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Home My WebLink About2017-03-14; City Council; ; Adopt a Resolution accepting bids and awarding a contract to RAN Enterprises, Inc. in the amount of $681,490 for the City Hall Roof Replacement and HVAC Refurbishment, Project No. 4718.CA Review l~ @ S~~fiR~port Meeting Date: To: From: Staff Contact: Subject: March 14, 2017 Mayor and City Council ~ Kevin Crawford, City Manage~ Steven Stewart, Municipal Projects Manager Steven.Stewart@carlsbadca.gov or 760-602-7543 Adopt a Resolution accepting bids and awarding a contract to RAN Enterprises, Inc., in the amount of $681,490 for the City Hall Roof Replacement and HVAC Refurbishment, Project No. 4718. Recommended Action Adopt a Resolution accepting bids and awarding a contract to RAN Enterprises, Inc., in the amount of $681,490 for the City Hall Roof Replacement and HVAC Refurbishment, Project No. 4718. Executive Summary On December 13, 2016, City Council approved Resolution No. 2016-240 to allow the plans and specifications for the City Hall Roof Replacement and HVAC Refurbishment, Project No. 4718, to be advertised for bid. The documents were posted on Planet Bids and a pre-bid conference was held at City Hall on January 11, 2017. Bids were received on January 25, 2017, and the lowest responsive bid was from RAN Enterprises, Inc. in the amount of $681,490. Discussion The City Hall facility was constructed in 1968. The Faithful & Gould report estimates that the roof was likely replaced in 1995 and should therefore be replaced again in 2016 as it is beyond its typical useful life. The report also states that the roof top air handlers are in excess of 20 years old, beyond their typical useful life and should also be replaced. An estimate of $404,000 was presented to Council for authorization to bid. Two additional estimates were solicited prior to bidding for both HVAC and roof work. The average of these three informal estimates was $705,525. This final estimate reflects the opinions of the roof architect and a HVAC engineer and is more in line with the bid values received. The bids received for this work were evaluated by staff to ensure completeness and compliance with the bidding requirements. The bids were then ranked based on bid value, as shown below: Item #2 March 14, 2017 Page 1 of 6 CONTRACTOR TOTAL BID 1. ERC Roofing and Waterproofing $642,305 2. RAN Enterprises, Inc. $681,490 3. Prava Construction Services, Inc. $726,301 4. Cyber Professional Solutions, Corp. $769,842 Though ERC Roofing and Waterproofing submitted the lowest bid in the amount of $642,305, staff found their bid documents to be non-responsive. ERC Roofing and Waterproofing did not provide notarized signatures on its bid and bond documents and erroneous information was provided for one of its subcontactors. Staff has completed a review of the next lowest bidder, RAN Enterprises, Inc., and has found their bid to be responsive. Given that the bidding environment was competitive and there are sufficient funds in the project budget, staff recommends accepting the second lowest bid and awarding a contract to RAN Enterprises, Inc. This project will result in meeting objectives of the city's Energy Conservation and Management Policy 71 and the Climate Action Plan. Specifically, these features include: • Energy efficiency {Policy No. 71, paragraph 2 Construction of Civic Facilities, subparagraph a: Design and construct mechanical and electrical systems to achieve the maximum energy efficiency achievable with current technology) • Energy management and control {Policy No. 71, paragraph 3 Building Maintenance and Operation: Standardized energy management and control systems shall be utilized in all Civic Facilities to minimize energy consumption) • Commission city facilities {CAP Action G-2: Commission city facilities to improve building operations and energy costs) Fiscal Analysis The following table shows the construction budget and the current value of the remaining funds in the overall project budget. As indicated, there are sufficient funds available to complete the project, as shown below: CITY HALL ROOF REPLACEMENT AND HVAC REFURBISHMENT, PROJECT NO. 4718 Balance in Current Appropriation (Infrastructure Replacement Fund) $831,567 Current Encumbrances $41,226 TOTAL AVAILABLE FUNDING IN CIP PROJECT NO. 4718 $790,341 Construction Contract (RAN Enterprises, Inc. bid) $681,490 Construction Contingency at 12% $81,779 TOTAL ESTIMATED CONSTRUCTION COSTS $763,269 ADDITIONAL APPROPRIATION REQUIRED $0 Item #2 March 14, 2017 Page 2 of 6 Next Steps If approved, staff will initiate a contract with RAN Enterprises, Inc. Once contract documents are fully executed and a purchase order is issued, a pre-construction meeting will be held to determine the project start date. Environmental Evaluation (CEQA) The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(d) -restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety, involving negligible or no expansion of use. Public Notification None required. Exhibits 1. Resolution accepting bids and awarding a contract to RAN Enterprises, Inc., in the amount of $681,490 for the City Hall Roof Replacement and HVAC Refurbishment, Project No. 4718 2. Location Map Item #2 March 14, 2017 Page 3 of 6 RESOLUTION NO. 2017-040 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO RAN ENTERPRISES, INC., IN THE AMOUNT OF $681,490 FOR THE CITY HALL ROOF REPLACEMENT AND HVAC REFURBISHMENT, PROJECT NO. 4718 Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California has determined that there has been a public solicitation for the City Hall roof replacement and HVAC refurbishment work; and WHEREAS, on Dec. 13, 2016 through the adoption of Resolution No. 2016-240, the City Council approved plans and specifications, and authorized the City Clerk to advertise to receive bids for the City Hall roof replacement and HVAC refurbishment work; and WHEREAS, four bids were received on Jan. 25, 2017, by the City of Carlsbad for this work; and WHEREAS, staff has determined that RAN Enterprises, Inc., is the lowest responsive bidder; and WHEREAS, there is adequate funding in the project budget. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the bid in the amount of $681,490 submitted by RAN Enterprises, Inc., is accepted and the Mayor is authorized and directed to execute a contract with RAN Enterprises, Inc., in the amount of $681,490 for the City Hall Roof Replacement and HVAC Refurbishment, Project No. 4718. 3. That the City Manager or designee is hereby authorized to execute change orders up to $81,779 for this project. 4. That the award of this contract is contingent upon RAN Enterprises, Inc., executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 working days of adoption of this resolution. The City Manager may grant reasonable extensions of time. Item #2 March 14, 2017 Page 4 of 6 Exhibit 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 14th day of March, 2017, by the following vote, to wit: AYES: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. NOES: None. ABSENT: None. (SEAL) Item #2 March 14, 2017 Page 5 of 6 BENA VISTA LAGOON NOT TO SCALE PROJECT NAME MAP CITY HALL ROOF REPLACEMENT AND HVAC REFURBISHMENT PLOTTED BY: SCOTT EVANS Exhibit 2 PROJECT NUMBER 4718 EXHIBIT 0 Item #2 March 14, 2017 Page 6 of 6