A end p rt
TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
August 21, 2023
SUBJECT: REJECTION OF BIDS FOR SEISMIC RETROFIT OF PUBLIC WORKS
BUILDING AT CITY YARDS PROJECT
RECOMMENDATION:
It is recommended that the City Council:
1. Find the action proposed herein to be categorically exempt under the California Environmental Quality Act .(CEQA) in accordance with Title 14, Chapter 3, Article 19, Section 15061 (b)(3), the commonsense exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment; and
2. Reject sole bid received on May 18, 2023 in response to the Notice Inviting Bids for the Seismic Retrofit of Public Works Building at City Yards project.
BACKGROUND:
Constructed in 1990, the Public Works Building at City Yards, located at 233 West Mountain Street, is a concrete tilt-up building designed and constructed per the 1988 Uniform Building Code (UBC). The building includes a one-story 8, 140-square-foot section and a two-story 35,860-square-foot section with a small stairway portion that extends up to three stories, connecting a pedestrian bridge to an adjacent staff surface parking lot.
The building currently houses the Public Works Department Operations Center (DOC), City of Pasadena Citizen Service Center (CSC), and maintenance staff from the departments of Public Works and Parks, Recreation and Community Services. Since CSC is an extension of the City's Emergency Operations Center, the building is considered an essential building.
This pre-1994 Northridge Earthquake building is susceptible to failure at connection points between wall panels and roof/floor members. In 1997, the UBC was amended to MEETING OF 08/21/2023 AGENDA ITEM NO. _ 5 _____ _
Rejection of Bids for Seismic Retrofit of Public Works Building at City Yards August 21, 2023
increase the design forces for wall anchorage. The project scope of work includes minimizing potential failures at connection points between wall panels and roof/floor members by reinforcing the connections. In addition, the floors and roof will be strengthened as well. This retrofit to the building would provide a long-term solution in ensuring the City's essential emergency response coordination efforts would not be affected during a seismic event.
The Department of Public Works prepared plans and specifications for the subject contract. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On April 13, 2023, a Notice Inviting Bids for the Seismic Retrofit of Public Works Building project was published in the local paper as well as posted on OpenGov Procurement. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 34 vendors downloaded the specifications of whom two were local.
Two bids were received by the bid closing date of May 18, 2023. The lowest bid was . found non-responsive due to the lack of required documentation. Staff reviewed the second bid and determined the sole responsive and responsible bid exceeds the Engineer's Cost Estimate by over 295% and thereby the project budget. As such, staff concluded it is in the City's best interest for City Council to reject both bids received as required by the Pasadena Municipal Code. Staff will subsequently refine the project plans and specifications setting additional parameters for the scope of work and re advertise the project to obtain more competitive bids.
COUNCIL POLICY CONSIDERATION:
This proposed action is consistent with the City Council Strategic Planning Goals to maintain fiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
This action is exempt from the California Environmental Quality Act (CEQA) in accordance with Title 14, Chapter 3, Article 19, Section 15061 (b)(3), the commonsense exemption that CEQA only applies to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
Rejection of Bids for Seismic Retrofit of Public Works Building at City Yards August 21, 2023
FISCAL IMPACT:
There is no fiscal impact as a result of this action.
Respectfully submitted:
YOLMs, P.E.
Director of Public Works
Kris Markarian, P.E.
Deputy Director of Public Works/City Engineer
Approved by: