Staff Report
City Council
Item No. {{section.number}}.I
Meeting Date: September 11, 2024
From: John A. Corella - Director of Public Works
Title: Reject Bids for the Construction of the Public Works Yard Fence Replacement Project
RECOMMENDATION:
To reject all bids received for the construction of the Public Works Yard Fence Replacement project; and direct staff to make the necessary revisions to the project specifications and to readvertise for construction bids.
BACKGROUND:
The perimeter fencing at the city’s Public Works Maintenance Yard (PW) needs replacement.
The current perimeter chain link was installed over 30 years ago. The cost to maintain the gates and fence have increased significantly over the years. The chain link fencing is easy to cut through and staff often finds large areas of the fence damaged and cut open allowing access to the public works yard after hours. Thus, the Public Works Yard Fence Replacement project was included in the FY 2023/24 biennial budget.
The scope of the project consists of the removal, disposal, and salvaging of the existing chain link perimeter fence at the PW yard and installation of new perimeter anti-climb anti-cut fencing, including furnishing all supervision, labor, materials, equipment and tools, utility work, traffic control, and public services coordination required for the completion of the project.
DISCUSSION:
On May 2, 2024, the City advertised an invitation to bid, requesting qualified contractors to perform the described scope of work found in Bid No. B24-65E, which includes the plans and specifications for this project. This solicitation was made available to contractors for nineteen (19) calendar days and advertised in the following locations:
•Desert Sun – Published on May 2, 2024
•PlanIt Print Works – From May 2, 2024 until May 21, 2024 •City Website – From May 2, 2024 until May 21, 2024
On May 21, 2024, a bid opening was held at City Hall, but no construction bids were received.
On June 4, 2024, the City readvertised an invitation to bid for sixteen (16) days in the following locations:
•Desert Sun – Published on June 4, 2024
•PlanIt Print Works – From June 4, 2024 until June 20, 2024 •City Website – From June 4, 2024 until June 20, 2024
On June 20, 2024, the City received three (3) bid proposals for this project. Immediately following the bid opening, the lowest apparent bidder, EcoMaster, requested to withdraw their bid due to a misunderstanding of the bid submission process and requirements. Thus EcoMaster’s bid was withdrawn. The following table lists each bidder by total cost:
RANK CONTRACTOR AMOUNT
1 AB Fence Company, Inc. (Beaumont, CA) $351,500.00
2 Country Estate Fence (Corona, CA) $366,215.55
3 EcoMaster (Rancho Mirage, CA)* $224,830.00
*Withdrew bid on June 20, 2024
During the review of the bids received, the Planning Department requested to change the height and the design of the fence to meet the standards of the City’s Municipal Code. The differences between the fence design in the original bid and the changes requested by the Planning Department are attached to this report.
The changes requested represent a substantial change in the height and design of the fencing. Thus, staff determined the bids need to be rejected and rebid with the revised specified modifications per the specifications and the city’s purchasing ordinance. Staff recommends all the bids be rejected by the City Council, the plans and specifications be revised, and the project be readvertised to receive bids.
City staff recommends the City Council reject all bids received for the construction of the Public Works Yard Fence Replacement project; and direct staff to make the necessary revisions to the project specifications, and to readvertise for construction bids.
FISCAL IMPACT:
This recommended action will not have a fiscal impact.
When this item comes back after the project has been readvertised, city staff will propose to fund the project from the Environmental Fund and General Fund. An estimated budget is shown in the table below:
FISCAL YEAR DESCRIPTION GENERAL LEDGER
ACCOUNT CODES
PROJECT
CODE AMOUNT
ONE TIME
or
ONGOING
2024-2025 Environmental
Fund
246-900-910-911-
8300-8301 M08819 $200,000 ONE TIME
2024-2025 General Fund 100-400-480-481-
8300-8301 M08819 $200,000 ONE TIME
Totals $400,000
FIVE-YEAR STRATEGIC PLAN:
Goal B: Community Investment
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
1- Fence Pictures