AgdaPkt 2020-12-07 Amended Joint SA PFA

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S.C. - Page 2 of 21 agreement for services in an amount not to exceed $55,300. Phase one consisted of the renovation of the lobby area in City Hall and the construction and installation of a new information desk kiosk. To continue enhancing the facility's overall security and improving health and safety measures necessitated by COVID- 19, construction, and installation of new service counters throughout the first floor's remainder were planned as part of phase two. On May 4, 2020, the City Council adopted Ordinance 2481, amending Article VII of Chapter 2 of the City Municipal Code relating to City purchasing. The Ordinance, which took effect on June 3, 2020, authorized the City Manager to execute agreements for services not exceeding $100,000 following the solicitation of informal bids and without the need for approval by the City Council. Staff did not solicit informal bids for the completion of phase two. To maintain continuity of the aesthetics and quality established in phase one of the FSEP, staff requested and received City Manager authorization to execute an agreement for services (Agreement) with B -K Mill in an amount not to exceed $85,615 for the completion of phase two. The Agreement was executed on August 26, 2020. After work on phase two had begun, staff identified changes required to the original scope of the Agreement that would result in additional costs, thus calling for an amendment to authorize these change orders. The projected costs associated with the required change orders will cause total compensation under the agreement to exceed $100,000, requiring the City Council to approve and authorize the City Manager to execute the proposed amendment. Furthermore, staff is requesting additional funding as a contingency to facilitate any change orders that may arise as the project nears completion. ANALYSIS At the time the original agreement for phase two was entered into, BK -Mill was the only bidder that responded to the City's bid solicitation for phase one, and continuing to use B -K Mill was considered to be in the City's best interest as it would ensure that the aesthetics, compatibility, and quality of craft would be consistent throughout the entire first -floor renovation. Section 2.67.4(C) of the recently adopted Ordinance relating to purchasing authorizes the City to award a contract without a competitive bidding process when Council determines that, due to the nature of the services, a competitive bidding process is not likely to serve the best interests of the City or to result in the lowest price. The motion shall be approved only on the affirmative votes of at least five members of the City Council. Staff recommends ratification of the original Agreement and a determination that competitive bidding was not likely to serve the best interests of the City due to the compatibility of B -K Mill's designs with existing equipment already installed in phase one. Furthermore, staff recommends approval and authorization for the City Manager to execute an amendment to the Agreement in the amount of $60,000, with total compensation under the agreement not to exceed $145,615. Page 2 of 4 City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 87