CC Resolution 13223 - Awards contract to Best Contracting Services City Facilities Roof Replacement Project (No. 24-TT) RESOLUTION NO. 13223
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING THE
AWARD OF A CONTRACT TO BEST CONTRACTING SERVICES, IN THE INCREASED
AMOUNT OF $356,670, PLUS A CONSTRUCTION CONTINGENCY OF $17,830, FOR THE CITY
FACILITIES ROOF REPLACEMENT PROJECT (NO. 24-TT) AS PROGRAMMED IN THE CITY'S
APPROVED CIP FOR IMPLEMENTATION DURING FY 2025; 2) AUTHORIZING THE CITY
MANAGER TO EXECUTE SAID AGREEMENT AS SPECIFIED IN CAMPBELL MUNICIPAL
CODE SECTION 3.20.100; AND 3) AUTHORIZING THE PUBLIC WORKS DIRECTOR TO
NEGOTIATE AND EXECUTE CONTRACT CHANGE ORDERS UP TO AND WITHIN THE
ALLOCATED CONSTRUCTION CONTINGENCY.
WHEREAS, in July 2024, the City Council approved the allocation of $362k in remaining American
Rescue Plan Act (ARPA) funds to the City's Capital Improvement Program Reserve (CIPR) for the
implementation of the City Facilities Roof Replacement Project (CIP No. 24-TT) in FY 2025; and
WHEREAS, on September 17, 2024, the City Council adopted resolution No. 13208, approving the
plans and specifications for the City Facilities Roof Replacement Project (No. 24-TT) at the Campbell
Community Center Buildings D and H, and authorizing staff to solicit bids from qualified contractors
interested in providing the services necessary for its construction; and
WHEREAS, the City Council also approved the subsequent award of a contract not to exceed
$335,000, plus an additional 12% contingency amount of $40,000, for any unforeseen expenses
incurred during construction; and
WHEREAS, by the end of the bid submission period on October 16, 2024, the City had received a
total of five (5) proposals for the City Facilities Roof Replacement, with the lowest base bid amount
submitted by Best Contracting Services (Besst) for a total of$356,670; and
WHEREAS, although the lowest, the base bid amount submitted by Best had exceeded the amount
authorized by the City Council for award ($335,000) by approximately $21,670, and would also
impact the 12% contingency amount ($40,000) that was approved as well; and
WHEREAS,while reviewing the bid results, staff considered the timeline associated with the project's
use of ARPA funds, which are set to expire on December 31, 2024, and must be used or committed
for use (via the execution of a service agreement) prior to that date; and
WHEREAS, to ensure the project retains use of those ARPA funds before they expire, staff
recommends increasing the contract amount to $356,670 and adjusting the contingency amount to
$17,830; and
WHEREAS, the project's construction specifications and contract terms will remain the same, with
no other updates or changes required at this time; and
WHEREAS, staff is requesting that the City Council approve and award a contract to Best
Contracting Services, in the increased amount of$356,670, for the City Facilities Roof Replacement
Project (24-TT) at the Campbell Community Center Buildings D and H, plus a $17,830 construction
contingency for any costs incurred as a result of unforeseen work and/or services that may be
required during the project's construction; and
WHEREAS, sufficient funding is available in the City's approved CIP for the City Facilities Roof
Replacement Project (No. 24-TT); in the amount of$362,000, to award the contract ($356,670) and
for the construction contingency in an amount up to $5,330; and
WHEREAS, sufficient funding is available in the City's Operating Budget for FY 2024/25 to fund
unforeseen construction contingency work, if required in an amount above $5,330, up to $17,830;
and
WHEREAS, staff requests that the City Council authorize the City Manager to execute said
agreement as specified in Campbell Municipal Code Section 3.20.100 and authorize the Public
Works Director to negotiate and execute contract change orders up to and within the allocated
construction contingency amount.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby: 1)
approves and awards a contract to Best Contracting Services, in the increased amount of$356,670,
for the City Facilities Roof Replacement Project (No. 24-TT), plus a construction contingency of
$17,830, as programmed in the project's CIP for implementation during FY 2025; 2) authorizes the
City Manager to execute said agreement as specified in Campbell Municipal Code Section 3.20.100;
and 3) authorizing the Public Works Director to negotiate and execute contract change orders up to
and within the allocated construction contingency amount.
PASSED AND ADOPTED this 6th day of November, 2024, by the following roll call vote:
AYES: Councilmembers: Bybee, Furtado, Scozzola, Lopez, Landry
NOES: Councilmembers: None
ABSENT: Councilmembers: None
APPROVED:
Susan M. Landry, ayor
ATTEST.
't44461‘01
Andrea Sander , City Clerk