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Home My WebLink About7.2 Award of Bid 94-07 CITY COUNCIL AGENDA STATEMENT CITY COUNCIL MEETING: December 27, 1994 SUBJECT : Award of Bid - Heritage Center Renovation Contract No. 94-07 Report by Diane Lowart, Parks' & Communi~. Services Director EXHIBITS ATTACHED RECOMMENDATION 1) Summary of Bids 2) Resolution of Award 3) Budget Change Form 1) Adopt resolution awarding bid to Skyline Construction 2) Approve Budget Change Form 3) Authorize Mayor to execute agreement FINANCIAL STATEMENT : Construction Budget Community Development Block Grant $ 50,000 EBRPD Measure AA Grant $100,393 Total Construction Budget $150,393 Low Bid Base Bid (includes Deductive Alternates A-D) $168,500 An additional appropriation m the amount of $26,532 from the Unallocated General Fund Reserves will be necessary to cm,ard bid DESCRIPTION : At the November 14, 1994 meeting of the Dublin City Council, the Council authorized Staff to advertise for bids for Contract No. 94-07, Heritage Center Renovation. The proposed project as approved by the City Council is outlined below. Old St. Raymond's Church: 1) repair church exterior; 2) stabilize the bell tower; 3) provide handicapped access with a minimum of major modifications; and 4) reverse inappropriate changes that relate to the historical integrity of the building. Murray Schoolhouse: 1) restore the exterior of the building to the period of its last use as a school in 1952 which entails the removal of additions constructed after this period, reconstruction of the original main entry and modifications of other exterior openings; 2) modifications for handicapped accessibility; and 3) modifications for exiting to meet current building code requirements. As the preliminary estimate for the improvements exceeded the available budget by approximately $80,983, four deductive bid item alternates were included in the bid documents. The City received a total of four (4) bids for the project (see attached bid summary). The low bidder was Skyline Construction with a base bid of $168,500 and deductive alternates totaling $10,800. The base bid exceeds the available budget by approximately $18,107, however if the bid alternates are deducted, the shortfall is reduced to $7,307. It should be noted that this amount does not include a contingency for change orders. If the project were to have change orders totaling 5% of the bid (t3Tpical of public works projects) the project would exceed the available budget by approximately $15,192 to $26,532. Bidders As part of the bid specifications, bidders were to have the following qualifications: "Have successfully completed not less than two (2) projects dealing with restoration or renovation of historic structures, each of a scope equal to or greater than this project, within the last three (3) years". In addition, bidders were to submit a list of at least two (2) projects showing evidence of these qualifications. Although Skyline Construction has completed two projects that are historical in nature, it appears that only one of the projects is "of a scope equal to or greater than" the Heritage Center Renovation. However, in a further review of Skyline's qualifications, it appears that they are capable of successfully completing the project. The bid specifications also provide that the City Council reserves the right to waive any informalities in the bids. To do so, they must determine that the bid substantially conforms to the bid specifications and that the variance is inconsequential, i.e. that the variance cannot have affected the amount of the bid or given the bidder an advantage or benefit not allowed other bidders. Staff and the City Attorney believe that the listing of a project which does not match or exceed the scope of the Heritage Center Renovation is an inconsequential variance which does not affect the bid price, bid comparison, nor does the variance grant any advantage over other bidders. Therefore, Staff recommends that the bid for the Heritage Center Renovation be awarded to Skyline Construction. Further, Staff recommends that the bid be awarded for the total project at a cost of $168,500 and that those items identified as alternates remain as part of the project. Although this will result in the need to transfer funds from the Unallocated General Fund Reserves in the amount of $26,532 (includes 5% contingency), Staff believes that the additional cost to the City to complete the exterior renovation of both buildings ~vill benefit the City both in terms of ease of maintenance and in preserving the life of the structures. However, if the City Council chooses to eliminate any of the alternates, the cost sa~Sngs to the City are outlined below: Eliminate enclosed porch on East exterior wall of schoolhouse; replace with stairs as shown on south exterior wall of bathroom Base Bid $168,500 Alternate <$ 2,100> Revised Project Cost $166,400 5% Contingency $ 8,320 Total Project Cost $174,720 If eliminated, d.~ Me~ becomes the low bidder with a Total Project Cost orS171,853.50. B. Eliminate replacement of siding and ceiling and addition of trim on interior of church belfry. Base Bid $168,500 Alternate <$ 1,100> Re~4sed Project Cost $167,400 5% Contingency $ 8,3.70 Total Project Cost $175,770 If eliminated, ~K. Merz becomes the low bidder with a Total Project Cost of $175,339.50. Eliminate removal and repair of exterior corner trim on the church. Eliminate all exterior painting except doors, ~vindow sash and new work. Base Bid $168,500 Alternate' <$ 4,900> Revised Project Cost $163,600 5% Contingency $ 8,180 Total Project Cost $171,780 D. Eliminate removal, repair and painting of window sash in church. Base Bid $168,500 Alternate <$ 2,700> Revised Project Cost $165,800 5% Contingency $ 8,290 Total Project Cost $174,090 If eliminated, ,ZK Merz becomes the low bidder with a Total Project Cost orS171,559.50. Although the City Council has requested that consideration be given to having volunteers complete portions of the project, to date, volunteer labor has not been forthcoming. In addition, Staff has concerns about volunteers taking on several of the alternates due to the technical nature of the work involved. For example, Alternate C includes exterior painting of the Church and preliminary tests indicate the presence of lead in the paint. Consequently, the lead will need to be abated by a qualified lead abatement contractor prior to the painting of the Church. The City would be placing itself at some risk if volunteers were involved in lead abatement. In conclusion, it is recommended that the City Council take the following action: Adopt resolution awarding the bid to Skyline Construction (attached); Approve Budget Change Form (attached); Authorize the Mayor to execute the agreement. BID RESULTS - HERITAGE CENTER - CONTRACT 94-07 ENGINEER'S SKYLINE CAL BRAVA ESTIMATE CONSTRUC. J.K. MERZ INTERSTATE CONSTRUC. BASE BID $231,000 $168,500 $168,990 $209,000 $219,701 DEDUCTIVE ALT. 1 $6,320 $2,100 $5,320 $3,200 $3,700 I DEDUCTIVE ALT. 2 $4,380 $1,100 $2,000 $2,400 $2,570 DEDUCTIVE ALT. 3 $11,434 $4,900 $3,000 $7,600 $3,900 I DEDUCTIVE ALT. 4 $720 $2,700 $5,600 $2,800 $750 Page 1 RESOLUTION NO. - 94 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AWARDING CONTRACT NO. 94-07 HERITAGE CENTER RENOVATION TO SKYLINE CONSTRUCTION WHEREAS, the City of Dublin did, on December 16, 1994, publicly open, examine, and declare all sealed bids for doing the work described in the approved Plans, Specifications, and Modifications for Contract No. 94-07 authorized by the City Council on November 14, 1994, 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 City Engineer, who has reviewed the bids to determine the lowest bid which was responsive to the requirements of the bid documents; and WHEREAS, in the notice to contractors for Contract No. 94-07, the City Council specifically reserved the right to waive any informalities in the bids; and WHEREAS, the City Council determines that the qualification requirement that the contractor have successfully completed not less than two projects dealing with renovation of historical structures, each of a scope equal to or greater than the subject project, within the last three years, is inconsequential ifa variance exists in the scope of the listed projects, as not equal to or greater than the subject project; and WHEREAS, for these reasons, the City Council waives such variance as a bid informality which does not affect bid price, bid comparison, nor does the variance grant any advantage over other bidders. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award Contract No. 94-07 to the lowest responsible bidder therefor, to wit, Skyline Construction, at a base bid of One Hundred Sixty-Eight Thousand Five Hundred Dollars and No Cents ($168,500) the particulars of which bid are on file in the office of the City Engineer. PASSED, APPROVED, AND ADOPTED this 27th day of December, 1994. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk CITY OF DUBL~]t BUDGET CHANGE FORM CHANGE FOR~ new appropriation budget transfer budget change I I decrease budget account increase budget account nan~ ] na~ account Il lacc°unt ~ ~ $ IlOOl -~qgl -750 account Il ]account I} .accost 8 ~pccount fl 3 $ ]3 account 0 ]account ~ accoon~ ~ lacco~t ~ 5 $ ]5 account ~ laccount ~ account ~ ]account account ti Iacc°unt 8 $ TOTAL BUDGET ~ICREASES TOTAL BODGR~ DECREASES REASONS, JUSTIFICATION, AND ITRMIZED COSTS: ClTY MA}~GER signature CIT~ COmlClL signature date \ \ dale