CC 2016-08-09_12a Reject All Bids_Council Chambers Project
MEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION TO REJECT ALL BIDS FOR CONSTRUCTION OF
THE CITY COUNCIL CHAMBERS ACCESSIBILITY IMPROVEMENT
AND AUDIO, VIDEO AND SOUND SYSTEM PROJECT, PW 2015-14
DATE: AUGUST 9, 2016
RECOMMENDATION:
It is recommended the City Council:
1. Receive a presentation by Ravatt Albrecht & Associates, Inc. and Jensen Audio
Visual presenting the overall project;
2. Reject all bids and direct staff to solicit new bids after modifications are made to the
design.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2015/16 Capital Improvement Program Budget includes $410,000 for the
subject project which includes $160,000 of Public Access Television (PEG) funds.
The total cost of the project, if the current project were to be awarded, would as follows:
Construction (Base Bid = $396,544, Add No. = $16,759) $ 413,303
Construction Contingencies (20% ADA, 10% AV) 66,682
Const Mgt/Inspection/Advertise/Reproduction 57,865
Startup/Training of AV Equipment 3,450
Design (already awarded under a separate agreement) 45,571
Total $586,871
BACKGROUND:
The City Council Chambers originally served as a Fire Station for the City. Currently, the
ground floor of the building houses the City Council Chambers, a conference room, a
shared bathroom facility, and a small kitchen. The configuration of the facility is less
than optimal and there is a need to provide accessible facilities for those who are
physically, hearing and/or visually impaired.
Item 12.a. - Page 1
CITY COUNCIL
CONSIDERATION TO REJECT ALL BIDS FOR CONSTRUCTION OF THE CITY
COUNCIL CHAMBERS ACCESSIBILITY IMPROVEMENT AND AUDIO, VIDEO AND
SOUND SYSTEM PROJECT, PW 2015-14
AUGUST 9, 2016
PAGE 2
To address this, monies were included in the City’s capital improvement program
budget for a project with the primary intent to reconfigure the current ground floor layout
to provide accessible restroom facilities, and to purchase and install new audio-visual
equipment and a broadcast system that meets accessibility needs. Without a detailed
design, an estimated amount was budgeted based on historical square footage prices
and the amount of PEG funds available.
Following a competitive RFP process, architectural and audio-visual design firms were
procured and the design process was initiated. Input during the design process was
provided by various stakeholders including Council members, the City Manager, and
staff from the Legislative & Information Services, Building, Public Works, Community
Development and Police departments.
The design goals generally consisted of providing separate accessible men’s and
women’s restroom facilities, a closed session room, accessible access to the dais,
upgraded broadcasting, sound systems and video displays inside the Council
Chambers, and an upgraded operator workstation. In addition, cabling for future security
cameras and outside speakers, and relocation of artifacts to new locations within the
Council Chamber or other City locations that may be more appropriate were included.
Upon completion of the design plans, a final opinion of probable costs was provided.
Staff evaluated the costs and determined that with the amount budgeted for the project,
to reduce costs some items could be accomplished utilizing in-house staff and some
items could be included as bid additive items. The remaining items, which do reduce the
ability of the project to address the needs of the project, were identified as the base bid
and advertised to potential contractors. A non-mandatory pre-bid meeting was held to
ensure all prospective bidders were informed of the objectives of the project and to
highlight key components of the audio-visual improvements.
ANALYSIS OF ISSUES:
On July 26, 2016, one bid was received for the project with a base bid amount of
$396,544, and bid additives totaling $82,026. Staff has reviewed the bid documentation
and has determined that the bidder is responsible and that the bid is responsive. An
award, if made, would be based on the Base Bid proposal. However, it is recommended
that additive no. 1 be included due to the challenges of reinstalling existing carpet over
the assisted hearing loop system in the Council Chambers. This results in a budget
shortfall of $176,871.
It is recommended that the project be reevaluated with an architect to see if there are
any further areas that can be trimmed, investigate alternative design options, and to
rebid the project at a later date in an effort to receive a lower bid.
Item 12.a. - Page 2
CITY COUNCIL
CONSIDERATION TO REJECT ALL BIDS FOR CONSTRUCTION OF THE CITY
COUNCIL CHAMBERS ACCESSIBILITY IMPROVEMENT AND AUDIO, VIDEO AND
SOUND SYSTEM PROJECT, PW 2015-14
AUGUST 9, 2016
PAGE 3
However, should the Council award the bid, staff would work with the contractor to
attempt to identify and agree on additional potential areas for saving. The work would
begin in September and be completed in December. During this time, meetings
scheduled to be held in the Council Chambers will be relocated to other facilities as
shown in Attachment 2.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation to reject all bids, investigate alternative design
options, and direct staff to solicit new bids;
2. Reject all bids and direct staff to solicit new bids with the current design plans;
3. Award a construction contract consisting of the Base Bid and Additive No. 1 to
Quincon, Inc. and appropriate $176,871 from General Fund reserves; or
4. Provide direction to staff.
ADVANTAGES:
Rejecting the bid and allowing design modifications to the project may reduce
construction costs without significant impacts to the project objectives.
DISADVANTAGES:
Rejecting the bid will delay the project and result in higher design costs.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Section 15301(a).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted at City Hall on Thursday, August 4, 2016. The agenda and
staff report were posted on the City’s website on Friday, August 5, 2016. No public
comments were received as of the time of preparation of this report.
Attachment:
1. Bid Opening Log Sheet
2. Relocation of Council Chamber Meetings
Item 12.a. - Page 3
Attachhment Noo. 1
Item 12.a. - Page 4
ATTACHMENT 2
RELOCATED COUNCIL/COMMISSION/BOARD MEETINGS
CITY COUNCIL
September 13: Meeting at the South County Regional Center
September 27: Meeting at the South County Regional Center
October 11: Meeting at the South County Regional Center
October 25: Meeting at the Woman’s Club
November 8: Meeting Cancelled (No facilities available on election night)
November 22: Meeting at the South County Regional Center
December 13: Meeting at the Woman’s Club
December 27: Meeting Cancelled (Historically due to holidays)
PLANNING COMMISSION:
September 6: Meeting at the South County Regional Center
September 20: Meeting at the Woman’s Club
October 4: Meeting at the Woman’s Club
October 18: Meeting at the Woman’s Club
November 1: Meeting at the Woman’s Club
November 15: Meeting at the Woman’s Club
December 6: Meeting at the Woman’s Club
December 20: Meeting at the Woman’s Club
TRAFFIC COMMISSION:
September 19: Meeting at the Woman’s Club
October 17: Meeting at the South County Regional Center
November 21: Meeting at the South County Regional Center
December 19: Meeting at the South County Regional Center
PARKS & RECREATION COMMISSION:
September 14: Meeting at the Elm Street Community Center
October 12: Meeting at the Elm Street Community Center
November 9: Meeting at the Elm Street Community Center
December 14: Meeting at the Elm Street Community Center
Item 12.a. - Page 5
SOUTH SLO COUNTY SANITATION DISTRICT:
September 7: Meeting at Oceano Community Services District Boardroom
September 21: Meeting at Oceano Community Services District Boardroom
October 5: Meeting at Oceano Community Services District Boardroom
October 19: Meeting at Oceano Community Services District Boardroom
November 2: Meeting at Oceano Community Services District Boardroom
November 16: Meeting at Oceano Community Services District Boardroom
December 7: Meeting at Oceano Community Services District Boardroom
December 21: Meeting at Oceano Community Services District Boardroom
SOUTH COUNTY AREA TRANSIT:
October 19: Meeting at the Pismo Beach City Council Chambers
Item 12.a. - Page 6