To: Board of Supervisors
From: Executive Office
Meeting Date: March 27, 2018
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Department Contact: |
Steve Dunnicliff |
Phone: |
463-4441 |
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Department Contact: |
Doug Anderson |
Phone: |
234-6054 |
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Item Type: Regular Agenda |
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Time Allocated for Item: 30 Mins |
Agenda Title:
title
Discussion and Possible Action Including Approval of Transmitting Letter Rejecting All Bids Received for the Administration Center Roof and HVAC Replacement Project - South Wing (Bid Number 81-18) and Direction to Staff to Rebid the Project in Two or More Phases
(Sponsor: Executive Office)
End
Recommended Action/Motion:
recommendation
Approve transmission of letter rejecting all bids for the Administration Center roof and HVAC replacement project- South wing (bid number 81-18); authorize Chair to sign same; and further, direct staff to rebid the project in two or more phases.
End
Previous Board/Board Committee Actions:
Previous approval of Agreement BOS 16-001 with subsequent amendments for design of the Administration Center roof replacement project (Interactive Resources). The approved 2017-2018 Capital Improvement budget included CI 780 Administration Center Roof Replacement Project Southeast. Additionally, an item was placed on the Board’s March 7, 2018, Consent Calendar to reject all bids; however, the item was removed from Consent at the request of a Board member in order to discuss available options, resulting in the Board directing that an item be placed on the March 13, 2018, agenda for discussion. The March 13 discussion was continued at the Department’s request until March 27.
Summary of Request:
The Budget and updated outside cost estimates for the Administration Center Roof and HVAC Replacement Project - South Wing projected bids between $2,500,000 and $3,000,000 for the project. On December 12, 2017 bids were received for BID 81-18 with results as follows:
Matrix HG, Inc. $4,332,138
Southwest Construction, Inc. $4,646,939
CWS Construction Group $6,000,000
Two letters of protest were submitted against the low bid. Staff review found the protest to be without merit; the protestors were informed of that determination on March 2, 2018. The recourse for the protestors is to appeal the Purchasing Agent’s determination in front of the Board. The protestors submitted an email reply to staff that they disagreed with the determination, but no appeal was made to the Board on March 13 when this item was originally rescheduled. Based on the bids received, there is a funding gap of approximately $1.5 million to complete the entire project. It is recommended that the project be put back out to bid for completion in two or more phases so the County is able to continue budgeting for completion of this priority project and replacing sections of the roof as funding allows. It is anticipated the first reduced phase would be put out to bid in fall 2018.
Alternative Action/Motion:
Provide direction to staff. Direction may include securing alternate funding to award the project, and awarding the project to Matrix HG, Inc. in the amount of $4,332,138. For the Board to proceed with this contract against the recommendation of staff, it may be necessary to hear an appeal on the bid protest and make a determination if the protesting parties attend and appeal in front of the BOS.
Supplemental Information Available Online at: N/A
Fiscal Impact:
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Source of Funding: 1710 Capital Improvement Fund |
Budgeted in Current F/Y: Yes |
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Current F/Y Cost: $10,000 (redesign for phases) |
Annual Recurring Cost: N/A |
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Supervisorial District: District 2 |
Vote Requirement: Majority |
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Agreement/Resolution/Ordinance Approved by County Counsel: N/A
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CEO Liaison: Steve Dunnicliff, Deputy CEO |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Karla Van Hagen |
Final Status:Approved with Direction |
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Date: March 28, 2018 |
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Note to Department: Board approved letter; however removed direction to re-bid in 2 or more phases. |
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