AGENDA REPORT
Meeting Date: July 19, 2022
Item Number:
To: Honorable Mayor & City Council
From: Daren Grilley, Assistant Director of Public Works/City Engineer Samer Elayyan, Engineering Services Manager
Subject: REJECTION OF ALL BIDS RECEIVED FOR THE OUTDOOR
WARNING SIREN SYSTEM PROJECT AND AUTHORIZE
STAFF TO REBID THE PROJECT
Attachments: None
RECOMMENDATION
Staff recommends City Council reject all bids received for the Outdoor Warning Siren System Project and direct staff to rebid the project.
INTRODUCTION
The Outdoor Warning Siren System Project will install twelve (12) outdoor warning sirens to add an additional layer of notification redundancy in the event of natural and manmade disasters, mainly for those who are outside when something dangerous is approaching.
Through this project, sirens will be placed strategically around the City to ensure maximum coverage of audible alert if the sirens are activated.
DISCUSSION
The plans and specifications for the project were prepared by the consulting firm, Mission Critical Partners (MCP), and on May 16, 2022, a Notice to Bidders (NTB) was published on the City’s web portal on Planet Bids (planetbids.com). In addition, the NTB was published in the Beverly Hills Weekly and the Beverly Hills Courier. A mandatory pre-bid meeting was also conducted on May 23, 2022. On June 23, 2022, five (5) bids were received ranging from $1,023,917.86 to $1,938,499.00. The Engineer’s estimate prepared by MCP was $1.2M.
During the bid analysis, it was discovered that all bidders, including the low bidder, did not correctly follow the bid instructions and made one or more errors (e.g., failed to use the proper bid form, did not possess the proper business or contractor licenses, did not submit &15
Meeting Date: July 19, 2022
required documents, etc.). Therefore, staff has determined that all five bids are nonresponsive.
Next Steps
If so authorized by City Council, staff will rebid the project as soon as possible. The instructions to bidders will be revised to emphasize the requirements and reduce the likelihood of non-responsive bids. It is anticipated that staff would return to City Council in September with a recommendation to award the contract. Once the contract is awarded, the construction phase will start and will take approximately nine months to finish with an anticipated completion in early summer 2023.
FISCAL IMPACT
There is no fiscal impact to the City in the rejection of these bids.
Shana Epstein,
Director of Public Works
Approved By