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HomeMy WebLinkAboutItem 1g - Reject RFP for PD Fuel Station Canopy Project Reject Proposal for the Police Department Canopy Fuel Station Canopy Project April 18, 2017 Page 1 of 2 DATE: April 18, 2017 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director SUBJECT: REJECT THE ONE PROPOSAL RECEIVED FOR ENGINEERING DESIGN SERVICES FOR THE POLICE DEPARTMENT FUEL STATION CANOPY PROJECT, AND DIRECT STAFF TO SOLICIT ADDITIONAL PROPOSALS Recommendation: Approve SUMMARY The Fiscal Year 2016-17 Capital Improvement Program (“CIP”) includes funding for professional engineering services for structural design, construction cost estimates, engineering analysis, and preparation of plans and specifications for the Police Department Fuel Station Canopy Project. To ensure the City is receiving the highest quality of service and most competitive pricing for structural engineering design services, the Public Works Services Department (“PWSD”) solicited a formal request for proposals (“RFP”). Only one proposal was received and it exceeded the estimated budget for these services. It is recommended that the City Council reject the one proposal received for professional engineering design services for the Police Department Fuel Station Canopy Project and direct staff to revise the RFP specifications and solicit additional proposals. DISCUSSION The PWSD is responsible for the maintenance of all City owned facilities. Facility improvements are budgeted through the CIP which addresses needed improvements, new construction, and replacement of antiquated equipment. Currently the Police Department’s fueling station is open and unprotected from weather conditions, leaving both personnel and equipment vulnerable to rain, sun, and other potentially damaging seasonal elements. Additionally, the area is currently lit with dim and inefficient High Pressure Sodium light fixtures. The Police Department Fuel Station Canopy Project will include the construction of a new cantilevered steel canopy with integrated energy efficient LED lighting. Reject Proposal for the Police Department Canopy Fuel Station Canopy Project April 18, 2017 Page 2 of 2 The Fiscal Year 2016-17 CIP includes funding for professional engineering services for structural design, engineering and solar technology analysis, construction cost estimates, and preparation of plans and specifications for the project. Construction for the project is included in the CIP for Fiscal Year 2017-2018. A RFP was published in the City’s local adjudicated paper and proposal packages were sent to local firms that provide professional engineering services. The City Clerk accepted one proposal on March 21, 2017, with the following results: Firm Location Proposed Amount Cannon Corporation San Luis Obispo, CA $55,310 The one proposal received exceeded the project manager’s estimate of $35,000 for these services. PWSD reached out to all firms that were sent the RFP to inquire as to why they did not submit a proposal and the responses varied. Some firms felt the project was too small for their expertise, other firms require projects to combine both design and build services, while other firms felt they lacked the experience in designing this particular type of structure. The PWSD reviewed the one proposal received and felt that the design analysis for the solar panels might have added to the cost. Staff will review the scope of services in the RFP to see if changes are needed and seek additional proposals. FISCAL IMPACT Funds in the amount of $35,000 have been budgeted for professional engineering design services as a part of the FY 2016-17 CIP for the Police Department Fuel Station Canopy Project. RECOMMENDATION It is recommended that the City Council reject the one proposal received for engineering design services for the Police Department fuel station canopy project, and direct staff to solicit additional proposals.