Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: APRIL 16, 2024
SUBJECT: REJECT BID FOR FIRE STATION NO. 2 BAY DOOR REPLACEMENT CITY PROJECT NO. 24502
FISCAL
IMPACT: BUDGETED: $ 50,000 FY 2023-24 CIP BUDGET (799800-6760-24703) SUMMARY:
City Project No. 24502 for the replacement of a bay door at Fire Station No. 2 includes the removal and replacement of the rapid response aluminum sectional door, galvanized track and hardware, safety rollers and VFD hoist operator with roller bearings. The project was publicly solicited, and one bid was received on February 29, 2024. Staff recommends that City Council reject the bid.
RECOMMENDATION:
It is recommended the City Council take the following actions:
1. Reject the bid received and authorize the return of the bid bond; and
2. Adopt Resolution No. 2024-23, A Resolution of the City Council of the City of Placentia, California, finding that work could be completed more economically and authorizing direct negotiation of the contract on the open market for Fire Station No. 2 Bay Door Replacement City Project No. 24502; and
3. Authorize the City Administrator to approve a contract in an amount not -to -exceed $40,000; and
4. 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 agenda item.
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April 16, 2024
City Council Agenda
April 16, 2024
DISCUSSION:
The apparatus bay door at Fire Station 2 has been damaged and needs to be replaced. This project consists of the removal and replacement of the rapid response aluminum sectional door, galvanized track and hardware, safety rollers and VFD hoist operator with roller bearings.
Bids for the project were publicly solicited and on February 29, 2024, one bid was received for $75,000 which exceeds the project budget by $25,000. Staff recommends the City Council reject the bid pursuant to City Charter Section 608, Contracts on Public Works.
Informal quotes were previously solicited for replacement of the bay door. Three informal quotes were received, which ranged from $37,500 to $46,451. Based on the informal quotes received, Staff recommends that the City Council adopt a resolution finding that the work can be done more economically through direct negotiation on the open market, pursuant to Section 608 of the City Charter. Staff further recommends that the City Council authorize the City Administrator to execute a contract in an amount not -to -exceed $40,000 for the work.
FISCAL IMPACT:
A total of $50,000 was budgeted in the FY 2023-24 Capital Improvement Program for this project.
As such, sufficient funds exist for the recommended actions.
Prepared by:
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Samantha Byfield
Public Works Manager
Reviewed and approved
•
Luis Estevez
Deputy City Administrator
Attachment:
Resolution No. 2024-23
Reviewed and approved:
Jennifer Lampman
Director of Finance.
Reviewed and approved:
Damien R. Arrula
City Administrator