TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Daniel Basore, Engineering Supervisor
SUBJECT: Construction Contract Award and Budget Amendment for the “American Canyon Library Remodel, Furniture”, PW 25-09B
RECOMMENDATION
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Reject the low bid from Insidesource as non-responsive; award Construction Contract to Integrity Construction Maintenance Inc. of Sebastopol, CA in the amount of $178,480 for the “American Canyon Library Remodel, Furniture” PW 25-09B, for furniture and installation services and approve a Budget Amendment. (Fiscal Impact $220,000 Expense; Library Fund; Not Budgeted; Discretionary).
[4/5 vote required]
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BACKGROUND
The American Canyon Library opened on August 14, 2012, in the remodeled Crawford Building, a location used previously as the American Canyon City Hall. The American Canyon Library is owned by the City of American Canyon and leased by Napa County. The lease agreement obligated Napa County to maintain the interior of the building (walls, windows, doors, flooring), along with the entrance doors, plumbing and light fixtures. The City of American Canyon is responsible to maintain the exterior of the building and surrounding property.
No improvements have been made to the building since it opened in 2012 and interior maintenance is needed. The American Canyon Library Remodel will update the facility’s interior furnishings, flooring, paint, bathroom, doors, and exterior, signage. The library has a separate Capital Improvement Program (CIP) Division where funds are held to be utilized when capital improvements are needed to maintain the facilities.
For bidding purposes, the project was split into two separate contracts, the “American Canyon Library Remodel” PW 25-09A and the “American Canyon Library Remodel, Furniture” PW 25-09B to allow contractors to bid their scopes of interest. The bid opening for PW 25-09A was moved to July 10th to investigate potential moisture issues under flooring.
On May 20, 2025, the Board of Supervisors (BOS) approved the plans and specifications and authorized to advertise for sealed bids and opening of the bids pursuant to Section 20150.8 of the Public Contract Code. On June 12, 2025, bids were received and opened for PW 25-09B. The bid results are attached for reference.
The apparent low bidder was Insidesource of Sacramento, CA however their bid was found non-responsive due to failure to acknowledge a material addendum. This is because the bid does not reflect the current and complete requirements of the solicitation. A bid that does not conform to all material terms and conditions of the solicitation must be rejected.
Therefore staff recommends awarding the “American Canyon Library Remodel, Furniture” PW 25-09B Contract to the lowest responsive bidder, Integrity Construction Maintenance Inc., of Sebastopol, CA, for their base bid of $178,480. The total project cost for the furniture scope, including installation, construction and project management, and construction contingency, is $220,000. The project will be funded by the Library Fund. The lead time on the furniture is 17-19 weeks, construction is planned for December 2025, the library will be closed during construction.
Integrity Construction Maintenance Inc. is not a local vendor however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible and responsive bidder regardless of whether the low bidder is local or not. Staff reached out to the local construction contractor community by advertising the request for bids in the Napa Valley Register and the Solano-Napa Builder’s Exchange, and by posting on the County website. Staff also sent “Notices to Contractors” to the local construction community
Requested Actions:
1. Reject the low bid from Insidesource as non-responsive.
2. Award of the Construction contract for the “American Canyon Library Remodel, Furniture” PW 25-09B to Integrity Construction Maintenance Inc., of Sebastopol, California, for their low base bid of $178,480 and authorization for the Chair to sign the construction contract; and
3. Approve a Budget Amendment to increase Construction Services appropriations by $220,000 (Fund 2020, Sub-Division 2020502, Project 25017, Account 52360) offset by use of Fund Balance.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Library Fund |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
To provide the library an updated bright and fresh interior with durable finishes. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Future fiscal impacts will include routine maintenance. |
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Consequences if not approved: |
The interior of the American Canyon Library will not be updated. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act as 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]