HomeMy WebLinkAbout05 AWARD CONTRACT FOR THE CITY YARD MECHANIC SHOP• Agenda Item 5
AGENDA REPORT Reviewed:
City Manager
Finance Director
MEETING DATE: OCTOBER 18, 2011
TO: WILLIAM A. HUSTON, INTERIM CITY MANAGER
FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
SUBJECT: AWARD CONTRACT FOR THE CITY YARD MECHANIC SHOP ROOF
REPLACEMENT CIP NO. 10032
SUMMARY
Staff is requesting that the City Council award the construction contract for the City Yard
Mechanic Shop Roof Replacement CIP No. 10032 to the lowest responsive/responsible
bidder.
RECOMMENDATION
It is recommended that the City Council deny the bid protest submitted and award the
construction contract for the City Yard Mechanic Shop Roof Replacement CIP No. 10032
to the lowest responsive/responsible bidder, Western States Roofing and authorize the
Mayor and City Clerk to execute the contract documents on behalf of the City.
FISCAL IMPACT
Sufficient funds have been budgeted and appropriated for this project in this Fiscal Year
2011-2012 Capital Improvement Program.
DISCUSSION
The roof on the City Yard Mechanic Shop has reached the end of its useful life and is
showing signs of deterioration. The proposed construction project will provide a new roof
for the City Yard Mechanic Shop with a 30-year manufacturer's warranty.
Formal bids were received on September 27, 2011 and reviewed by Public Works. A total
of five bids were received and are summarized as follows in order of least dollar amount:
• Western States Roofing ..................................................... $47,000
• Bishop, Inc .......................................................................... $59,924
• Vance & Associate Roofing, Inc ......................................... $65,176
• Best Contracting Services, Inc ........................................... $65,400
• Tecta America .................................................................... $81,000
Staff has reviewed the references and the State Contractor's License for Western States
Roofing and has determined that they are appropriate for the subject project.
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City Yard Mechanic Shop CIP 10032
October 18, 2011
Page 2
The City received a Formal Bid Protest dated September 27, 2011 from Bishop, Inc. In the
protest, Bishop, Inc. requested that the City find the apparent lowest bidder, Western
States Roofing, non-responsive for its alleged failure to attend the Mandatory Pre-Bid
Conference.
Contrary to the allegation, both Western States Roofing and Best Contracting Services did
attend the Mandatory Bid Conference. Rlthough arriving late, as a result of both
prospective bidders mistaking the Tustin Unified School District's (TUSD) Maintenance
Yard for the City's Field Services Yard, the two did attend the mandatory conference with
staff. The two facilities are located adjacent to each other along Service Road and are
commonly mistaken in this regard.
It is recommended that the City Council deny the bid protest award the construction
contract for the City Yard Mechanic Shop Roof Replacement CIP No. 10032 to the lowest
responsive/responsible bidder, Western States Roofing and authorize the Mayor and City
Clerk to execute the contract documents on behalf of the City.
~o~gl~s S. Stack, P.E.
pir~ct~r of Public WorkslCity Engineer
~:,~
Attachment: Bishop, Inc. letter dated September 27, 2011
Response to Bid Protest
S:\City Council Items\2011 Council Items\Award of Contract City Yard Mechanic Shop Roof CIP10032.docx
Attachment A
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HISFfL]P ROOFING
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FORMAL BID PRC1T'EST '
Ciciy of Tustin
300 Centennial Way
Tustin, CA 92'780
Attn: Jason Cbt~erchill
Re: I'rojeet CIP No_ 10032
City Yard Mechanic Shap Roof Replacement
Sir,
Please ccrosider this a formal bid protest, Western States Roofing should be considerednon-
respons£ve, as they did not attend t3~e "Mandatory Pre-$id Conference".
Section A, #3., clearly reads;
"iVlax~sdatory Pre-Bid Canference. do Tuesday, September 13, 2011 at 8~0 A.M., the Agency
will conduct a ~1+fandatorv pre-Bid conference for the purpose of reviewing the bid doc~xmezrts
and g~~ project conditions and requirements at the project site. Biddexs are to meet at 3472:
Service Road, Tustin, CA 92780."
„Attendance at t~-e Pre-Bid by potential bidders is mandatory: ~ilure to attend render the
~xid uan-~esrso~sive,"
Please forward this letter fio the City Attorney for review, said a response, as I believe this
constttvtes "'Unfair Bid Fraecticefi."
RespectfuLty submitted,
Walt White
Attachment B
i
'Department o~ Public ~lorks
Douglas S. Stack, P.E.
Director
September 29, 2011
Mr, Walt White
Estimator
Bishop, Inc.
1445 W CoAins Avenue
.Orange, CA 92826
Re: City of Tustfn -City Yard Mechanic Shap Roof Replacement
Project C!P 10032
Response to Bid Protest
Dear Mr. White:
The City of Tustin (°City°} received your Formal Bid Protest dated September 27, 2011 and has
reviewed the particulars therein. In your protest you request that the City find the apparent
lowest bidder, Western States Roofing, non-responsive for its alleged failure to attend the
Mandatory Pre-Bid Conference.
Contrary to your allegation, both Western States Roofing. and 9ast Contracting Services did'
attend the Mandatory Bid Conference. Although arriving late, as a result of both prospective
bidders mistaking the Tustin Unified School District's (TUSp} Maintenance Yard for the City's
Field Services Yard, the two did attend the mandatory conference by evidence of each signatory
on the Pre-Hid Conference sign-in sheet, attached for reference. The two facilities are located
adjacent to each other along Service Road and are commonly mistaken in this regard. I, John
Herrell, and Steve Lampman were still on the roof when both Western States Roofing and Best
Contracting Services arrived.
In conclusion, the City finds no merit in your protest and herby denies it based on the
information listed above. Further, the City staff intends to move fonrvard with recommendation
to the City Councf! at award of this project to Western States Roofing as the lowest responsive
bidder.
Thank you for taking the time to bid this project. We sincerely appreciate your interest in
providing services to the City of Tustin and welcarne any future opportunity with Bishop, inc. in
that regard.
Sincerely,
n J. Churchill
Field Services Manager
300 Centennial Way, Tustin, CA 92780 • P: (714) 573-3t50 • F: {714) ?34-8991 • www.teistinca.org
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