Placentia Cit Council
GENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: JANUARY 23, 2024
SUBJECT: APPROVAL OF PLANS AND SPECIFICATIONS AND AWARD OF CONSTRUCTION CONTRACT TO RS CONSTRUCTION & DEVELOPMENT INC.,
FOR THE CITY HALL ADMINISTRATIVE OFFICE AREA IMPROVEMENT PROJECT, CITY PROJECT NO. 5307
FISCAL
IMPACT: EXPENSE: $ 143,990.00 TOTAL CONSTRUCTION COST
$ 130,900.00 CONSTRUCTION CONTRACT AMOUNT
$ 13,090.00 CONSTRUCTION CONTINGENCY AMOUNT
AVAILABLE BUDGET: $ 181,232.06 TOTAL AVAILABLE BUDGET
$ 180,000.00 GENERAL FUND (109800-6850 J/L105307-6850)
$ $1,232.06 MEASURE U FUND (795307-6850 J/L 795307-6850) SUMMARY:
The 2023-2024 Capital Improvement Program (CIP) Budget includes the City Hall Administration (Admin) Office Area Improvement Project. The proposed tenant improvements and remodel would renovate an open floor plan space that is currently occupied by three (3) cubicles and a free- standing workstation to a more modern space with the construction of three new offices and the minor remodeling of an existing Staff office and the City Council Office.
The City solicited competitive bids for this project on November 16, 2023. On November 27, 2023, Staff conducted a mandatory pre-bid meeting where prospective contractors were invited to visit the administration office area and ask questions related to the project. On January 9, 2024, the City received a total of fifteen (15) bids from interested contractors to construct this project. The low bid received from RS Construction & Development Inc. (RS Construction) was found to be the lowest responsive and responsible bid received. Staff recommends that City Council award a construction contract to RS Construction in the amount of $130,900.00. In addition to the construction cost, a ten percent (10%) construction contingency amount of $13,090.00 is being included to cover the cost of any unforeseen conditions that might be found during construction.
The total construction cost is $143,990.00.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the Engineered Plans and Specifications prepared by BOA Architecture for the City Hall Administrative Office Area Improvements Project No. 5307; and
1.e.
Jan 23, 2024
City Council Agenda
January 23, 2024
2. Reject the bid proposal for Admin Office Area Improvements submitted by M -RE Construction Inc. as non-responsive; and
3. Approve a Public Works Agreement with RS Construction & Development Inc. for the Admin Office Area Improvements Project in the amount of $130,900.00; and
4. Reject all other bids received and authorize return of the bid bonds; and
5. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $13,090.00, for a total construction contract not -to - exceed amount of $143,990.00; and
6. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Planning Goal or Objective associated with this item.
DISCUSSION:
The 2023-2024 Capital Improvement Program (CIP) Budget includes the City Hall Administrative Office Area Improvement Project. The proposed tenant improvements and remodel would renovate an open floor plan space that is currently occupied by three (3) cubicles and a fourth workspace to a more modern space with the construction of three new offices and minor remodeling of an existing Staff office and the City Council Office. The scope of work includes installation of new glass and aluminum framed storefront system partitions, removal of existing wood doors and replacing outlets and switches. On November 27, 2023, Staff conducted a mandatory pre-bid meeting where prospective contractors were invited to visit the administration office area and ask questions related to the project.
On January 9, 2024, the City received a total of fifteen (15) bids from contractors to construct this project. The following table provides the total bid amounts received from each contractor:
Contractor Bid Amount
RS Construction & Development Inc $130,900.00
A2Z Construct Inc $140,000.00
Casco Contractors $141,365.00
New Dimension General Construction, Inc $148,200.00
Ambit Construction & Design, Inc $155,000.50
Diamond Construction and Design $164,403.00
City Council Agenda
January 23, 2024
3M Construction Corporation
R Dependable Const Inc
Construction Masters
Triangle DeCon Services, Inc
At Your Service Construction & Energy Inc
Loengreen, Inc
Corner Keystone Construction Corporation
All American Building Services
M -RE Construction Inc
$169,460.00
$198,000.00
$199,344.00
$200,000.00
$215,000.00
$224,000.00
$238,770.00
$257,000.00
NON-RESPONSIVE
After reviewing the bid proposals, it was determined that M -RE Construction Inc. did not meet the bid solicitation requirements and submitted a non-responsive bid for not including multiple pages of the bid proposal (sheets C-12 thru C-17). In addition, the provided reference information did not adhere to the instructions of providing a name and phone number, the public agency, a similar type of project, therefore a proper reference check could not be properly performed. The incomplete proposal and lack of required information is considered a significant default in the low - bidder's bid documents. The City Council has the right to waive any bid irregularities and to reject all bids submitted pursuant to the California Public Contract Code. Staff recommends rejecting the low bid submitted by M -RE Construction Inc. as a non-responsive bid.
Once it was determined that the apparent low bidder submitted a non-responsive bid, Staff reviewed the next lowest bid submitted by RS Construction. Staff reviewed and analyzed their bid proposal and it was found to be responsive and valid. Based upon RS Construction's reference check and submitted bid, Staff recommends awarding a construction contract to RS Construction for the City Hall Administrative Office Area Improvement Project.
FISCAL IMPACT:
The total construction cost for the Admin Office Area Improvements amounts to 143,990.00. This cost consists of the bid amount submitted by RS Construction in the amount of $130,900.00 and a construction contingency in the amount of $13,090.00. A total of $181,232.06 is available in the FY 2023-24 Capital Improvement Program for the construction of this project. As such, sufficient funds exist for the recommended actions.
Prepared by: Reviewed and approved:
jic t U -_
Raquel Garcia, EIT
Associate Civil Engineer
Chris Tanio, P.E.
Deputy Director of Public Works/City Engineer
City Council Agenda
January 23, 2024
Reviewed and approved:
j
JennifejvLampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
Reviewed 'and approved:
Luis Estevez
Deputy City Administrator
Attachment:
Agreement with RS Construction & Development Inc.