Report to Mayor and City Council
Tuesday, September 17, 2024
Consent
SUBJECT:
Title
CONSIDER AWARD OF A CONSTRUCTION CONTRACT TO CALTEC CORP., FOR PROJECT NO.1632 CARSON COMMUNITY CENTER FOLDING WALL (CITY COUNCIL)
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I. SUMMARY
Project 1632: Community Center Folding Wall System is part of the City’s Capital Improvement Program. The project includes the removal of the existing coiling wall and replacing it with a new folding wall system. The Invitation for Bids (IFB) was advertised in a newspaper of local circulation and through the PlanetBids Portal from July 17, 2024 to August 5, 2024. One bid was received and opened at the City Clerk’s office on August 5, 2024. Public Works Engineering determined that CALTEC CORP. was the lowest responsive and responsible bidder, with a total bid amount of $1,484,000.00.
Staff is requesting City Council to award a Construction Contract to CALTEC CORP. for a not-to-exceed amount of $1,484,000.00.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Construction Contract to CALTEC CORP., the lowest responsive and responsible bidder, for Project No. 1632: Carson Community Center Folding Wall, in the amount of $1,484,000.00.
2. AUTHORIZE the Mayor to execute a Construction Contract with CALTECH CORP., following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT the bid.
2. TAKE another action the City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
Project 1632: Community Center Folding Wall System is part of the City’s adopted 5-year Capital Improvements Program (CIP) projects. The project includes the removal of the old coiling wall and replacing it with a new folding wall system. Originally, the upgrade to Lighting/Audio Visual System was included in the scope of work for this project. Staff was authorized to separate the project into two parts: the Coiling Wall, and the AV/Lighting Systems. One of the City’s On-Call Consultants, BOA Architecture, Inc. (BOA) was awarded a task order to separate the project.
BOA has completed the Plans, Specifications, and estimates (PS&E) for these improvements (Exhibit No. 1). The Purchasing Division advertised the Invitation for Bids in a newspaper of local circulation and through the Planet Bids Portal from July 17, 2024 to August 5, 2024. One bid was received from CALTEC Corp (Exhibit No. 2) which was determined to be the lowest responsive and responsible bidder, with a total bid of $1,484,000.00.
With additional design efforts by BOA and splitting the project into two phases, Folding Wall and Audio-Visual, the current proposal came under the Engineer’s estimate for the folding wall phase. This is attributed to the contractor focusing only on one discipline and trade while allowing the Audio-Visual phase to be bid out for separately which will also give this component a more competitive bid.
Staff is requesting City Council to award a Construction Contract to CALTEC CORP. for a not-to-exceed amount of $1,484,000.00 (Exhibit No. 3).
If any unforeseen construction work such as substructure conflicts, lead containing materials removal and disposal, material testing shall arise, resulting in a need to execute change orders, staff will bring the matter to Council and ask for additional funds at that time.
V. FISCAL IMPACT
The construction bid amount for this improvement project is $1,484,000.00.
The total project cost is included in the FY 2024-2025 CIP budget utilizing CIP-General Fund Account 101-99-999-904-8005.
VI. EXHIBITS
1. Folding Wall Plans (pgs. 3 - 41)
2. CALTEC Bid (pgs. 42-69)
3. CALTEC Agreement
Prepared by: Dr. Arlington Rodgers Jr., Director of Public Works and Gilbert Marquez, P.E. City Engineer and Ken Young, Senior Civil Engineer