Title
Recommendation to Authorize the City Manager to Execute an Agreement with BrightView Landscape Development Inc. for Alameda City Hall West Lawn Conversion, Project No. P.W.11-22-28, in an Amount Not-to-Exceed $462,847.55.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Sections 15301 (Existing Facilities), 15302 (Replacement or Reconstruction), and 15303 (New Construction or Conversion of Small Structures), 15307 (Actions by Regulatory Agencies for Protection of Natural Resources). (Public Works 31041520)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
On September 8, 2021, the City Council directed staff to implement strategies that reduce water use at City of Alameda (City) facilities as a response to the drought. One strategy supported by the City Council is the conversion of the existing landscape at City Hall West, among other City owned buildings, from large areas of turf that require heavy watering to more drought-tolerant plantings that conserve water. Staff entered into contract with a landscape architect to design the lawn conversion at City Hall and City Hall West. On December 2, 2021 and September 1, 2022, the Historical Advisory Board (HAB) approved Certificates of Approval to convert the lawns at City Hall and City Hall West, respectively, to drought-tolerant landscapes. On November 1, 2022, City Council accepted the work that converted City Hall’s lawn to the new drought tolerant landscape. Staff now recommends that the City Council award the proposed contract to the lowest, responsive bidder, BrightView Landscape Development, Inc., to convert the lawn at City Hall West to a drought tolerant landscape.
BACKGROUND
At its April 27, 2021 Board of Directors meeting, the East Bay Municipal Utility District (EBMUD) voted to declare a Stage 1 drought shortage based on projections that water runoff will fall below what is needed to refill EBMUD’s reservoirs. On July 8, 2021, California’s Governor, Gavin Newsom, signed an Executive Order calling for a voluntary 15% reduction in water use. On September 8, 2021, the City Council directed staff to implement strategies that reduce water use at City facilities as a response to the severe drought and to build resiliency. One strategy supported by the City Council is the conversion of the existing landscaping at City Hall West, among other City owned buildings, from large areas of turf that require heavy watering to more drought-tolerant plantings that conserve water. Motivating the City Council’s direction was the drought state of emergency, Governor Newsom’s call for voluntary reductions, Alameda’s Climate Action and Resiliency Plan’s objective to build resiliency in the face of climate change, and EBMUD’s landscape rebate program to support lawn conversions to water-wise gardens that thrive in California’s summer-dry climate and during a drought.
City Hall West at Alameda Point is a City Council designated historic monument and a site contributor to the Naval Air Station (NAS) Alameda Historic District, added to the National Register of Historic Place in 2012. As a larger historical site, a Cultural Landscape Report was prepared for NAS Alameda to document the site’s character-defining landscape features as well as provide guidance for maintenance and preservation. On December 2, 2021, the HAB approved a Certificate of Approval to convert the lawn at City Hall to drought-tolerant landscaping. On September 1, 2022, after the conceptual landscape design was updated to reflect feedback from the HAB, the board approved a Certificate of Approval to convert the lawn at City Hall West to a drought-tolerant landscape. An online survey and community event were conducted to present an initial design and plant palette and seek input from the public on final design.
DISCUSSION
The approved design at City Hall West has a linear, geometric configuration that wraps around all sides of the building (Exhibit 1). Outdoor seating areas (spaces) were introduced into the landscape by use of decorative gravel areas for paving and site benches for seating. The outdoor spaces are intended to be used by City employees and the public, and to help facilitate educational opportunities for a portion of the new landscaping that will serve as a demonstration area for drought-tolerant gardening. Existing plantings found on site and several from neighboring buildings are being used where appropriate and in keeping with EBMUD’s strict guidelines for the rebate program. Vibrant water wise succulents, aloes and agaves selected for year-round colorful foliage and brightly colored seasonal flowers were added to the plant palette. The water wise plants chosen for this project thrive in coastal conditions and were commonly found in early California Missions and residences.
The project includes a new state of the art underground drip irrigation system operated by an automated, Water Efficient Landscape Ordinance (“WELO”) compliant irrigation controller.
To solicit the maximum number of bids and most competitive price, plans and specifications were provided to 16 separate builders’ exchanges throughout the Bay Area. In addition, notices were placed on the City’s web page and published in the Alameda Sun on August 3, 2023. After a bidding period of 24 days, five contractors submitted bids. The bids were opened on August 24, 2023, with the following results:
|
Bidder |
Location |
Base Bid |
Bid Alternate |
|
BrightView Landscape Development Inc. |
Pleasanton, CA |
$355,745.53 |
$29,960.76 |
|
Los Loza Inc. |
Hayward, CA |
$469,107.00 |
$30,000 |
|
Green Growth Industries, Inc. |
Pleasanton, CA |
$523,927.00 |
$31,080.00 |
|
Bay Construction |
Oakland, CA |
$560,305.08 |
$6,000.00 |
|
Suarez & Munoz Construction |
Hayward, CA |
$574,953.00 |
$27,000.00 |
The project includes installation of 11 benches throughout the site. The engineer’s estimate of construction cost was slightly above the project’s budget so the project was bid with 5 benches included in the base bid and the 6 additional benches as a bid alternate. Since the base bid of the lowest responsive bidder was below the project budget, staff recommends awarding both the base bid and bid alternate so the project can be built per design with all 11 benches. Public Works staff contacted references provided by the BrightView Landscape Development Inc. and received positive feedback on the ability of the company to meet the project requirements. Staff recommends awarding a contract to BrightView Landscape Development Inc., for a total amount of $462,847.55, which includes the base bid and bid alternate plus a 20 percent contingency of $77,141.26. The contractor is not guaranteed any of the contingency amount and the use of the contingency will be at the sole discretion of the City for work not originally anticipated in the plans and specifications. The project specifications require the contractor to pay prevailing wage. The contract is attached as Exhibit 2.
ALTERNATIVES
• Approve the contract, as proposed.
• Do not approve the contract and provide staff a different direction with the lawn at City Hall West.
FINANCIAL IMPACT
Funds for this project were appropriated as a Fiscal Year 2021-22 midyear adjustment to the Capital Improvement Program (project C17000). The project is funded with monies allocated from the General Fund. The project was designed and will be constructed per EBMUD’s Lawn Conversion Rebate program. Staff anticipates a $7,000 rebate at the close of construction.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Sections 15301 (Existing Facilities), 15302 (Replacement or Reconstruction), and 15303 (New Construction or Conversion of Small Structures), 15307 (Actions by Regulatory Agencies for Protection of Natural Resources).
CLIMATE IMPACTS
Three percent of the nation's energy is used to pump and treat water, so conserving water conserves energy that reduces greenhouse gas pollution. In addition, the frequency, intensity, and duration of drought events is expected to increase with climate change. Implementing measures that lead to permanent water use reductions will build resiliency in the face of climate change.
RECOMMENDATION
Authorize the City Manager to execute an agreement with BrightView Landscape Development Inc. for Alameda City Hall West Lawn Conversion, Project No. P.W.11-22-28, for a not-to-exceed amount of $462,847.55.
Respectfully submitted,
Erin Smith, Public Works Director
Financial Impact section reviewed,
Margaret L. O'Brien, Finance Director
Exhibits:
1. Project Design
2. Agreement