HomeMy WebLinkAboutItem 4.05 FrontCtrUpgrPh1&2Agmt CITY CLERK
File # 600-35
AGENDA STATEMENT
CITY couNCIL MEETING DATE: October 7, 2003
SUBJECT:
Award of Contract 03-09 for Front Counter Upgrade - Phase 1, and
Award of Bid, Contract 03-15, Front Counter Upgrade - Phase 2
Report Prepared by: Lee S. Thompson, Public Works Director
ATTACHMENTS:
1)
2)
3)
Budget Change Form
Resolution Awarding COntract 03-09 to RoSa Construction
Resolution Awarding Contract 03-15 to RoSa Construction
RECOMMENDATION: 1)
Approve budget change
Adopt resolutions
FINANCIAL STATEMENT:
) .
The total construction budget for Phase 1 and Phase 2 construction
is $50,214.
The negotiated price for Phase 1 (counter) on Contract 03-09
thrOugh RoSa Construction is $13,150
One bid was received for Phase 2 (workstations), Contract 03-15.
The bid is from RoSa Construction in the amount of $57,370.
Total cost for Phase 1 and Phase 2 is $70,520. Allowing for a 10%
contingency (total of $77,572), the estimated cost exceeds funds
budgeted for construction by $27,358. A budget transfer from the
Budgeted Contingent Reserve is needed to award the bid to RoSa
Construction.
DESCRIPTION: At the meeting on August 19, 2003, the City Council authorized
Staff to negotiate with vendors for the Phase 1 (counter) project, aS no bids were received, and also
authorized Staff to advertise for bids for the Civic Center Front Counter Upgrade, Phase 2 (workstations).
The Phase 1 project includes removing the existing shelving and drawers from the counter itself and
installing more efficient drawers and plan cubbyholes. Staff contacted a number of cabinetmakers
regarding this project and was only able to get one proposal, which was from RoSa Construction in the
amount of $13,150. Staff has contacted RoSa's references and recommends that a contract be executed
with RoSa Construction.
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COPIES TO: RoSa Construction
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ITEM NO.
The Phase 2 project includes demolition of existing workstations and side counters at the Development
Services counter area and installation of new workstation furniture and filing cabinets, as well as some
incidental work such as replacement of carpeting and minor electrical and cabling work. One bid was
received, from RoSa Construction, in the amount of $57,370. This project is relatively minor with respect
to the work to be done by a contractor; over half the cost is in the price of the workstation furniture, staff
feels that the lack of interest in bidding on the project may be due to the small size of the project, as well
as the fact that the contractors have indicated they are very busy.
As noted in the Financial Statement of this report, the total cost for the Phase 1 and Phase 2 projects, plus
contingency, exceeds funds budgeted for construction by $27,358. The options available are to accept
the bid and appropriate additional funds, or to reject the bid and then either rebid the project or request
authorization from the City Council to negotiate a price. While the cost difference is significant, Staff
feels that rebidding or attempting to negotiate a price would ultimately not change the result and would
delay the project by a month or more. At the present time, it is hoped that the furniture delivery will occur
in time for the work to be performed over the long Thanksgiving weekend.
Staff therefore recommends that the City Council approve a budget change in the amount of $27,358 and
adopt the resolutions awarding both Contract 03-09 and 03-15 to RoSa Construction.
Page 2 090~
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
From Unappropriated Reserves (Fund 380) X From Budgeted Contingent Reserve (1080-799.000)
Within Same Depaxtment Activity
From New Revenues Between Deparlments (City Council Approval Required)
Other
Name: Name: Front Counter Upgrade CIP $27,358
Account #: Account ff~)01.93911.750.050
Name: Name:
Account #: Account #:
Name: "' Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #: , ,
Fin Mgr/ASD:
Signature
Date:
q !2 173
REASON FOR BUDGET CHANGE ENTRY: Council approved negotiated price for Phase 1, and only one bid
received for Phase 2 of the project. Total of both phases exceeds budget. It appears there is no advantage to rebidding
as the result would be the same and the project would be delayed.
City Manager:
Signature
Date:
Mayor:
Signature
Date:
Posted By:
Signature
form~tbudgehng
RESOLUTION NO. -03
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING CONTRACT 03-09
CIVIC CENTER FRONT COUNTER UPGRADE - PHASE 1
TO ROSA CONSTRUCTION
WHEREAS, on August 19, 2003, the City Council authorized negotiation of prices for Contract
03-09, Front Counter Upgrade - Phase 1; and
WHEREAS, at least three contractors viewed the project for purposes of providing a cost
proposal; and
WHEREAS, only one proposal was received for the work, said proposal being deemed reasonable
and fair;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award City of Dublin Contract 03-09, Civic Center Front Counter Upgrade - Phase 1 to RoSa
Construction, at a contract price of Thirteen Thousand One Hundred Fifty Dollars and No Cents
($13,150), the particulars of which proposal are on file in the Office of the Director of Public Works.
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the agreement.
PASSED, APPROVED AND ADOPTED this 7th day'of October, 2003.
AYES:
NOES:
ABSENT:
ABSTAINING:
ATTEST:
Mayor
City Clerk
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RESOLUTION NO. -03
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING CONTRACT 03-15
CIVIC CENTER FRONT COUNTER UPGRADE - PHASE 2
TO ROSA CONSTRUCTION
WHEREAS, the City of Dublin did, on September 23, 2003, publicly open, examine, and declare
all sealed bids for doing the work described in the approved Plans, Specifications, and Modifications for
Contract 03-15, Civic Center Front Counter Upgrade - Phase 2 authorized by the City Council on August
19, 2003, which Plans, Specifications, and Modifications are hereby expressly referred to for a description
of said work and for all particulars relative to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to the Director of Public Works, who has recommended
that the bid hereinafter mentioned is the lowest and best bid for doing said work;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award City of Dublin Contract 03-15, Civic Center Front Counter Upgrade - Phase 2 to the lowest
responsible bidder therefor, to wit RoSa Construction, with a bid of Fifty Seven Thousand Three Hundred
Seventy Dollars and No Cents ($57,370), the particulars of which bid are on file in the Office of the
Director of Public Works.
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the agreement.
PASSED, APPROVED AND ADOPTED this 7th day of October, 2003.
AYE S:
NOES:
ABSENT:
ABSTAINING:
ATTEST:
Mayor
City Clerk
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