TO:
FROM:
A end
Honorable Mayor and City Council
Department of Public Works
port
November 6, 2023
SUBJECT: REJECTION OF BIDS FOR PASADENA COMMUNITY HEAL TH . CENTER PUBLIC RESTROOMS ADA UPGRADES CONTRACT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines per Section 15061 (b)(3), the "Common Sense" exemption that CEQA only applies to projects that may have an effect on the environment.; and
2. Reject bids received on August 2, 2023, in response to the Notice Inviting Bids for the Pasadena Community Health Center Men's & Women's Restroom ADA Upgrades contract.
BACKGROUND:
Since 1892, the Pasadena Public Health Department has been responsible for helping protect, maintain, and improve the health of the Pasadena community. Pasadena is one of only three cities in the State of California that maintains its own independent local health jurisdiction with responsibility for a wide variety of services.
The Pasadena Community Health Center (PCHC), located at 1845 N. Fair Oaks Avenue, provides space for the following Health Department divisions: Administration and Finance, Health Promotion and Policy Development, Community Health Services, Social and Mental Health Services, and Environmental Health Services. The project scope of work is to renovate and reconfigure four existing public restrooms to meet current accessibility codes. The improvements include new finishes and fixtures.
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 July 13, 2023, a Notice Inviting Bids for the PCHC 1st & 2nd Floor Men's & Women's Restroom ADA Upgrade contract was posted on Open Gov :Procurement. The posting generated notices to all vendors who have previously 11706/2023 2 MEETING OF _____ _ AGENDA ITEM NO. ____ _
Rejection of Bids for PCHC Public Restrooms ADA Improvements November 6, 2023
2nd Floor Men's & Women's Restroom ADA Upgrade contract was 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 42 vendors downloaded the specifications, of which four were local. Four bids were received by the bid opening date on August 2, 2023; none from local vendors.
Submitted bids ranged between $265,000 and $345,000. Upon review of the bids received from this solicitation, staff determined the lowest responsive and responsible bid exceeded the Engineer's Cost Estimate by 265% and significantly exceeded the project's $100,000 budget. As such, staff concluded it is in the City's best interest for City Council to reject current bids received as required by the Pasadena Municipal Code. Staff will subsequently revise the project plans and specifications to provide additional details to clarify the scope of work and obtain more competitive bids for construction. The overall scope of work will not be changed. The updated construction documents will be used to solicit competitive proposals from Sourcewell and award in early 2024. Sourcewell operates as a service cooperative and acts as a national municipal contracting agency which establishes and provides nationally leveraged and competitively solicited construction contracts that can be utilized by member agencies such as the City of Pasadena.
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 PCHC Public Restrooms ADA Improvements November 6, 2023
FISCAL IMPACT:
There is no fiscal impact as a result of this action.
Kris Markarian, P.E.
Deputy Director of Public Works/City Engineer
Approved by:
A-J~
MIGUEL ~QUEZ
City Manager
Respectfully submitted:
u-YOL8,P.E.
Director of Public Works