TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: SEPTEMBER 10, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO OTL BUILDERS, INC. FOR THE BLAISDELL COMMUNITY CENTER KITCHEN REMODEL PROJECT (FUNDING SOURCE: GENERAL CAPITAL PROJECTS FUND)
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SUMMARY
The Blaisdell Community Center kitchen is in need of a remodel due to its age and current demand. The site has provided meal service to seniors for the past forty years and is outdated. The small kitchen designed to serve meals to approximately thirty people on a daily basis, is now serving upwards of fifty people daily. Demand for lunch service is increasing; however, the facility is struggling to accommodate the need due to aging infrastructure and overcrowding.
In April 2024, the City solicited bids for the Blaisdell Community Center Kitchen Remodel Project. At the end of the bid period, no bids were received. Staff directly contacted three contractors for quotes, two of which were non-responsive. OTL Builders, Inc. submitted a proposal of $69,300 to complete the project. Based on the proposal and references, staff recommends awarding a contract to OTL Builders, Inc. Additionally, staff recommends entering into an agreement with Lotus Construction Group for project management services in the amount of $7,000. The project will be funded through the General Capital Project Fund. Once the project is complete, Claremont Senior Foundation, Inc. will reimburse the City for the total cost of the project.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Award a contract to OTL Builders, Inc. in the amount of $69,300 for the Blaisdell Community Center Kitchen Remodel Project and authorize a ten percent contingency in the amount of $6,930, for a total amount not to exceed $76,230; and authorize the City Manager to execute the agreement;
B. Authorize the City Manager to enter into an agreement with Lotus Construction Group in the amount of $7,000 for project management services;
C. Appropriate $83,230 in General Capital Projects Funds for the Blaisdell Community Center Kitchen Remodel Project; and
D. Authorize acceptance of $83,230 from the Claremont Senior Foundation, Inc. to fund the Blaisdell Community Center Kitchen Remodel Project.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information from staff.
B. Reject all bids and direct staff to rebid the project.
FINANCIAL REVIEW
The cost of the Blaisdell Community Center Kitchen Remodel Project is $69,300, plus a ten percent contingency of $6,930, for a total cost of $76,230. The cost for Lotus Construction to manage the project is $7,000. The total project cost is $83,230, which will be funded using the General Capital Projects Fund. Once the project is complete, the Claremont Senior Foundation, Inc. will reimburse the City in the amount of $83,230.
In April 2024, the City solicited bids for the project. At the end of the bid period, no bids were received. Per the Public Contracting Code, should the bid process not produce a viable contractor, the City may directly negotiate with a vendor. Staff contacted three contractors to bid on the project. Two were non-responsive. OTL Builders, Inc. submitted a proposal of $69,300, which is in line with estimated project costs.
The staff cost to prepare this report and administer this project is estimated at $3,730 and is included in the operating budget of the Community Services Department.
ANALYSIS
The Blaisdell Community Center serves as one of the Claremont Senior Program’s two lunch sites, providing a hot meal for seniors and a friendly atmosphere that encourages socialization, fun, and ways to participate in the full array of programs and services offered by the Claremont Senior Program. However, after forty years of nonstop service as a nutrition site for seniors, the Blaisdell Community Center’s kitchen is not able to keep up with the demands placed on it as a bustling congregate meal site, a source for social service referrals, and a festive special event venue. The kitchen is cramped and outdated, making it challenging for staff and volunteers to hold daily meal deliveries at a safe temperature until time for service. The electrical system is outdated and unable to meet the needs of current appliances and programs. Additionally, the Blaisdell site lacks the dishwasher and plated service available at the Joslyn Center, the other location providing senior meal service.
In response to this need, the Claremont Senior Foundation, Inc. (CSF) launched a multi-year fundraising campaign in 2019 to revamp the kitchen. The CSF is a non-profit that has existed since 2006, solely to serve as a steward for funds that benefit the Senior Program. Thanks to the CSF’s leadership, large grants and many gifts from community donors resulted in exceeding the goal to support this initiative.
Lotus Construction Group was enlisted to draft conceptual drawings for the project and developed a scope of work that was included in the Request for Proposals (RFP) released in April 2024. The project will include the demolition and disposal of the existing appliances and fixtures, counters, cabinets, pony wall, and flooring. Following the demolition, OTL Builders will install new walls and counter tops per the new design. To complete the project, new flooring, electrical, cabinets, fixtures, and cabinets will be installed. Lotus Construction Group will now serve in a project management role to keep the construction project on schedule and on track.
The RFP was sent directly to ten contractors and posted on the City website. Six potential contractors attended the mandatory pre-bid meeting held on Thursday, May 9, 2024. At the close of the bid period, no bids were received. Per the Public Contracting Code, if the identified bid process is followed and a responsive, responsible bidder is not identified, staff may directly negotiate with a contractor.
Staff contacted three contractors to bid on the project. Two were non-responsive. OTL Builders, Inc. submitted a proposal of $69,300, which is in line with estimated project costs. Staff contacted three different references for OTL Builders, all of which came back favorable. Staff recommends awarding a contract to OTL Builders for the Blaisdell Community Center Kitchen Remodel project. Additionally, staff recommends retaining Lotus Construction Group for project management services.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager