Business Agenda Item 5e
STAFF REPORT
City Council Business Agenda Item
DATE: June 6, 2022
TO: Honorable Mayor and Council Members
FROM: Brendan Byrd, Director of Public Works/City Engineer THROUGH: Merritt Perry, City Manager
SUBJECT: Authorization to Award a Construction Contract for the Kenmar and Drake Hill Water Booster Station Generators Project (CIP 9102) to Robert Colburn Electric and establish a maximum contract amount of $376,600 STAFF RECOMMENDATION:
Authorize the City Manager to award the Kenmar and Drake Hill Water Booster Station Generators Project (CIP 9102) to Robert Colburn Electric and establish a maximum contract amount of $376,600.
EXECUTIVE SUMMARY:
The Kenmar and Drake Hill Water Booster Station Generators Project bid package was released and publically advertised on April 26, 2022. The bid period ended on May 19, 2022, at which time the City received three responsive bids. The bid totals including base and alternate bid items is shown in the table below:
Bid Schedule
Bidders
Robert Colburn
Electric, Inc. Pierson Company James Day Construction, Inc.
Total Base Bid $300,665 $316,680 $409,820
Total Alternate #1 $19,565 $29,630 $20,000
Total Alternate #2 $19,279 $29,630 $20,000
Total Base &
Alternates $339,509 $375,940 $449,820
Business Agenda Item 5e
The apparent low bid was submitted by Robert Colburn Electric with a total bid price of $339,509, which is within the total established City construction budget of $376,600. The Engineers Bid Estimate for the total project (base plus all alternates) was approximately $385,000.
City staff have confirmed that the bid received from Robert Colburn Electric was fully responsive and that they and their sub-contractors have active licenses and registrations. Staff recommend awarding the contract to Robert Colburn Electric.
If the project is awarded, staff anticipate being under contract in June, at which time the contractor would immediately order the generators due to long ordering lead times. Mobilization and construction is anticipated to begin sometime later this year, and will likely depend on the exact lead time for the generator. The draft Notice of Potential Award is included as Attachment A.
FINANCIAL IMPACT:
This project is funded in part through the Hazard Mitigation Grant Program (FEMA), which funds hazard mitigation projects that can provide a 25% local match. See the table below for a breakdown of project funding.
Funding Source
Hazard Mitigation
Grant Program
Funding
City Matching
Funds, Water
Capital Reserve
Total Funding
City Fund Number 351 510 -
Funding Amount $338,700 $112,900 $451,600
As shown above, the total available funding for the project is $451,600. In 2021, staff awarded a professional services contract to PACE Engineering in the amount of $74,500 to cover the engineering portion of the project, which left a remaining budget for construction of $376,600.
Staff propose to award the project to Robert Colburn Electric and enter into a contract for $339,509 (the bid total), and to establish a maximum contract amount of $376,600 (the budget total). The approximately $37,000 difference between the bid total and the maximum contract amount would be reserved as a construction contingency to cover any unforeseen costs that arise during the project. The contingency would be approximately 10% of the total project value, which is a conventional value for construction contracts.
RECOMMENDED COUNCIL ACTION:
1. Receive staff presentation and review Council questions with staff
2. Open Public Comment
3. Close Public Comment
4. Motion to Authorize the City Manager to award the Kenmar and Drake Hill Water Booster Station Generators Project (CIP 9102) to Robert Colburn Electric and establish a maximum contract amount of $376,600. Voice vote.
Attachments:
Attachment A – Draft Notice of Potential Award
Business Agenda Item 5e
Attachment A
May XX, 2022 Sent via E-mail
Robert Colburn Electric, Inc.
P.O. Box 3667
Eureka, CA 95502
Re: NOTICE OF POTENTIAL AWARD
Kenmar and Drake Hill Emergency Generator Project
Dear Bob Colburn:
I am pleased to inform you of the intent to recommend that the City Council or its authorized designee award the Contract for the above-referenced Project (“Project”) to Robert Colburn Electric, Inc. (“Contractor”) for the Contract Price of $339,509.00 based on Contractor’s Bid Proposal submitted on May 19, 2022.
A copy of the Contract accompanies this Notice. Contractor must execute 2 copies of the enclosed Contract and return the wet-inked copies to my attention, accompanied by the required Payment Bond, Performance Bond, and insurance certificates and endorsements, no later than ten days from the date of this Notice of Potential Award, above.
Failure to execute and return the enclosed Contract and required bonds and insurance documentation within the specified time could result in forfeiture of Contractor’s bid security. This Notice of Potential Award does not bind the City to award the Contract. The City, acting through its City Council or authorized designee, reserves the right to reject any or all bids, and the right to decline to award the Contract, notwithstanding any staff recommendation.
Please acknowledge receipt of this Notice of Potential Award by signing the attached Acknowledgement of Notice of Potential Award, as indicated, and transmitting the Acknowledgement to my office via email at [email protected]. Do not hesitate to contact me if you have any questions in this regard.
Sincerely,
Buffy Gray
Buffy Gray
Deputy City Clerk
Enclosure
Business Agenda Item 5e
Acknowledgement of Notice of Potential Award
On behalf of <________________________________________> (“Contractor”), I acknowledge receipt of the Notice of Potential Award for the Kenmar and Drake Hill Emergency Generator Project:
s/_________________________________
Name: _____________________________
Title: ______________________________
Date: ______________________________