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THE CITY OF - -- -~- CITY COUNCIL AGENDA REPORT ~L£~1S~4NTONo July 15, 2008 Administrative Services Department TITLE: APPROVE PLANS AND SPECIFICATIONS, REVIEW BIDS AND AWARD CONSTRUCTION CONTRACT TO W. A. THOMAS COMPANY, INC. IN THE AMOUNT OF $8,400,318 FOR THE PLEASANTON FIREHOUSE ARTS CENTER, CIP NO. 038011; APPROVE PROFESSIONAL SERVICES AGREEMENT WITH KLEINFELDER INC. IN THE AMOUNT OF $175,949 AND APPROPRIATE $4,829,153 FROM THE CAPITAL IMPROVEMENT PROGRAM RESERVE TO CIP NO. 038011 SUMMARY The City Council has established a priority to convert the existing vacant fire station located at 4444 Railroad Avenue to an arts center. The construction bid documents for the Firehouse Arts Center were issued by the City on April 4, 2008. In addition to the base bid, an option to install solar panels was included as additional work. On May 15, 2008, the City received five (5) bids for the project, ranging from $8,055,318 to $9,951,398. The low bid was received from W. A. Thomas Company, Inc. Based upon reference checks and work previously performed for the City, staff has determined that W.A. Thomas Company Inc. is the lowest qualified bidder. Staff also recommends that the option of installing solar panels at an additional cost of $345,000 be approved for a total amount of $8,400,318. In addition, a professional services agreement in the amount of $175,949 with Kleinfelder Inc. is required to provide geotechnical and special inspection consultant services. RECOMMENDATION 1. Approve plans and specifications for the Firehouse Arts Center. 2. Award the construction contract for the project, including the installation of solar panels, to W. A. Thomas Company Inc., for the low bid of $8,400,318 and authorize the City Manager to execute the contract. 3. Approve the professional services agreement with Kleinfelder Inc. for geotechnical and special inspection consultant services for the amount of $175,949 and authorize the City Manager to execute the contract. 4. Appropriate $4,829,153 from the Capital Improvement Program Reserve to CIP No. 038011 FINANCIAL STATEMENT The total project budget is approximately $12.8 million dollars. To date, $7,990,000 has been allocated towards the project; therefore an appropriation in the amount of $4,829,153 is required from the Capital Improvement Program Reserve (CIPR) at this time. There are sufficient funds in the City's capital reserve fund for this project. The City's fund-raising partner, the Pleasanton Cultural Arts Foundation, has committed $2 million towards the construction of the Firehouse Arts Center, which will be used to offset City expenditures.