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Home My WebLink About19-Facilities Management CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION From: James Sharer, Director Dept: Facilities Management Subject Authorization to reject all bids and To solicit new bids for the Design/Build for ADA Restroom Improvements at 5 Fire Stations Date: September I6, 2003 ORIGINAL Synopsis of Previous Council Action None Recommended Motion: Meeting Date: October 6, 2003 That the Mayor and Common Council authorize the Purchasing Manager to reject all bids received for RFQ F-04-030 Designlbuild for ADA Restroom Improvements at 5 Fire Stations, and authorize the Purchasing Manager to solicit new bids for RFQ F 04-030 Contact person: James Sharer Supporting data attached: Staff Report FUNDING REQUIREMENTS: 1. Council Notes: d James W. Sharer Phone: 384-5244 Ward(s): All Amount: none Source Agenda Item No.l!J JO/IQ/O~ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Authorization to reject all bids and to solicit new bids for the Design/Build for ADA Restroom Improvements at 5 Fire Stations. BACKGROUND The Fire Department operates out of eleven fire stations located throughout the City. Nine of these fire stations were constructed prior to the American with Disabilities Act (ADA) and have restrooms that are not compliant. They also have only one restroom per building that creates a hardship now that women serve in the fire suppression field. Due to these deficiencies, Staff has developed a program to upgrade the existing restrooms and add separate restrooms for ADA and gender specific purposes. This project will upgrade the restrooms at Stations 222, 223, 225,227, and 228. The project was approved as part of the Capital Improvement Program, and does not address stations that would be relocated as part of the Fire Department Emergency Service Delivery Management and Planning Standards. On August 28,2003 only one bid was received to perform the scope of the above project. This bid was submitted by 2H Construction of Long Beach, California. Their proposal cost for the designlbuild ADA renovation of all five of the proposed Fire Stations is $769,000. The project budget is $450,000, making their proposal $319,000 over budget. On August 5, 2003 a mandatory job walk was held for the above project, three contractors attended: Inland Acoustics, 2H Construction, and Centaur Construction. The 2H Construction representative excused himself after only visiting one of the sites. The other two contractor representatives visited two more of the sites, and the job walk concluded. Each of the representatives was advised they could re-visit any of the sites as desired for analysis, measurements, or investigation purposes. They were advised to contact the City Project Manager to arrange the visit. Not one contractor arranged a follow-up visit. After the closing date for submitting written clarifications, 2H Construction submitted a written request for relief from the general specification bid submittal requirement for detailed plans and specifications. In response purchasing issued the following advisory to the three contractors who had attended the mandatory job-walk: At the time of Bid submittal, the General Specifications of RFP #F-04-030 require detailed drawings, specifications and materials/equipment information. ljunable to comply with this, Purchasing recommends submittal of your Design/Build proposal for each station with as much detail as possible pertaining to: revised floor plans, description of the work, description of proposed materials and equipment, description of warranties, description of how your proposed activities meets ADA and RFP requirements, and the cost per facility to perform the work - Staff has the following concerns, 1) During the course of the job walk not one of the contractors took any measurements, photographs, or any field information that would be needed in developing detailed plans for the desired scope specified in the RFP. 2) Not one of the contractors performed any follow-up requests for site visits or additional information, other than to ask relief from the general specifications. 3) Within the last year Fire Station #224 had exactly the same scope performed for $57,000, making this bid price with its average of$153,800 for each facility unreasonable. Due to the poor interest in this project and sole bid being significantly higher than budget, Staff recommends rejection of the bid received, and a re-bid effort be performed. During the time period this project was bid, contractors of the size who potentially would have been interested in projects of this nature are typically in the middle of intense public school projects that are performed during the summer off-season. There is a reasonable expectation of more interest in this project if it is re-bid after the close of this work. Staff would recommend re-bidding the work at the beginning of October. FINANCIAL IMP ACT This project is included in the FY2003/04 budget and is a part of the Five-Year Capital Improvement Program. RECOMMENDED MOTION That the Mayor and Common Council Authorize the Purchasing Manager to reject all bids received for RFQ F-04-030 Design/Build for ADA Restroom Improvements at 5 Fire Stations, and authorize the Purchasing Manager to solicit new bids for RFQ F-04- 030.