CITY COUNCIL STAFF REPORT
May 7, 2024 {{section.number}}i
AUTHORIZE THE CITY MANAGER TO REJECT ALL BIDS FOR THE LEAGUE OF WIVES
SCULPTURE INSTALLATION PROJECT AND NEGOTIATE A CONTRACT TO COMPLETE
THE PROJECT
RECOMMENDATION:
Authorize the City Manager to reject all bids for the League of Wives Sculpture Installation project and direct negotiate a contract to complete the project.
BACKGROUND:
In July of 2022, City Council authorized the City Manager to accept a bronze sculpture donation from the League of Wives Memorial Project Foundation (LWMP), to execute an agreement with LWMP, to determine an appropriate site, and to allocate funding not to exceed $75,000 for its installation cost. An additional $25,000 appropriation was approved at mid-year increasing the project budget to $100,000. The LWMP has agreed to pay for any costs exceeding $100,000.
ANALYSIS:
Two bids for the installation of the sculpture were received in response to the Request for Bids published in accordance with the California Municipal Code 8.07 and Public Contract Code 20160 full and open bidding procedures. On March 13, 2024, bids were publicly opened with the following results:
BIDDER BID RESULT
Leonida Builders, Inc. $159,200.00 Low Bid
Teillard Construction $164,544.80 Second Low
The project’s scope of work includes preparing a concrete foundation and base on a decorative brick pad encircled by a concrete trim with light fixtures to illuminate the sculpture.
Both bids received are deemed nonresponsive due to math errors and neither provided evidence of experience as required by the Notice of Inviting bids. In addition, all bids substantially exceeded the Engineer’s estimate of $87,147. Engaging in negotiations with a new contractor will enable staff to adhere more closely to the engineer’s cost estimate. Notices of non-responsiveness were mailed to both bidders on April 9, 2024.
It is recommended the City Council reject all bids because no responsive bids were received and authorize staff to direct negotiate with a qualified contractor.
FISCAL IMPACT:
PROJECT BUDGET
Cultural Arts Project Budget including Mid Year
Appropriation $100,000
DESIGN
Design Fees $53,567
Additional Expenses (Ad and Plaque) $699
Total Design Cost Estimate $54,266
CONSTRUCTION
Construction Contract Award $58,500
Contingency 15% $8,775
Total Construction Cost Estimate $67,275
TOTAL ESTIMATED PROJECT COST
Total Design Cost Estimate $54,266
Total Construction Cost Estimate $67,275
Total Estimated Project Cost $121,541
ADDITIONAL APPROPRIATION REQUIRED $21,541
The League of Wives Sculpture Installation project was included in the FY 2022-23 budget with a total budget of $100,000 in the Cultural Arts General Fund Account 15053000-80030. To date, a total of $180 for newspaper advertisement has been spent, $519 is allocated for a plaque, and $53,567 has been committed for the PSOMAS contract for design and construction documents, leaving a project budget balance of $45,734.
In July 2022, the LWMP agreed to cover costs exceeding $100,000. An agreement will be executed between the City and LMWP with terms of acceptance of the art and also memorializing the LMWP‘s responsibility regarding costs. In addition, the City has applied for a grant through Assemblymember Boerner’s office. If awarded (expected notification in mid-June), funds would be used to reimburse the City for project expenses.
ALTERNATIVE:
The City Council may elect to rebid the project or not move forward with the project.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Categorically Exempt per California Environmental Quality Act (CEQA) Guideline; Class 1, Existing Facilities.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
None.
Submitted By: Public Services and Engineering Department / Jackie Lu