Title
Ratify the Director of Public Works’ (Interim Director of Public Works and Facilities) action of proceeding with the re-advertisement for bids for the San Lucas Branch Library, Project No. 8548, Bid Package No. 10567.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors ratify the Director of Public Works’ (Interim Director of Public Works and Facilities) action of proceeding with the re-advertisement for bids for the San Lucas Branch Library, Project No. 8548, Bid Package No. 10567.
SUMMARY/DISCUSSION:
The recommended action ratifies the Interim Director of Public Works and Facilities proceeding with the re-advertisement and bid selection for the construction phase of the San Lucas Branch Library, Project No. 8548, Bid Package No. 10567 (Project).
On December 8, 2015, the Board of Supervisors adopted the Plans and Specifications and authorized RMA-Public Works (RMA-PW) to advertise for bids for the San Lucas Branch Library, Project No. 8548, Bid Package No. 10542. The bid opening was set for Thursday, January 14, 2016, at 2:00 p.m. The Architect’s Estimate range for construction was between $435,000 and $500,000. One bid was received with a base bid of $658,000. The bid was later reviewed by RMA-PW and County Counsel and deemed unresponsive due to bidder errors on the bid form. The contractor was notified of the County’s determination regarding this bid, and Bid Package No. 10542 was closed. To preserve the Project’s schedule as much as possible, the Contracts/Purchasing Manager has issued a new bid number with which to immediately re-advertise for bids and proceed with bid selection for the construction phase of the Project. The re-advertisement will cause a two month delay to the project. Construction is now scheduled to begin in April 2016, with completion anticipated in December 2016. There are no recommended changes to the project scope at this time. The Plans and Specifications have been updated with the new bid number, Bid Package No. 10567. The bid was re-advertised both in the Monterey County Weekly on February 4, 2016, and the South County Newspapers on February 3, 2016. This bid opening is set for Thursday, February 25, 2016, at 2:00 p.m., in the RMA-PW Conference Room 2060, Monterey County Government Center, 168 West Alisal Street 2nd Floor, Salinas, California 93901.
OTHER AGENCY INVOLVEMENT:
RMA-Public Works coordinated with Monterey County Free Libraries (MCFL), County Administrative Office Contracts/Purchasing, and County Counsel regarding the closing of Bid No. 10542, and the re-advertisement of the Project under Bid No. 10567.
FINANCING:
The total estimated project cost is $1,531,152. The Project is fully funded with $344,187 in Capital Funds; $410 in an Excess Sales Deposit; $350,000 donation from the Foundation for Monterey County Free Libraries; $350,000 grant from the Monterey Peninsula Foundation; $150,938 grant from the Community Development Block Grant (CDBG); $200,000 grant from United States Environmental Protection Agency (USEPA) and $135,617 from MCFL.
The re-advertisement and construction schedule delay is estimated to cost $5,123 including $700 for temporary fencing; $823 for advertisement in the Monterey Weekly and King City Rustler; and approximately $3,600 for administrative staff time. The Project has sufficient funding to cover the estimated additional costs associated with the re-advertisement. The single project base bid that was received exceeded the probable construction cost by 30%. If the rebid results in the lowest bid exceeding the probable construction cost again, additional funding will be required to complete the Project.
Prepared by: Florence Kabwasa-Green, Project Manager II, (831)755-4805
Approved by: Benny J. Young, Interim Director of Public Works & Facilities
Approved by: Carl P. Holm, AICP, RMA Director
Dated: February 15, 2016
Attachments: San Lucas Branch Library Project 8548, Bid Package No. 10567