Approval is requested for the award of a contract to Thompson Pacific Construction, Inc., of San Rafael for the construction of a new Senior Center at the Manet Drive side of the Sunnyvale Community Center complex for the Department of Public Works Project Administration Division (Project #PR-98/12-03).

The Senior Center Project consists of the construction of a 23,000 square foot facility which includes a multi-purpose room, kitchen, lobby/lounge area, health counseling rooms, multi-use activity rooms and administrative offices.

On June 28, 1998, Council directed staff to pursue the development of a new Senior Center on the Community Center grounds at an estimated cost of approximately $11 million.

Bid specifications were prepared by Public Works and Purchasing staff. Specifications were in keeping with staff's intent to design a facility that:

• Is constructed of quality materials and of which the City can be proud.
• Is inviting and draws people in.
• Represents a home more than an institution to users.
• Respects and integrates well into the existing Community Center complex.
• Maximizes programming flexibility--now and into the future.
• Works well as a public facility and for a diverse user group (e.g., older adults of various ages, men and women, etc.)

Bid specifications consisted of a base bid (the amount upon which contract award must be based) and the five additive alternates listed below:

• East Parking Lot modifications.
• North Parking Lot modifications.
• Emergency generator size increase.
• A photovoltaic (solar energy) system.
• Enhanced audio visual capabilities.

Bid specifications include the re-design of all Community Center parking lots, either as part of the base bid or as an additive alternate. While Council may elect to fund only the base bid which includes modification of the parking lot closest to the new Senior Center, staff believes that the modification of all Community Center parking lots will be critical to providing sufficient parking at the site once the new Senior Center is constructed.

On July 17, 2001, staff informed Council that, in light of an existing energy crisis, it would be studying the possibility of utilizing solar energy to power a portion of the utilities required to operate the new facility. On August 28, 2001, staff advised Council that it had completed its study and intended to include solar energy panels in its facility design. However, the solar energy system would be bid as an additive alternate which would allow Council to easily include or remove this portion of the project, depending on its cost and available funding. It should be noted that staff expects a payback period of approximately nine years from energy savings associated with the solar system. Additionally, a rebate of $206,000 is available from the California Energy Commission to help defray the cost of this system.

Base bid specifications include an emergency generator, which will provide sufficient power to operate the facility's lights and electrical outlets in the event of a power failure. An add alternate provided for Council's consideration, however, is a more powerful generator which would provide sufficient energy to maintain full programmatic service, including air conditioning. A question was raised at the Council Study Session on March 5, 2002 regarding the power specifications for the generators. Generating capacities for both systems are as follows:

Base bid---------------350Kw/438Kva 1200 Amperes

Add alternate---------600Kw/750Kva 2000 Amperes

Another questions was raised at the Council Study Session regarding the audiovisual equipment. Base bid specifications include some basic audio visual capability and a building-wide paging system. An additive alternate has been provided which, if selected by Council, will incorporate built-in and enhanced audiovisual capabilities for the new center.

This additive alternate is priced at $63,000 and provides for the purchase and installation of audiovisual equipment in nine (9) rooms. This equipment is used for lecture and presentation programs, instructional use and entertainment activities. The specified commercial grade equipment varies for each room, depending on the anticipated needs, but includes; electronically operated screens; video equipment (monitors, VCRs, CD/DVD systems, etc); amplifiers; control units and panels; enhanced paging capabilities; in-wall wiring and cabling; and equipment mounting racks. The in-room installation allows seniors excellent access to commercial quality audiovisual equipment with minimal physical exertion required for set up, take down and operation. Care and maintenance of the equipment is also improved by in-room installation.

It was suggested that one possible way to reduce costs would be to only outfit a few of the rooms with installed audiovisual equipment and move the equipment from room to room.

While it is possible to reduce the number of rooms with installed audiovisual equipment; the costs savings may not be of sufficient measure to make such an option a practical solution. Staff considers the bid alternate price of $63,000 to be a good value, both for the quality of equipment and the integrated installation (installation during construction with other electrical and mechanical components). Additionally, the $63,000 cost was the lowest price submitted from any of the contract bidders.

Bid specifications did not include public art in either the base bid or as an additive alternate nor has Council completed its continuing study issue related to public art. However, Council will recall that a portion of that study is intended to answer whether the City should incorporate public art into its high profile public construction projects in a manner similar to its art in private development program. Under the circumstances, Council may wish to include public art in this project.

The Notice Inviting Bids was published in The Sun on December 5, 2001; and the bid package was distributed to Bay Area Builders Exchanges, posted on the City's Internet site and broadcast to potential contractors through the DemandStar by Onvia public procurement network. Twenty-two contractors requested bid documents.

Staff recommends award of contract to Thompson Pacific Construction, Inc., the lowest responsive and responsible bidder.

Project 822700 – Fair Oaks Ave Railroad Overpass

FY2001/2002

$40,000*

($40,000)

$0

Award of contract was discussed and alternative funding strategies were presented by staff on March 5, 2002, at a Joint Study Session between Council and the Parks and Recreation Commission.

Prepared by:
Elaine Wesely
Purchasing Officer

Reviewed by:
Marvin Rose
Director, Public Works