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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Award a Construction Contract to Trope Group, Inc. of Santa Rosa CA in the amount of $173,054 for the “American Canyon Library Remodel, Furniture” PW 25-09B, 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 31, 2025 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. On June 17, 2025, the County received and accepted a timely bid protest of its notice of intent to award to the apparent low bidder on the grounds that that low bidder lacked the licensure required by California Contractors State License Board rules. County staff investigated the protest and, in consultation with the County Counsel’s Office, determined that the licensing requirements needed to be clarified. County staff recommended the Board reject all bids, clarify the license requirements and readvertise the work to receive new bids. The Board approved the recommendation, the protest was deemed moot, the protest fee was returned, and the project was readvertised on June 25, 2025 with the license requirements clarified. Re-advertised bids were opened on July 10, 2025, bid results are attached for reference.
Staff recommends awarding the “American Canyon Library Remodel, Furniture” PW 25-09B Contract to the lowest responsive bidder, Trope Group, Inc., of Santa Rosa, CA, for their base bid of $173,054. The total project cost for the furniture scope, including construction, construction/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/January 2026, the library will be closed during construction.
Trope Group 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. Award of the Construction contract for the “American Canyon Library Remodel, Furniture” PW 25-09B to Trope Group, Inc., of Santa Rosa, California, for their low base bid of $173,054 and authorization for the Chair to sign the construction contract; and
2. 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 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 with updated furniture. |
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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 furniture 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.]