City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 22, 2024 FROM: PUBLIC WORKS DEPARTMENT WARD: 3 SUBJECT: RFP NO. 2369 – DESIGN-BUILD OF SOLAR SHADE STRUCTURE FOR REGIONAL WATER QUALITY CONTROL PLANT – REJECT ALL BIDS ISSUE:
The issue for City Council consideration is to reject all bids and release related bid bonds received for the Design-Build services associated with RFP No. 2369.
RECOMMENDATION:
That the City Council reject all bids and release bid bonds received for RFP No. 2369 – Design-Build of Solar Shade Structure for Regional Water Quality Control Plant.
BACKGROUND:
The City operates and maintains the Regional Water Quality Control Plant (RWQCP) which collects and treats all domestic and industrial wastewater generated within the City of Riverside and the Rubidoux, Edgemont and Jurupa Community Services Districts. The RWQCP is continuously operating and expends approximately $1.8M annually on electricity costs. The City is committed to making our community a greener place to live by supporting renewable energy, responsible purchasing and implementing sustainable practices. The RWQCP has invested in and established several green projects to produce energy, such as cogeneration and biosolids.
DISCUSSION:
On June 11, 2024, Request for Proposal (RFP) No. 2369 for the Design-Build of Solar Shade Structure for Regional Water Quality Control Plant to provide comprehensive design-build services for an energy efficiency upgrade project at the RWQCP, including solar photovoltaic (PV) carport shade structures, exterior LED lighting, and an overall assessment of the RWQCP for other possible energy saving measures (“Project”) was posted on PlanetBids.
Prior to bid closing, there were ten (10) questions and answers posted, two (2) addenda were released, and one (1) non-mandatory job walk was scheduled with eight (8) in attendance.
On July 30, 2024, two (2) proposals were received. One proposal was deemed non-responsive due to failure of meeting the Project’s minimum prerequisites prior to the bid closing date. The Public Works Department proceed to evaluate the one (1) responsive proposal received, however, after further review of the proposal’s cost breakdown of each task in the scope of work, the bidder’s proposed cost exceeded Public Works allowable budget of $1,000,000.00 for this Project.
Responsive Bidder
City Location
Bid Amount
Noresco
Westborough, MA
$3,884,888.00
After reviewing the proposed scope of work in the bid, Public Works believes it would be in the best interest of the City to revise the Project’s scope of work and rebid as a new project to attract more competitive bids.
Public Works is requesting that City Council reject all bids and release all related bid bonds as the Project is subject to the City Charter Section 1109 where “The City Council or Board of Public Utilities pursuant to Section 1202(b) may reject any and all bids presented and may readvertise in its discretion.” Purchasing Resolution 24101, Section 507. Rejection of Bids states, “The Manager may in his/her discretion reject any and all Bids, or any segregable portions thereof, for any one or more types of Goods, Services or Construction included in the Specifications when the public interest is served thereby, provided specifically that any potential award does not otherwise require consideration by the Awarding Entity, in which case any rejection or award shall be made by the Awarding Entity. The Awarding Entity may also take any other action permitted by Section 1109 of the City Charter.” The Purchasing Manager concurs that the recommended actions comply with the Purchasing Resolution No. 24101, Section 507 and City Charter, Section 1109.
STRATEGIC PLAN ALIGNMENT:
This Project contributes to Strategic Priority No. 6 – Infrastructure, Mobility and Connectivity and Goal 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
It also aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Riverside is transparent and makes decisions based on sound policy, inclusive community engagement, involvement of City Boards & Commissions, and timely and reliable information. Activities and actions by the City serve the public interest, benefit the City’s diverse populations, and result in greater public good.
Equity – Riverside is supportive of the City’s racial, ethnic, religious, sexual orientation, identity, geographic, and other attributes of diversity and is committed to advancing the fairness of treatment, recognition of rights, and equitable distribution of services to ensure every member of the community has equal access to share in the benefits of community progress.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources while providing quality public services to all. By rejecting bids and re-advertise the Project, the City is fiscally responsible in soliciting cost effective quality services for the design-build of this Project.
Innovation – Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through collaborative partnerships and adaptive processes. This project exemplifies the City’s willingness to adapt and explore methods to maximize energy and cost saving opportunities.
Sustainability & Resiliency – Riverside is committed to meeting the needs of the present without compromising the needs of the future and ensuring the City’s capacity to persevere, adapt and grow during good and difficult times alike. The project will utilize materials which are considered as best practices in the industry and will greatly benefit the environment.
FISCAL IMPACT:
There is no fiscal impact associated with this report.
Prepared by: Jeannette Guereca, Senior Engineer
Approved by: Gilbert Hernandez, Public Works Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Bid Rejection Recommendation
Reject RFP 2369 ● Page 2