AgdaPkt 2018-08-27 Joint SA PFA - Laserfiche WebLink

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6.1.J. - Page 3 measurement and payment sections describing all of the bid items. The bid amount by Empire Engineering for this bid item was $60,000.00, and the allowable based on all of their other submitted bid amounts would have $15,000.00. Staff initially notified Empire Engineering of City staff's intent to recommend that the City Council reject Empire Engineering's bid as non-responsive and award the project to the second lowest responsible and responsive bid by letter, dated August 6, 2018 and sent by certified mail on August 9, 2018. The decision to reject Empire Engineering's bid as non-responsive is permitted under Section 0200 of the Project Manual "Instructions to Bidders," Paragraph 1.14 "Bid Evaluation" Part A, which provides in part: "The City also reserves the rights, in its discretion, to reject any or all Bids; to re -bid the Project; to reject any or all nonconforming, Non -Responsive, unbalanced or conditional Bids; and to reject the Bid of any Bidder if it would not be in the best interest of City to make an award to that Bidder, whether because the Bid is not responsive or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by City." Staff recommends awarding the contract to RK Engineering for their Second Responsive and Responsible Low Bid of $356,368.00. This is within the limits of the engineer's estimate which is $325,000.00-$375,000.00 for the cost of construction. Construction is anticipated to begin in September 2018, and conclude in December 2018. Notification of the proposed work will be mailed to area residents and property owners in August 2018. The contractor is required to distribute an additional notice 14 days in advance of the start of work in their immediate area. Updates on the progress of construction will be available on the City's website. ALTERNATIVES Council may choose not to award the contract and request staff to redesign and/or offer this project again for public bid. FISCAL IMPACT Funds for the Alameda De Las Pulgas Sidewalk Improvement Project include the developer contribution based on the development agreement, and the remaining funds were previously approved and appropriated in Fiscal Year 2016-17 budget as Capital Outlay Funds — Alameda De Las Pulgas Sidewalk Improvement Project with an available balance of $466,325.75 as of June 2018.