REPORT TO COUNCIL
SUBJECT
Title
Reject All Bids Received for the Community Center Renovations for the Department of Public Safety (PW23-09)
Report
REPORT IN BRIEF
Approval is requested to reject all bids received in response to Invitation for Bids PW23-09 for Community Center Renovations for the Department of Public Safety due to budgetary constraints. The City will not readvertise a bid for this project.
EXISTING POLICY
Pursuant to Section 2.09.140(b) of the Sunnyvale Municipal Code, the City Council may 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” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
BACKGROUND AND DISCUSSION
As a result of the Civic Center Modernization Project, the Department of Public Safety Internal Affairs (IA) office will be displaced from its current location in the Sunnyvale Office Complex (SOC). Since the SOC will be demolished, a new location is needed for the IA office. Due to the sensitive nature of their work, it is imperative that the new location is secure. Staff proposed creating a secure room within the Arts and Crafts building of the Community Center. Renovations were proposed for this room along with improvements to the surrounding spaces that are impacted and displaced by the renovations. On September 16, 2021, Advance Design Consultants (ADC) was contracted to develop the design documents and generate a construction cost estimate. Proposed improvements incorporated feedback from IA and Library and Recreation Services (LRS) staff. Construction documents were created with an engineer’s estimate of $244,000.00 for the work.
An Invitation for Bids for the Construction for the Community Center Renovations for Department of Public Safety (Project No. PR19-06) was advertised on the City’s DemandStar public procurement network, distributed to local Bay Area Builder’s Exchanges, and published on the City’s website on October 28, 2022. Thirty-three (33) contractors requested bid documents. Sealed bids were opened on December 8, 2022, with three (3) responsive bids and one (1) non-responsive bid received.
SAE Consulting Engineering, Inc. submitted the lowest responsive and responsible bid in the amount of $269,000.00 (Attachment 1 - Bid Summary). All responsive bids received exceeded the available budget and it was determined that additional funding for the cost of the project scope as defined is not available. Staff is currently planning to relocate the IA office to City facilities located on Kifer Road.
Therefore, staff is recommending that the City Council reject all bids. Further, staff does not intend to a readvertise a bid for this project as it is currently scoped.
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 Public Library, Senior Center, Community Center, and in the Department of Public Safety Lobby. In addition, the agenda and report are available at the Sunnyvale Public Library, Office of the City Clerk, and on the City's website.
RECOMMENDATION
Recommendation
Reject all bids received in response to Invitation for Bids PW23-09 Community Center Renovations for Department of Public Safety.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Bid Summary