HomeMy WebLinkAboutItem 2h: Reject the bids for the renovation of Cay Mortenson Library Auditorium and re-bid the contract.1111100 - , 1
Public Works Services Department
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: REJECT THE BIDS FOR THE RENOVATION OF CAY MORTENSON
LIBRARY AUDITORIUM PROJECT AND DIRECT STAFF TO RE -BID
THE CONTRACT
Recommendation: Approve
Al IMM®RY
The Fiscal Year 2012 -13 Capital Improvement Plan Budget includes a construction
project to renovate the Cay Mortenson Library Auditorium. A formal bid was conducted
to solicit bids for the project and on October 16, 2012, eight responsive bids were
received. However, all bids came out significantly higher than the project's approved
budget. In order to reduce project bid costs, the project's scope of work will need to be
scaled down. Therefore, it is recommended that the City Council reject the bids
submitted for the renovation for Cay Mortenson Library Auditorium Project and direct
staff to re -bid the project.
DISCUSSION
The Cay Mortenson Library Auditorium is over 50 years old and is in need of
improvements to the audiovisual and lighting system for the facility. The Auditorium is
used extensively for Library programs, including activities for community groups and
organizations highlighting uses for civic, cultural, charitable, intellectual, and educational
programs and community functions.
The Auditorium's existing electrical panel, overhead lighting, audiovisual equipment,
and interior design have not been improved for more than 50 years since the facility was
built. Current technology has surpassed the functionality of the Auditorium. As a result,
performances and instructional presentations have become increasingly challenging
due to the limited capabilities of the Auditorium's outdated audio visual and lighting
systems. The most essential proposed improvements include energy efficient
equipment and energy efficient lighting fixtures and bulbs. In addition, the facility would
Honorable Mayor and City Council
November 6, 2012
Page 2of3
benefit from aesthetic improvements such as painting, replacement of the carpet and
vinyl flooring, structural improvements to the entry way into the auditorium, and new
kitchen cabinets.
In order to address all these renovation issues, the Fiscal Year 2012 -13 Capital
Improvement Plan Budget included a construction project to renovate the Cay
Mortenson Library Auditorium in the amount of $160,000.
A Notice Inviting Bids was published in the City's adjudicated newspaper and bid
packages were distributed to area contractors. The City Clerk received nine sealed bids
on October 16, 2012, with the following result:
IBN Construction Inc.
MDE Group Inc.
Lundgren Builders
G2K Construction Inc.
Mallcraft Inc.
Western Alta Construction
Cal -City Construction Inc.
Fast -Track Construction Corp.
Magic Hammer Development, Inc.
Location
Orange, CA
Riverside, CA
Valencia, CA
Encino, CA
Pasadena, CA
Tustin, CA
Cerritos, CA
Culver City, CA
Tarzana, CA
$293,550
$297,852
$343,843
$345,000
$358,000
$358,534
$360,128
$445,340
Non - responsive
Nine bids were received for this solicitation, however, after the bids were received, one
bidder, Magic Hammer Development, Inc., withdrew their bid submittal because they
forgot to include the material costs in their bid proposal, which was required in the bid
specifications.
The Fiscal Year 2012 -13 Capital Improvement Plan budget for the renovation of Cay
Mortenson Library Auditorium Project is $160,000, which is significantly less than the
bid amounts that were received. In order to stay within the project's approved budget,
the scope of work from the original bid specifications will need to be scaled down to only
include the major components of the renovation project, which affect the functionality of
the auditorium. As such, the new scope of work will focus on the upgrade of the
existing audio /visual and lighting systems, and the installation of new sound proofing in
the auditorium.
All the bid costs received for this project went over the Fiscal Year 2012 -13 Capital
Improvement Plan's approved budget for this project. Therefore, it is recommended
that the City Council reject all bids and direct staff to scale down the project to include
only necessary improvements that will improve the audio visual and lighting systems
and to re -bid the project. A few of the other components that were previously included
in the design will be listed as bid alternates. If the bids come in low, these components
can be included, otherwise they will be included as an additional phase should that be
the direction.
Honorable Mayor and City Council
November 6, 2012
Page 3 of 3
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$160,000 has been budgeted from Fiscal Year 2012-13 Capital Improvement Plan
Budget for the Renovation of Cay Mortenson Library Auditorium Project.
It is recommended that the City Council approve the following:
1. Reject all bids for the Renovation of Cay Mortenson Library Auditorium
Project.
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Dominic Lazzarefto
City Manager