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HomeMy WebLinkAbout1998-12-14 City Council (32)TO: FROM: DATE: SUBJECT: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL CITY MANAGER DECEMBER 14, 1998 DEPARTMENT: PUBLIC WORKS CMR:466:98 AWARD OF CONTRACT TO JIM DUFFY CONSTRUCTION FOR THE CONSTRUCTION OF THE ENVIRONMENTAL COMPLIANCE LABORATORY AND OFFICES AT THE WATER QUALITY CONTROL PLANT RECOMMENDATION Staff recommends that Council: Approve and authorize the Mayor to execute the attached contract with Jim Duffy Construction in the amount of $538,698 for the construction of the Environmental Compliance Division laboratory and office space at the Water Quality Control Plant (RWQCP). Authorize the City Manager or her designee to negotiate and execute one or more change orders to the contract with Jim Duffy Construction for additional but unforeseen work which may develop during the project, the total value of which shall not exceed $53,870. DISCUSSION Project Description The project involves relocation of the Environmental Compliance Division laboratory and modification of related office space at the RWQCP. An additional 1520 square feet will be added to the back side of the existing Administration Building in an adjacent abandoned structure. The new space will house the laboratory and new office space. Approximately 4620 square feet of existing Administration Building interior space will be improved. Improvements will include the addition of a conference room, fire suppression system, upgraded and wheel chair accessible bathrooms and entryways, and a basement storage room. Construction will require nine months to complete. Bid Process The project was first issued for bid to five contractors on September 28, 1998. The bidding period was 29 days, and bids were received from three contractors on October 27, 1998. Because of a wide bid spread ($933,000 to $553,272) and irregularities in the bids, Council CMR:466:98 Page 1 of 2 rejected all bids on November 23, 1998 (CMR:439:98). Staff added clarifications to the bid document and the project was issued for rebid. On November 24, 1998, the notice for rebid was issued to four contractors. The rebid period was 14 days. Bids were received from three contractors on December 8, 1998, as listed on the attached bid summary (Attachment A). The bids ranged from a high of $662,110 to a low bid of $538,698. Staff has reviewed all bids submitted and recommends that the bid of $538,698 submitted by Jim Dully Construction be accepted, and that Jim Duffy Construction be declared the lowest responsible bidder. The bid is ten percent below the Engineer’s estimate of $600,000. A change order amount of $53,870 which equals ten percent of the total contract, is requested. Staff checked references supplied by the contractor for previous work performed and found no significant complaints. Staff also checked with the Contractors State License Board and found that the contractor has an active license on file. RESOURCE IMPACT Funds for the project have been appropriated in the FY 1998-99 projects, Industrial Waste Lab Relocation (CIP #9454) and Laboratory Facilities and Equipment (CIP #8865). POLICY IMPLICATIONS Recommendations of this staff report are consistent with City policies. ENVIRONMENTAL REVIEW This project is categorically exempt from CEQA. ATTACHMENTS Attachment A: Bid Summary Attachment B: CMR:439:98 PREPARED BY: Phil Bobel, ~,anager Fcpvironrn~e~atal Compliance Division DEPARTMENT HEAD: /z~~ //~. ~ff~/~ GLENN S. ROBERTS " Director of Public Works CITY MANAGER APPROVAL: EMILY HARRI~ Assistant City Manager CMR:466:98 Page 2 of 2 ATTACHMENT A ATTACHMENT B TO: FROM: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: PUBLIC WORKS 6 DATE:NOVEMBER 23, 1998 CMR:439:98 SUBJECT:REJECTION OF BIDS FOR THE CONSTRUCTION OF THE ENVIRONMENTAL COMPLIANCE LABORATORY AND OFFICES AT THE WATER QUALITY CONTROL PLANT RECOMMENDATION Staff recommends that Council reject all bids for the construction of the Environmental Compliance Division laboratory and office space at the Water Quality Control Plant (RWQCP). DISCUSSION Project Description The project involves relocation of the Environmental Compliance Division laboratory and modification of related office space at the RWQCP. An additional 1520 square feet will be added to the back side of the existing Administration Building in an adjacent abandoned structure. The new space will house the laboratory and new office space. Approximately 4620 square feet of existing Administration Building interior space will be improved. Improvements will include the addition of a conference room, fire suppression system, upgraded and wheel chair-accessible bathrooms and entryways, and a basement storage room. Construction will require nine months to complete. Bid Process A notice inviting formal bids for the construction of the laboratory and office space was sent on September 28, 1998 to five contractors. The bidding period was 29 days. A mandatory pre-bid meeting was held on October 8, 1998; four bidders attended the meeting. One bidder did not attend the pre-bid meeting because their predicted worker availability was very low. Bids were received from three contractors on October 27, 1998, as listed on the attached bid summary (Attachment A). Bids ranged from a high of $933,000 to a low bid of $553,272. Staffhas reviewed all bids submitted and recommends that Council reject all bids. Staff’s recommendation is based on two reasons. First, the two lowest bidders contain some minor irregularities in the listing of subcontractors. Secondarily, the day before the bid opening, some discrepancies in the bid documents were identified. Staff believes that there was CMR:439:98 Page 1 of 2 insufficient time to provide clarifications so that the bidders could prepare a good bid, which may have led to the wide bid spread ........................... Staffrecommends that Council reject all bids. Staffwill make certain that the discrepancies are addressed and the bidders are given sufficient timeto prepare accurate bids. RESOURCE IMPACT Funds for the project have been appropriated in the FY 1998-99 CIP project #9454 and FY 1998-99 CIP project #8865. POLICY IMPLICATIONS Recommendations of this staff report are consistent with City policies. ENVIRONMENTAL REVIEW This project is categorically exempt from California Environmental Quality Act. ATTACHMENT Environmental Compliance Laboratory - Bid Summary PREPARED BY: Phil Bobel, Manager, Environmental Compliance Division DEPARTMENT HEAD:. GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: EIMILY H--ARRI SON ~ Assistant City Manager CMR:439:98 Page 2 of 2