At today's meeting we voted to increase that donation to $35,000 in light of Julia Gillespie the higher bids the City received. Jeffrey Kirst Charlene Lange Chuck Simpson The Foundation will provide the funds to the City of Lodi upon completion of the project. Cathi DeGroot City of Lodi Liaison Sincerely, Daphne Felde Vice -Chairman Hutchins and Oak Streets ❑ P. O. Box 2278 ❑ Lodi, CA 95241-2278 ❑ 209.366-1222 FAX 209.366-1222 ❑ E-mail: hssfoundation@gmail.com ❑ www.hssfoundation.com RESOLUTION NO. 2021-46 A RESOLUTION OF THE LODI CITY COUNCIL AWARDING THE CONTRACT FOR HUTCHINS STREET SQUARE, CRETE HALL, FLOORING REPLACEMENT, TO HAROLD W. THOMPSON, INC., OF STOCKTON; AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDERS; ACCEPTING A DONATION FROM THE HUTCHINS STREET SQUARE FOUNDATION; AND FURTHER APPROPRIATING FUNDS WHEREAS, in answer to notice duly published in accordance with law and the order of this City Council, sealed bids were received and publicly opened on January 27, 2021, at 11:00 a.m., for Hutchins Street Square, Crete Hall, Flooring Replacement, described in the plans and specifications therefore approved by the City Council on January 6, 2021; and WHEREAS, said bids have been checked and tabulated and a report thereof filed with the City Manager as follows: Bidder Location Bid Alternate Above/(Below) Estimate Harold W. Thompson, Inc. Stockton $ 35,324 $ 6,687 $ 9,011 Selway Construction, Inc. San Jose $ 58,500 $ 3,000 $28,500 WHEREAS, the alternate bid item includes installing an additional moisture barrier, if determined necessary upon removal of the carpeted areas. The moisture barrier will provide additional protection and increase the life of the flooring; and WHEREAS, staff recommends awarding the contract for Hutchins Street Square, Crete Hall, Flooring Replacement to Harold W. Thompson, Inc., of Stockton, in the amount of $42,011; and WHEREAS, staff also recommends that the City Council authorize the City Manager to execute change orders in an amount not to exceed $5,000; and WHEREAS, staff also recommends that the City Council accept a donation from Hutchins Street Square Foundation in the amount of $35,000; and WHEREAS, staff recommends that the City Council appropriate funds in the amount of $50,000 from the fund balance of Parks Capital (43299000.77020) for Fiscal Year 2020. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award the contract for Hutchins Street Square, Crete Hall, Flooring Replacement to Harold W. Thompson, Inc., of Stockton, California, in the amount of $42,011; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute the contract and change orders in an amount not to exceed $5,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby accept a donation from Hutchins Street Square Foundation in the amount of $35,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize an appropriation for Hutchins Street Square, Crete Hall, Flooring Replacement, in the amount of $50,000, as set forth above; and BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to make minor revisions to the above -referenced document(s) that do not alter the compensation or term, and to make clerical corrections as necessary. Dated: March 3, 2021 I hereby certify that Resolution No. 2021-46 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 3, 2021 by the following vote: AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN. COUNCIL MEMBERS — None CityIF C dM� Cler 2021-46