Title
Recommendation to Authorize the Interim City Manager to Execute an Agreement with Suarez & Munoz Construction Inc. for Alameda City Hall Lawn Conversion, Project No. P.W. 02-22-05, for a Not to Exceed Amount of $204,445. (Public Works 31041520)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
On September 8, 2021, the City Council directed staff to implement strategies that reduce water use at city facilities as a response to the current drought. One strategy supported by the City Council is the conversion of the existing landscaping at City Hall, among other City of Alameda (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 conversation at City Hall. On December 2, 2021, the Historical Advisory Board (HAB) approved a Certificate of Approval to convert the lawn at City Hall to drought-tolerant landscaping. Following an online survey and a community meeting, public input was integrated into the final design and the project publicly bid. Staff recommends that the City Council award the proposed contract to the lowest, responsive bidder, Suarez & Munoz Construction, Inc., to convert the lawn at City Hall to a drought tolerant landscape.
Following a bleak California snow survey and driest January to March on record, on April 26, 2022 the East Bay Municipal Utility District (EBMUD) elevated its drought response to Stage 2 and now is mandating a 10% district wide water use reduction target.
BACKGROUND
At its April 27, 2021 Board of Directors meeting, the 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 current severe drought. One strategy supported by the City Council is the conversion of the existing landscaping at City Hall, 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 is the ongoing 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 offering of a new landscape rebate program to support the lawn conversions to water-wise gardens that thrive in California’s summer-dry climate and during a drought.
Since the City Council’s direction, and a bleak California snow survey and driest January to March on record, EBMUD elevated its drought response to Stage 2 and now is mandating a 10% district wide water use reduction target.
City Hall is a Historic Monument, as designated by the City Council. On December 2, 2021, the Historical Advisory Board (HAB) approved a Certificate of Approval to convert the lawn at City Hall to drought-tolerant landscaping. An online survey and community event, held January 25, 2022, were conducted to present an initial design and plant palette and seek input from the public on final design.
The final design for the City Hall lawn conversion includes low, drought tolerant, mostly California native groundcover plants to replace the existing lawn areas. Groundcover plantings will be aesthetically grouped to provide flowering color accented with green and gray foliage for visual interest. Additionally, all ground cover plantings selected for the project will be evergreen low maintenance species suited for Alamedas climate. Plants will be installed per EBMUD and Bay Friendly Landscape plant spacing principles.
Existing City Hall landscape planter beds are mostly comprised of a single linear row of hedged boxwood and overgrown species of rose foundation plants. These will be redesigned featuring a mixture of drought tolerant Mediterranean climate flowering plants and a minimum of 50% California native plants. Plant varieties will be a mixture of flowering broadleaf shrubs and upright ornamental grasses. The new landscapes will feature numerous species selected to attract pollinators, butterflies, humming birds etc. California Native Milkweed will be grouped in visible areas to serve as a food source for Monarch Butterflies.
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.
DISCUSSION
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 April 5, 2022. After a bidding period of 21 days, four contractors submitted bids. The bids were opened on April 26, 2022, with the following results:
|
Bidder |
Location |
Bid |
|
Suarez & Munoz Construction |
Hayward, CA |
$185,859.00 |
|
Elite Landscape Construction |
Clovis, CA |
$215,645.77 |
|
McGuire & Hester |
Alameda, CA |
$244,754.60 |
|
Bay Construction |
Oakland, CA |
$247,245.00 |
Public Works staff contacted references provided by the lowest responsive bidder and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work. Staff recommends awarding a contract to Suarez & Munoz Construction Inc., for a total amount of $204,445, which includes a 10 percent contingency of $18,586. 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 contract is attached as Exhibit 1.
ALTERNATIVES
• Award the contract as presented.
• Do not award the contract and provide alternative direction to staff.
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 $15,000 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 the California Environmental Quality Act (CEQA), this project is Categorically Exempt pursuant to CEQA Guidelines Section 15301(c), Existing Facilities, 15302 Replacement or Reconstruction, and 15303 New Construction of Small Structures.
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 Interim City Manager to execute an agreement with Suarez & Munoz Construction, Inc. for Alameda City Hall lawn conversion, project PW No, 02-22-05, for a not to exceed amount of $204,445.
Respectfully submitted,
Erin Smith, Public Works Director
Financial Impact section reviewed,
Margaret L. O'Brien, Finance Director
Exhibit:
1. Contract
cc: Gerry Beaudin, Interim City Manager