HomeMy WebLinkAbout05 - Police Department Generator ReplacementCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
June 23, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Tom Sandefur, Associate Civil Engineer
949 -644 -3312 or tsandefur @city.newport- beach.ca.us
SUBJECT: POLICE DEPARTMENT GENERATOR REPLACEMENT — AWARD OF
CONTRACT NO. 4056
Recommendations:
1. Approve the project plans and specifications.
2. Award Contract No. 4056 to Gammill Electric, Inc., for the Total Bid Price of
$245,958.00 and authorize the Mayor and the City Clerk to execute the contract.
3. Establish an amount of $36,800 (15% of Total Bid) to cover the cost of
unforeseen work.
Discussion:
At 10:00 a.m. on June 10, 2009 the City Clerk opened and read the following bids for
this project:
BIDDER
Low Gammill Electric, Inc.
2 American Electric, Co.
3 Mel Smith Electric, Inc.
4 Best Electric
5 Fore Engineering Construction, Inc.
6 Brewster Electric, Inc.
7 Minako America Corp.
AS -READ BID CORRECTED BID
$245,958.00 - --
$252,400.00 $252,406.22
$253,317.25 - - - --
$281,809.00 - - - --
$239,490.00 $284,604.17
$294,231.76 $294,232.37
$377,000.00 $377,014.05
During the bid reading at the City Clerk's office, the apparent low bidder was Fore
Engineering Construction, Inc. However, after double checking the unit prices Fore
submitted, it became apparent that Fore (as well as several other bidders) had made
several multiplication mistakes. The Corrected Bid Amounts for all bidders were
calculated with the submitted Unit Prices, per the Instructions to Bidders:
6. Bids are to be computed upon the estimated quantities indicated in the
PROPOSAL multiplied by unit price submitted by the bidder. In the event of
discrepancy between wording and figures, bid wording shall prevail over bid figures.
Police Department Generator Replacement —Award of Contract No. 4056
June 23, 2009
Page: 2
In the event of error in the multiplication of estimated quantity by unit price, the
correct multiplication will be computed and the bids will be compared with correctly
multiplied totals. The City shall not be held responsible for bidder errors and
omissions in the PROPOSAL.
As a result, the actual low bidder is Gammill Electric, Inc. Fore has submitted a letter
protesting the bid results. However, staff is confident that, based on the Instructions to
Bidders, Gammill Electric is the low bidder.
The low total bid amount is 55 percent below the Engineer's Estimate of $446,635. The
difference between the engineer's estimate and the low bid amount may be related to the
current down turn in the economy and the number of contractors looking for work. The low
bidder, Gammill Electric, possesses a California State Contractors License Classification
"C -10" as required by the project specifications.
The existing emergency backup generator at the Police Facility is 75 kW and only backs -
up a limited number of key Police Department operations. A large number of items are not
currently tied to the existing generator, including some lighting, air conditioning and
computer terminals. The proposed 300 kW generator is sized to allow the Department to
be fully operational during a power outage. There is sufficient excess capacity in the
proposed generator to allow some additional connections to be made, should the
Department require them.
The work necessary for the completion of this contract consists of procuring and
installing a new diesel powered emergency backup generator including removing
existing generator, clearing, grubbing and pouring for a concrete foundation slab,
running electrical conduit, procuring and installing new automatic transfer switch,
providing temporary power to police facility, and all testing and certification to make the
generator operable.
Pursuant to the Contract Specifications, the Contractor will have 120 consecutive
working days to complete the work. Up to 60 consecutive working days shall be
granted for shop drawing preparation, review and approval, generator manufacturing
and delivery. After the manufacture and delivery of the generator, the Contractor shall
install and complete all construction activities under the contract within 60 working days.
Environmental Review:
The operation of a diesel backup generator requires a South Coast Air Quality
Management District Permit to Construct and Operate. The permit will be applied for
during the construction process. A Certified Equipment Permit, supplied by the
manufacturer of the generator, must be submitted to SCAQMD for the Permit to Construct
and Operate.
Public Notice:
The Notice Inviting Bids was advertised in the City's official publication and in
construction industry publications.
Police Department Generator Replacement— Award of Contract No. 4056
June 23, 2009
Page: 3
Geotechnical and Other Costs:
No geotechnical or other costs are anticipated on this project. $1,000 is included for
printing and other incidentals.
Funding Availability:
Upon approval of the budget amendment, sufficient funds are available in the following
accounts for the project:
Account Description
General Fund
Proposed uses are as follows:
Vendor
Gammill Electric, Inc.
Gammill Electric, Inc.
Various
Prepared by:
e�y
Tom Sandefur
Associate Civil Engineer
Account Number Amount
7019- C1820918 $283,758.00
Total: $ 283,758.00
Purpose Amount
Construction Contract $245,958.00
Construction Contingency $36,800.00
Printing and Incidentals $1,000.00
Total: $ 283,758.00