HomeMy WebLinkAboutE-8 Staff Report - Library Restrooms Project - Reject All BidsCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: DANIEL BOBADILLA, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: SEPTEMBER 17, 2018
SUBJECT: REQUEST TO REJECT ALL BIDS RECEIVED AND TO RE-ISSUE THE NOTICE
INVITING BIDS (NIB) FOR THE AZUSA LIBRARY AMERICANS WITH
DISABILITIES ACT (ADA) COMPLIANT RESTROOM RETROFIT AND
IMPROVEMENT PROJECT [COMMUNITY DEVELOPMENT BLOCK GRANT
PROJECT (CDBG) 601863-17]
BACKGROUND:
On July 16, 2018, the City Council approved the Plans and Specifications and authorized the release of
the Notice Inviting Bids (NIB) for the Azusa Library Americans with Disabilities Act (ADA) Compliant
Restroom Retrofit and Improvement Project (Community Development Block Grant Project 601863-
17). A total of four bids were received; however, only one responsible and responsive bid was received.
Federal regulations require that a minimum of two or more responsible and responsive bids be received
for consideration. The proposed action will authorize staff to reject all bids received and re-issue the
Notice Inviting Bids for construction of the Azusa Library ADA Compliant Restroom Retrofit and
Improvement Project.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Reject all bids received for the Azusa Library Americans with Disabilities Act (ADA) Compliant
Restroom Retrofit and Improvement Project (Community Development Block Grant Project
601863-17); and
2)Authorize staff to re-issue the Notice Inviting Bids for the Azusa Library Americans with
Disabilities Act (ADA) Compliant Restroom Retrofit and Improvement Project (Community
Development Block Grant Project (CDBG) 601863-17).
APPROVED
CITY COUNCIL
9/17/2018
Library Restroom Retrofit and Improvement Project
September 17, 2018
Page 2
ANALYSIS:
The federal Community Development Block Grant (CDBG)-funded, “Azusa Library Americans with
Disabilities Act (ADA) Compliant Restroom Retrofit and Improvement Project” includes the conversion
of four existing restrooms into one multiple stall male ADA complaint restroom and one multiple stall
female ADA compliant restroom. A total of $345,000 in federal CDBG funds is allocated for this project
as well as an additional $42,068 in Public Works Endowment funds.
On July 16, 2018, the City Council approved the Plans and Specifications and authorized the release of
the Notice Inviting Bids (NIB). On August 23, 2018 sealed bids were publicly opened. Four bids were
received; however, none of the bids included the federal labor compliance documentation necessary to
fully evaluate the bids equally and fairly. Thus, all bidders were notified and granted the same amount of
time to submit the required federal labor compliance documentation. A date of August 30, 2018 at noon
was set as the deadline for receipt of the supplemental bid. On August 30, 2018 at noon, only one
supplemental bid was received.
Federal regulations (Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards, 2 CFR part 200.320, “Methods of Procurement”) require that a minimum of two
responsible and responsive bids be received for consideration of a federal award. Since only one
responsible and responsive bid was ultimately received, federal procurement requirements were not met,
the bid must be rejected, and the project must be re-bid.
Construction is now anticipated to begin in December, 2018.
FISCAL IMPACT:
The Engineer’s estimate for construction costs for this project is $242,740. These costs will be funded
by Community Development Block Grant funds previously allocated in the FY 2017-18 City approved
budget under Project 601863 and will be carried forward to FY 2018-2019.
Prepared by: Reviewed and Approved:
Daniel Bobadilla, P.E. Sergio Gonzalez
Director of Public Works/City Engineer City Manager