Title
Recommendation to Reject All Bids, Release All Bonds, and Authorize City Staff to Advertise for Rebidding the Mastick Senior Center Roof Replacement Project PW 02-24-07.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction). (Public Works C41000)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Mastick Senior Center’s roof has exceeded its life expectancy and requires replacement. The project is a scheduled activity in the City of Alameda’s (City) Capital Improvement Plan and funded through the Capital Facilities Internal Service Fund. Public Works staff published an Invitation to Bid and received nine responses for the project. The two lowest bids were deemed non-responsive with one of the non-responsive bidders indicating they disagree with the determination. To mitigate the risk of a bid protest, staff recommends all bids be rejected and the project re-issued for bid.
BACKGROUND
Mastick Senior Center, a division of the Alameda Recreation & Parks Department (ARPD), provides a variety of programs and services in the areas of health, education, and recreation to meet the needs of adults aged 50 and older. The facility is highly utilized year-round, hosting recurring programs, services and special events. The proposed roof replacement project was identified as a priority in the Capital Improvement Plan (CIP) and funding included in the approved FY 23-25 CIP budget.
Staff developed and published a bid package consistent with the policies and procedures defined by the City’s procurement policy. This included defining the appropriate licensing requirements to ensure the awarded contractor could complete the work without relying on a sub-contractor’s license. The bid documents stated that no bids for the project would be accepted from a Contractor that did not possess a valid Class C-39 - Roofing Contractor license issued by the California Contractors State License Board.
DISCUSSION
Staff published the Invitation to Bid on March 1, 2024, and received nine submissions, which were publicly opened on March 21, 2024.
|
Vendor |
City |
Sum |
|
NON-RESPONSIVE: Stronger Building Services |
San Leandro, CA |
$645,000.00 |
|
NON-RESPONSIVE: ADC Construction Mgmt., Inc. |
San Jose, CA |
$816,981.00 |
|
Diablo Roofing, Inc. |
Oakland, CA |
$999,260.00 |
|
Pioneer Contractors, Inc. |
San Francisco, CA |
$1,018,000.00 |
|
San Francisco Roofing, Serv. Inc. |
San Francisco, CA |
$1,031,800.00 |
|
I&A Contractor, Inc. |
Redwood City, CA |
$1,179,800.00 |
|
Best Contracting Services, Inc. |
Gardena, CA |
$1,183,880.00 |
|
Andy’s Roofing Company, Inc. |
San Leandro, CA |
$1,224,000.00 |
|
Courtney, Inc. |
Livermore, CA |
$1,297,257.00 |
Staff determined the lowest monetary bidder, Stronger Building Services, to be non-responsive due to their omission of the necessary pricing details. Stronger Building Services was notified, and provided a written response acknowledging the clerical error, and a request to withdraw their bid.
The next low monetary bidder, ADC Construction Mgmt., Inc., was also found to be non-responsive due to their inability to meet the stated licensing requirements in the project specifications. ADC Construction Mgmt., Inc., possesses a valid B - General Building Contractor license and relied on their subcontractor’s C-39 Roofing Contractor license to meet the project specifications requirements. ADC Construction Mgmt., Inc., was notified of this determination and provided a written response disagreeing with the finding.
Staff reviewed the bid documents with the City Attorney’s Office and determined that while the City’s intent is to award the project to a contractor possessing a C-39 license is clear, there was verbiage in the project specifications that could potentially cause confusion on the part of project bidders. Accordingly, to avoid any bid protests, staff recommends that City Council reject all bids for this project, release all held project bonds, and authorize staff to immediately rebid the project with updated specifications.
ALTERNATIVES
• Reject all bids, release all held bonds, and authorize City staff to rebid the project after making appropriate changes to the bid documents.
• Award the contract to the third low bid (Diablo Roofing, Inc.) and risk a bid protest by bidders deemed non-responsive.
• Award the contract to ADC Construction Mgmt. and risk a bid protest by other responsive bidders.
FINANCIAL IMPACT
The funds for this project are budgeted in the Public Works Department budget for the Capital Improvement Program (Project No. C41000, City Buildings). There is no impact on the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Municipal Code, the City’s Procurement Policy, and Section 3.14.3 “Process for Determination” of the current Front-End Specifications.
Also, the proposed project is consistent with the City’s Strategic Plan to “Invest in Transportation, Infrastructure, Economic Opportunities & Historic Resources.”
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).
CLIMATE IMPACT
When the project is completed, the installation of the new membrane roofing system includes the addition of modern insulation materials, which will have a direct positive impact on the climate conditions inside of the facility. This will improve the efficiency of the HVAC/climate control system, reducing energy usage. In addition, the installation method specified for the project utilizes “cold process modified asphalt” which reduces greenhouse gasses, odors, and VOC’s generated during installation, in comparison to hot asphalt installations.
RECOMMENDATION
Reject all bids, release all bonds held, and authorize City staff to advertise for the rebidding of the Mastick Senior Center Roof Replacement Project.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Mike Billington, Facilities Manager
Financial Impact section reviewed,
Margaret O’Brien, Finance Director