To: HONORABLE MAYOR AND From: Katy Allen

CITY COUNCIL Sara L. Hensley

Subject: EVERGREEN COMMUNITY Date: 09-10-03

CENTER EXPANSION - REBID

PROJECT

Council District: 8

RECOMMENDATION

Report on bids and take appropriate action based on the evaluation of bids for the Evergreen Community Center Expansion Rebid Project, and approval of a ten percent contingency.

CEQA: Exempt, PP02-05-103.

BACKGROUND

Evergreen Community Center is located at 4860 San Felipe Road in southeast San José, at the intersection of Yerba Buena Road and San Felipe Road and is part of Evergreen Park, an existing developed park site of approximately 27 acres (map attached).

The existing community center, built in 1992, is approximately 12,000 square feet and was designed to accommodate various programs for all age groups. The rapidly growing community in the area has made it necessary to address the need for additional program space in the community center.

In FY 1999-2000, a project was budgeted in the Parks Capital Budget for the development of plans to expand the existing center. The initial effort in the development of plans was an amendment of the master plan for the community center and park site, which was approved by Council in August 2002. In FY 2001-02, funds were appropriated to design and construct the center expansion. On September 3, 2002, the City Manager approved a minor Public Works Department consultant agreement with Gilbert Arnold Sanchez Architects to provide the design services for the project.

This project will construct a new 2,348 square foot building that will provide program space for Early Childhood Readiness (pre-school) activities thus freeing up additional programming space for in-demand senior and teen programs which are presently being offered at off site locations.

ANALYSIS

Although this project falls outside the scope of the City Green Building Policy adopted in June 2001, every effort has been made to implement “green building” measures within the means of the project budget. Green building measures integrated into the design of this project include: energy optimization, diversion of construction waste management, indoor air quality optimization, thermal comfort and natural day-lighting. The new building will comply with current building codes, accessibility and safety requirements.

The project initially bid in June 2003 which resulted in bids that were 34 to 53 percent higher than the engineer’s estimate. On August 12, 2003, Council rejected all bids and authorized rebidding this project with a reduced scope of work.

The revised base bid scope of work includes two preschool classrooms, storage, mechanical room, restrooms, a patio and utility provisions for a future classroom building. In addition to the base bid, there are nine Add Alternate items included in the project.

Add Alternate No. 1a: Interior ceramic tile

Add Alternate No. 1b: Exterior ceramic tile

Add Alternate No. 2: Storage shelving in Rooms 102 and 108

Add Alternate No. 3: Brick veneer at north interior walls of Rooms 101 and 109

Add Alternate No. 4: All landscaping north of the east stair well and the concrete mowing band

Add Alternate No 5 Glass doors (except doors 1 and 4)

Add Alternate No 6 Steel canopy including ceramic tile insets

Add Alternate No 7 Acoustical ceiling tile

Add Alternate No 8 All sloped openings at windows

Construction is scheduled to begin in November, with completion in summer 2004.

A supplemental memorandum will be provided after bids are opened on September 16, 2003.

Council Policy provides for a standard contingency of ten percent on public works building projects. The standard contingency is appropriate for this project.

PUBLIC OUTREACH

To solicit contractors, this project was listed on the City’s Internet Bid Line and advertised in the San José Mercury News and San José Post Record. Bid packages for all Department of Public Works construction projects are provided to various contractor organizations and builder’s exchanges.

COORDINATION

This project and memo have been coordinated with the Departments of Planning, Building and Code Enforcement, General Services, Finance; the City Attorney’s Office and the City Manager’s Budget Office.

COST IMPLICATIONS

1. AMOUNT OF RECOMMENDATION: Engineer’s Estimate $950,000

2. COST OF PROJECT:

Project Delivery	$ 528,000	*
Construction	950,000
Contingency	95,000
TOTAL	$ 1,573,000

* $381,454 was expended/encumbered through 2000-2001, 2001-2002 and 2002-2003 for Project Delivery costs.

3. SOURCE OF FUNDING: 375-Subdivision Park Trust Fund

386-Council District 8 C&C Tax Fund

4. FISCAL IMPACT: This project is consistent with the general principals and economic recovery sections of the Council-approved Budget Strategy in that it will stimulate local economic growth and recovery. The projected operations and maintenance costs associated with this project (approximately $20,000 per year) represents building maintenance, utilities and non-personal operational needs. An initial level of programming is anticipated to be achieved utilizing existing staff and programs.

BUDGET REFERENCE

Fund #	Appn #	Appn. Name	RC#	Total Appn.	Amt. For Contract	Proposed Budget Page	Last Budget Action (Date)
386	6711	Evergreen Center Expansion	112693	430,000	430,000	Page 459
375	6711	Evergreen Community Center Expansion	112693	763,000	520,000	Page 561
		Total		1,193,000	950,000

CEQA

Exempt, PP02-05-103.

KATY ALLEN SARA L. HENSLEY

Director, Public Works Department Director, Parks, Recreation and Neighborhood Services Department