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Home My WebLink About04. Reject all bids for construction of Fire Protection System-Phase 2, DP 7322Ite m 4. CENTRAL SAN BOARD OF DI RECTORS POSIT IO N PA PER M E E T I NG D AT E :A UG US T 17, 2017 S UB J E C T: R E J E C T A L L B I D S R E C E I V E D F O R T HE C O NS T R UC T I O N O F T HE F I R E P R O T E C T I O N S YS T E M - P HA S E 2, D I S T R I C T P R O J E C T 7322 S UB M I T T E D B Y: J AY L I N, A S S O C I AT E E NG I NE E R I NI T I AT I NG D E PART M E NT: E NG I NE E R I NG A ND T E C HNI C A L S E RV I C E S - C A P I TA L P R O J E C T S RE V I E WE D B Y:C R A I G MI Z UTA NI , S E NI O R E NG I NE E R E D G A R J . L O P E Z , C A P I TA L P R O J E C T S D I V I S I O N MA NA G E R J E A N-MA R C P E T I T, D I R E C TO R O F E NG I NE E R I NG A ND T E C HNI C A L S E RV I C E S R oger S . B ailey G eneral Manager I S S UE O n J uly 25, 2017, two sealed bids were rec eived and opened f or the cons truction of the F ire P rotection S ystem – P has e 2, D istrict P roject 7322 (P roject). T he B oard of D irectors must award the contract or reject bids within 50 days of the bid opening. B AC K G RO UND E xisting f ire protection systems at the treatment plant have been installed over a 45-year period and been expanded or upgraded on a project-to-projec t basis. T he older systems are becoming unreliable and dif f icult to maintain. T he original, circa 1970’s treatment plant f ire alarm s ys tem (main system) was designed to monitor pull stations and sprinkler activation in the P lant O perations B uilding (P O D ), treatment plant and monitor other building f ire systems . I n addition, this system is the primary notif ication to the control room operators and occupied buildings in the event of a f ire. Very little work has been done on the main system other than a panel and device replacement in 2002. Troubles hooting and repairing the main system has been extremely dif f icult and the s ystem is problematic. R epeated expensive service calls August 17, 2017 Regular Board Meeting Agenda Packet - Page 24 of 102 Page 1 of 4 have not f ully res olved the issues. D ue to the age, maintenance dif f iculty and criticality of the system, s taf f hired D T N E ngineers, I nc. (D T N) to evaluate the f ire alarm system and replacement of the system was recommended. P hase 1 of the P roject, completed in 2013, replaced the outdated Headquarters O f f ice B uilding f ire system and c orrected limited treatment plant def iciencies. A predesign was perf ormed to provide a comprehensive evaluation of all staf f ed and c ritical process areas in the treatment plant and recommend improvements f or lif e saf ety of occupied (public and staf f ) areas. A s a res ult, scope was identif ied f or existing and f uture project phases. F inal des ign included engineering des ign f or installation of the highes t priority items, inc luding the P O D Multi-P urpos e R oom sprinkler system, f iber optic network installation f or f ire panels, s tandby power f ire panel replac ement, f uel oil tank area f oam trailer addition, and other related systems. C entral S an s taf f and D T N prepared the plans and specif ications f or the P roject. T he E ngineer ’s estimate f or construction was $700,000. T his P rojec t was advertised on J une 2 and 12, 2017. Two sealed bids were received and publicly opened on J uly 25, 2017. B oth bids ($1,594,000 and $1,695,600) are signif icantly higher than the E ngineer ’s estimate and budget f or the P rojec t. More than thirty c ontractors were contacted and the bid opening was extended by three weeks to promote interest in the P roject. T he planholders list c ontained ten (10) general and electrical contractors. S taf f received the f ollowing contractor f eedback af ter the bid opening: T he demand f or electrical contractors is high and many have suf f ic ient backlog of projects and are not bidding as aggressively. T he contractors who bid reported that s pecialized f ire protection equipment and f iber optic cable prices were higher than anticipated. T he P rojec t included various site loc ations throughout the treatment plant which made it dif f icult to estimate c osts. B oth contractors that bid did not attend the pre-bid job walk. O verall, the bid environment is less c ompetitive than the past f ew years. A ll of these f ac tors resulted in bids that exc eeded the E ngineer ’s estimate. S taf f will repackage the P roject and bid the def icient items related to the f ire alarm systems due to permit conditions f or the systems by the C ontra C osta C ounty F ire P rotection D istrict (F ire D istric t) and possibly redesigning portions of the P roject or def erring some s c ope items. T heref ore, staf f c oncluded that it is in the best interests of the public and C entral S an to rejec t the bids, incorporate changes, and rebid the P roject. T he P roject will be rebid this f iscal year. ALT E RNAT I V E S /C O NS I D E RAT I O NS 1) C onsider awarding the P roject, which is not recommended f or the reas ons stated above. 2) D o not rebid another project, which is not recommended since several items need replacement immediately to comply with the c ode and permit conditions by the authority having jurisdic tion, the F ire D istrict. F I NANC I AL I M PAC T S T he total cos t of rebid and potential re-des ign of the P roject will be inf luenc ed by the project scope revisions. However, the costs associated with rebidding may range f rom $20,000 to $30,000. A dditional budget may be required at time of award. August 17, 2017 Regular Board Meeting Agenda Packet - Page 25 of 102 Page 2 of 4 C O M M I T T E E RE C O M M E ND AT I O N S taf f recommendation to reject all bids was announced at the S pecial E ngineering and O perations C ommittee Meeting held on J uly 31, 2017. RE C O M M E ND E D B O ARD AC T I O N S taf f recommends rejecting all bids received f or the construction of the F ire P rotection S ystem – P has e 2, D istrict P rojec t 7322. Strategic Plan Tie-I n G O A L F I V E : M aintain a R eliable I nfr astr uctur e Strategy 3 - Protect District Personnel and Assets from Threats and Emergencies AT TAC HM E NT S : D escription 1. S ummary of B ids August 17, 2017 Regular Board Meeting Agenda Packet - Page 26 of 102 Page 3 of 4 ATTACHMENT 1 FIRE PROTECTION SYSTEM – PHASE 2 DISTRICT PROJECT 7322 SUMMARY OF BIDS PROJECT NO.: 7322 NO. OF ADDENDA: 3 DATE/TIME: JULY 25, 2017/2:00 PM PROJECT NAME: FIRE PROTECTION SYSTEMS – PHASE 2 PROJECT MANAGER: JAY LIN PROJECT LOCATION: 5019 IMHOFF PLACE, MARTINEZ, CALIFORNIA ENGINEER'S ESTIMATE: $700,000 NO. BIDDER BID PRICE 1 Del Monte Electric Co., Inc. Dublin, California $1,594,000 2 Contra Costa Electric, Inc. Martinez, California $1,695,600 BIDS OPENED BY: /s/ Elaine R. Boehme, CMC DATE: July 25, 2017 August 17, 2017 Regular Board Meeting Agenda Packet - Page 27 of 102 Page 4 of 4