Regular Meeting
12/16/24 06:00 PM
Engineering
Fidel Martinez
Grant
Doc ID: 5837
AGENDA ITEM
AGENDA MATTER:
REJECTION OF BID- HVAC SYSTEM AT THE CORA HARPER COMMUNITY CENTER EXECUTIVE SUMMARY:
The City of Barstow has allocated $530,153 in Community Development Block Grant (CDBG) funds for the replacement of the HVAC system at the Cora Harper Fitness Center. Following the bidding process, city staff received a single bid totaling $1,765,000, which exceeds the CDBG funding amount and was also incomplete. Staff is seeking Council approval to reject this bid and to reissue the request for proposals.
DISCUSSION:
The City of Barstow has designated a total of $530,153.00 from CBDG and CBDG-CV funding for the Cora Harper HVAC Improvement Project. This facility needs significant upgrades to its current ventilation system to enhance air quality and safety for its users. Investing in this improvement will improve the longterm functionality and efficiency of the facility.
The project was put out for bids on November 5, 2024, and a pre-bid meeting/job walk took place on November 13, 2024. During this meeting/job walk three (3) companies attended, and they are listed below.
1. Arrowhead Mechanical, Inc.
2. Allison Mechanical, Inc.
3. Ely Company, Inc.
The bidding process concluded on December 4th, 2024, at 2:00 PM, with one bid received and officially opened in the City Hall Council Chambers. The sole bid, submitted by Ely Contracting Inc., amounted to $1,765,000.00. However, the lack of a bid bond makes the submission incomplete.
Attached for the Council's review are the submitted bid documents, along with the denial letter sent to Ely Company Inc., dated December 11, 2024
FISCAL IMPACT:
No fiscal impact as the project is fully reimburseable through CDBG funding.
Regular Meeting
12/16/24 06:00 PM
Engineering
Fidel Martinez
Grant
Doc ID: 5837
AGENDA ITEM
RECOMMENDED ACTION:
Staff recommends that the City Council take the following actions:
1. Formally reject the bid submitted by Ely Company Inc.
2. Authorize City Staff to re-bid the project.
3. Authorize the City Manager to execute all necessary documentation to facilitate this process.