Legislative Public Meetings

File #: 18-0745   
Type: Report to Council Status: Passed
Meeting Body: City Council
On agenda: 9/25/2018
Title: Reject All Bids Received for the Repaint Street Light Poles 2018 Project (PW18-11)
Attachments: 1. Bid Summary

REPORT TO COUNCIL

SUBJECT

Title

Reject All Bids Received for the Repaint Street Light Poles 2018 Project (PW18-11)

 

Report

REPORT IN BRIEF

Approval is requested to reject all bids received in response to Invitation for Bids PW18-11 for the Repaint Street Light Poles 2018 project due to ambiguity in the specifications.

 

EXISTING POLICY

Section 2.09.140(b) of the Municipal Code permits the City Council to reject bids or proposals received in response to formal competitive bid solicitations. This Code section also provides that “if all bids are rejected, the City has the discretion to re-advertise.”

 

ENVIRONMENTAL REVIEW

The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.

 

BACKGROUND AND DISCUSSION

Repaint Street Light Poles (Capital Project 820120) was created to repaint the City’s 2,300 metal streetlight poles which have begun to show wear and tear. The capital project repaints approximately one fifth of the City’s metal pole inventory every two years, with the expectation that the coating will have a 20-year life, and would result in the repainting of approximately 553 poles at various locations throughout the City. The improvements will refresh and update the poles, prevent further corrosion and preserve the City’s investment in its street lighting infrastructure.

 

The scope of work for the project will include removing the original paint, preparing the light pole surfaces, application of a prime coat and applying a final coat of the City specified paint product. The poles will remain in place while being painted and no disassembly of existing light poles is required.

 

An Invitation for Bids was advertised for competitive bidding on the City’s DemandStar procurement network and distributed to Bay Area Builder’s Exchanges on May 25, 2018. Five (5) contractors requested bid documents. Sealed bids were publicly opened on June 13, 2018 with six (6) responsive bids received (Attachment A). While reviewing the bid documents, the City was alerted to questions that were not addressed during the bid period, which may have provided additional clarity to the proposing contractors. To consider appropriate modifications to the specifications and bid documents, staff recommends rejecting all bids and re-bidding the project with the intention of providing more clarity to the interested contractors.

 

FISCAL IMPACT

No fiscal impact results from rejecting the bids.

 

PUBLIC CONTACT

Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.

 

RECOMMENDATION

Recommendation

Reject all bids received in response to Invitation for Bids PW18-11 for the Repaint Street Light Poles 2018 project.

 

Staff

Prepared by: Gregory S. Card, Purchasing Officer

Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works

Reviewed by: Teri Silva, Assistant City Manager

Approved by: Kent Steffens, City Manager

 

ATTACHMENTS

1. Bid Summary