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Home My WebLink About_ 4.11(f)--Determine the sole bid as nonresponsive for Bid Negotiation No. 5499 � � �' � � � � � � ' � �' � � ' � ` CITY OF REDDING REPORT TO THE CITY COUNCIL MEETING DATE: September 17,2024 FROM: Michael Webb, Public Works ITEIVI NO. 4.11(� Director ***APPROVED BY*** � �c a� � �bEi� 'c�r�Cs I7�reetcsr �.`512t}`?� r5�' �p�i��,C�i �r� �, �,f1 1,{'2{�? mwebb@cityofredding.org btippin@cityofredding.org SUBJECT: 4.11(f�--Determine the sole bid as nonresponsive for Bid Negotiation No. 5499 (Job No. 3697), Fire Station Alertin S stem Installation Pro'ect. Recommendation Authorize the following actions relative to Bid Negotiation No. 5499 (Job No. 3697), Fire Station Alerting System Installation Project: (1) Determine the sole bid received as nonresponsive; and (2) Proceeding with direct negotiation and execution of a contract per Public Contract Code Section 20166 by staff and the City Manager, respectively. Fiscal Impact The Fire Station Alerting Project (Project) is being fully funded by the American Rescue Plan Act (ARPA). The table below provides a breakdown of the project costs assuming staff can successfully negotiate and execute a contract. Note, the construction contract plus the contingeney amount of $260,000 is a not-to-exceed amount - meaning that if staff is unable to negotiate and execute a contract within this amount, the project will be re-advertised. Cost Summa Item Estimated Pro'eet Develo ment Costs $37,000 Construction Contract-�-Contin enc� $260,000' Contract Administration,Ins ection, Testin $37,000 Additional Cit Mana er Authorit $15,000 Total Pro'ect Costs $3�49,000 Pro'ectBud et $565,150 Project cost components are estimates and some shifting of the project development, construction management, and construction contingency funds may be necessary to balance the project within the approved budget. Report to Redding City Council September 12,2024 Re: 4.12(f)--Bid Negotiation No. 5499 Fire Station Alerting System Installation Page 2 Alternative Action City Council (Council) may choose not to determine the sole bid received as nonresponsive or authorize staff to negotiate a contract and provide alternate direction to staff that could include re-advertising the project pursuant to Public Contract Code Section 20166. If the project is not completed, then the recently acquired fire alerting equipment wi11 not be installed and the Redding Fire Department (RFD) response times will not be reduced and the City of Redding (City) may lose the ARPA funds that have been set aside for this project. Ba ckgro u n d/f1 n alysis Attached is a bid tabulation of the one bid opened on August 22, 2024. The apparent 1ow bid at the time of the bid opening came from Exhibit One Corporation (E�ibit One) from Concord, California, in the amount of$200,670.80. The engineer's estimate was $265,000. After further review of their proposal, staff noticed that Exhibit One did not provide a signature on their bid as detailed in the instructions to bidders section of the specifications. In addition, the Exhibit One did not use the correct proposal forms and neglected to provide a bid for a contract item that was added by an Addendum. Due to these irregularities in the bid package, the bidder is deemed nonresponsive. Exhibit One was notified that its bid was determined to be nonresponsive for the reasons stated above. By authorizing staff to negotiate and ultimately execute a contract in accordance with Public Contract Code Section 20341, there is a high potential to avoid a lengthy re-advertisement period as well as facilitate installation of the fire alerting equipment as expeditiously as possible. In the event that, after 14 days, staff is unsuccessful in negotiation and execution of a contract the project will be re-advertised pursuant to Public Contract Code Section 20166. Environmental Review Determining the bid as nonresponsive and re-advertising is not a project as defined by the California Environmental Quality Act, and no further action is required. Council P�io�ity/City Manage� Goals • This agenda item is a routine operational item. Attachments ^Location Map ^Bid Tab / ., '�-- � h �— �C/ t �n -- � � � j� �Q �� . , j � � .�._ �r_ � � � �� i _ �I�_ z I — , _� i � i � � —� � � �� y � � T �� I 6 � �� , 1 � , � `i _ � � � � � �� i�� w,�2g9 �� ( l � � I —' ' i:__ � 8 ' _ i 1 � �a � — , � , , , �. �. % � � , ��,�,,- , i �� , � . , \� �> <. '.,� �� i—''' � " " I ?g9x � ��`` �� ,�t � � � �i s � 2 � , � 1 r — I i i - � G �� 5 - � f HWY 44 Ji� 3 �� —�--� , -�—�, .1...�; � - �, -- — I _ r�_ _�� a � � � � �._ . � �-.� - � �� , __) I � �� ,�i f � � � _.._ _ t� _ — --� ;�'�1 � I �._ l t " �� _ 4 �''� I � ; �\ � .� \ � � 1:= N �\ �� u � � � _� c�� \, � — � �� -- � — � -� �—'��_ —.,�_,r,.,,��1 � j��r � � �` I r __� — �-- i �. I �� ;��` I �a ! 7 � �I I � (�� f�..X� ��. � � � � e �� a�� J`-1 \ 7 __,� I _ � \`. �"� ' `, � � %��''�" � � � � ..�-__ � ,/ `E nya � I �� `-� \ L `1 vp -� /"�S<.w�:)J � � LEGEND °� F 'ti,,� ` ' �'s� �--- 9�,� � _ �� # FIRE STATION � �� s - �!' �� ,� �—��,4y, �� R�O� CITY OF REDDING EXHIBIT A _ Z PUBLIC WORKS CITY OF REDDING FIRE STATIONS � � �f-� �'� DEPARTMENT ��+� LOCATION MAP BID TABULATION FOR: Fire Station Alerting System Installation Bid Schedule No.: 5499 ENGINEER'S EST Exhibit One Cor 8/22/2024 UNIT UNIT UNIT UNIT ITEM DESCRIPTION UNIT QTY PRICE TOTAL PRICE TOTAL PRICE TOTA� PRICE TOTAL Primary Dispatch Fire 1 Station Alerting System LS 1 $8,000.00 $8,000.00 $20,067.80 $20,067.80 Station 1 Fire Station 2 Alerting System LS 1 $47,500.00 $47,500.00 $20,067.00 $20,067.00 tation 2 Fire tation 3 Alerting System LS 1 $14,000.00 $14,000.00 $200,267.00 $20,067.00 Station 3 Fire Station 4 Alerting System LS 1 $18,500.00 $18,500.00 $20,067.00 $20,067.00 a ion ire a �on 5 Alerting System LS 1 $17,000.00 $17,000.00 $20,067.00 $20,067.00 Station 5 Fire Station 6 Alerting System LS 1 $39,500.00 $39,500.00 $20,067.00 $20,067.00 Station 6 Fire Station 7 Alerting System LS 1 $15,500.00 $15,500.00 $20,067.00 $20,067.00 Station 7 Fire Station 8 Alerting System LS 1 $37,000.00 $37,000.00 $20,067.00 $20,067.00 Station 8 Fire Station 9 Alerting System LS 1 $33,000.00 $33,000.00 $20,067.00 $20,067.00 Headquarters Fire tation 10 Alerting System LS 1 $15,000.00 $15,000.00 $20,067.00 $20,067.00 Furnish and Install Fire 11 Station IDF LS 1 $20,000.00 $20,000.00 $0.00 $0.00 TOTAL -CONTRACT ITEMS $265,000.00 $200,670.80 Contractor did not submit bid on correct City proposal form and is therefore deemed non-responsive. 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