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File Number: 25-170 As is standard in the construction industry, staff balanced site investigation costs with the risk of finding unforeseen conditions during construction, as well as the design costs versus the level of detail of the plans. In addition, utility service applications are currently on-hold pending certainty of the award of the construction contract and the costs associated with potential mitigations due to the Shoreline Development EIR related to monarch butterflies are unknown. As a result, unforeseen and unanticipated conditions may be encountered during construction and plan details may need to be adjusted or clarified. To minimize delay to the project and ensure that the scope of work is adjusted as needed to provide the highest quality project, staff requests that the City Council authorize the City Manager or her designee to negotiate and approve individual change orders up to 5% ($349 ,700) of the original contract amount. In addition, staff requests authority to negotiate and approve cumulative change orders up to 15% ($1,049 ,100) of the original contract amount. This contract allowance will facilitate efficient completion of the project on budget and on schedule. Although the project base bid was below the Engineer’s estimate, additional funds are requested to construct the project and provide a suitable contingency. The 15% contingency and the addition of additive alternates results in a shortfall of $63 0,000. Staff recommends additional appropriation of this amount to fully fund the project. Current Agency Policies ·Maintain and enhance San Leandro's infrastructure ·Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride ·Maintain and support a strong positive relationship between the City, schools, and the educational community Previous Actions ·On June 9, 2025, the City Council Discussed the Draft Capital Improvement Program 10 Year Plan FY 2026 through FY 2035; at which time staff proposed to ‘reject all bids’ on the Mulford Marina Branch Library construction contract. City Council directed staff to proceed with the project and bring back a resolution for approval at the June 16, 2025 City Council meeting to: ‘Award a construction contract to Giant Construction, Inc. in the amount of $6,994,000 (for the Base Bid with additive alternate bid items A2 and A4), and appropriate an additional $630,000 to the project from General Fund Reserves .’ ·On July 17,2023, the City Council by Resolution No. 2023-100 Approved Amendment No. 3 to an Existing Consulting Services Agreement with Noll & Tam Architects for Design Services for the Mulford-Marina Branch Library, Project 2018.2400; to Increase the Amount of Compensation from $366,047 to $848,884; and to Extend the Term of the Contract to December 31, 2026 ·On December 5, 2022, the City Council by Resolution No. 2022-208 authorized a grant application, acceptance and execution of the grant and appropriation of funding in the amount of $4,079,701 to account #150-68-100 for the subject property. ·On February 19, 2019, the City Council by Resolution No. 2019-045 approved a consulting services agreement with Noll & Tam for the subject project; and authorized the City Manager to execute individual amendments up to 5% and cumulative amendments up Page 3 City of San Leandro Printed on 9/4/2025