Title:
Title
Rejection of Bids: Department of Utilities 35th Avenue Demonstration Garden Project
End
FileID
File ID: 2019-00105
Location
Location: 1395 35th Ave, District 5
Recommendation:
Recommendation
Pass a Motion rejecting all bids received on November 28, 2018 under invitation to Bid B19014541005 for the Department of Utilities’ 35th Avenue Demonstration Garden Project.
Contact: Roshini Das, Sustainability Manager (916) 808-6270; Jim Peifer, Principal Engineer, (916) 808-1416, Department of Utilities; Kevin Love, Facilities Program Manager, (916) 808-5592; Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
Description/Analysis
Issue Detail: The Department of Utilities (DOU) solicited bids to obtain the services of a landscape contractor to re-landscape the area around DOU’s administrative offices. The existing landscape was damaged from the last drought conditions, which resulted in irreparable damage to soil conditions, plants and trees. The project will include river friendly native plants, permeable pavement, cisterns, training space, water efficient irrigation technologies and systems, and electric vehicle charging stations. The new landscape will be utilized as a demonstration and training space to educate City residents and businesses about water efficient landscape practices, low impact development strategies, use of rain barrels and cisterns.
On November 2, 2018, Department of Public Works issued invitation for Bid B19014541005 for the Department of Utilities’ 35th Avenue Demonstration Garden Project. Three companies submitted bids on November 28, 2018. Upon evaluation of the bids received, staff noted that listed quantity requirements on some materials were imprecise, which led to confusion and a large spread in the bid proposals. As a result, staff is not able to clearly identify which bid provides the City with the intended scope of work and the best possible price.
Staff recommends that Council reject all bids received for Bid B19014541005, so that the bid documents can be corrected for the quantity requirements and re-advertised to ensure a competitive bidding process. It is expected that more contractors may submit bids.
Policy Considerations: The recommendation in this report is in accordance with the provisions of City Code Chapter 3.60 and consistent with Administrative Policy 4002, Section 8.5 (b), which requires that rejection of bids for contracts $100,000 or more be approved by the City Council.
Economic Impacts: Not applicable for this action.
Environmental Considerations: The Community Development Department, Environmental Services Manager has determined that the proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378(b). The rejection of bids is an administrative activity that will not result in a direct or indirect physical change in the environment and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: The upgrade of the 35th Avenue Demonstration garden project is consistent with City’s Climate Action Plan goal U2.1.15 requiring City to use water conservation gardens to demonstrate and promote water conserving landscapes; goal U 2.1.16 requiring City to promote “River Friendly Landscaping’” techniques; goal U 4.1.5 to encourage “green infrastructure” design and Low Impact Development techniques and goal U 2.1.15 to promote the use of rain barrels and rain gardens to conserve water. Also included in the project is the installation of Electric Vehicle (EV) charging stations at the campus, which is consistent with City Council adopted strategic goals of increasing EV adoption and the target of increasing household ownership of EVs from 2% to 35%.
Commission/Committee Action: None
Rationale for Recommendation: Rejection of bids will allow this project to be re-bid and may increase participation from the contracting community and obtain more competitive bid proposals.
Financial Considerations: This report does not result in any financial impact to the City.
Local Business Enterprise (LBE): Not applicable.