title
CC - Award of a Contract to New Vision Construction as the Lowest Responsive and Responsible Bidder in an Amount Not-to-Exceed $145,387 ($132,170 Base Bid and $13,217 in Change Order Authority) to Purchase and Install Approximately 282 Water Efficient Fixtures at 24 City Facilities
body
Contact Person/Dept: Joe Susca/Public Works
Phone Number: (310) 253-5636
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (02/18/16); New Vision Construction (02/04/16)
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (02/15/16)
______________________________________________________________________
RECOMMENDATION
Staff recommends the City Council award a contract to New Vision Construction as the lowest responsive and responsible bidder in an amount not-to-exceed $145,387 ($132,170 base bid plus a 10% contingency allowance of $13,217) for the purchase and installation of approximately 282 water efficient fixtures in 24 City facilities; CIP No. PO002 Citywide Water Conservation Programs.
BACKGROUND
As part of the City’s ongoing efforts to reduce water usage, the City developed a Water Conservation Plan to achieve targeted water use reductions at City facilities and to provide information and encouragement to community members to reduce their water consumption. CIP No. PO002 Citywide Water Conservation Programs was created with $200,000 in funds to further this effort and includes the following components:
• Mailing a postcard to businesses and residents announcing mandatory water use restrictions and directing them to the City’s website (www.culvercity.org/waterconservation <http://www.culvercity.org/waterconservation>) to obtain detailed information about water conservation programs.
• Establishing an incentive program to encourage turf removal and its replacement with drought-tolerant landscaping.
• Hiring a Landscape Architect to prepare drought-tolerant landscaping plans for City Hall that will become a template for use at other City facilities.
• Hiring a Landscape Contractor to purchase and plant the drought-tolerant species developed by the architect.
• Modifying or replacing fixtures and irrigation systems at various City parks and facilities to reduce water use.
DISCUSSION
The turf removal incentive program is now active, the mandatory water use restriction postcard was mailed in August 2015 and, on February 8, 2016, the City Council approved an agreement with an architectural firm to prepare the drought-tolerant plans for City Hall.
On November 25, 2015, staff released a Notice Inviting Bids (Notice) to all Culver City-based plumbing firms in addition to posting the Notice on the City’s website and publishing the Notice in the December 3, 2015 edition of the Culver City News to provide all the necessary tools, equipment, parts and labor to complete the following scope of work:
1. Removing 25 existing water-using urinals at various City facilities and replacing them with waterless urinals.
2. Removing 123 existing 1.6 gallons per flush (gpf) toilet diaphragms at various City facilities and replacing them with 1.6/1.1 gpf dual-flush diaphragms, which provides the ability to flush solid waste using 1.6 gallons or liquid waste using only 1.1 gallons.
3. Removing 41 3.5 gpf porcelain toilets at various City facilities and replacing them with new, smaller porcelain bowls equipped with 1.6/1.1 gpf dual-flush diaphragms.
4. Affixing an instructional sticker inside the restroom stalls at various City facilities that provides graphic instructions on how to use the dual flush handle.
5. Removing 42 3.5 gpf stainless steel toilet bowl diaphragms located in City parks and replacing them with 2.4 gpf diaphragms.
6. Removing four unmetered faucets at the Teen Center and replacing them with push button, auto-shut off types.
7. Installing, at various City facilities, 47 low-flow/high-efficiency shower heads supplied by Golden State Water Company at no cost to the City.
Firms responding to the Notice are required to pay prevailing wages, to provide a one-year parts and labor warranty, and to deduct a $200 rebate for each waterless urinal that will be provided by the West Basin Municipal Water District.
On January 7, 2016, staff received one official bid from New Vision Construction in the amount of $132,170. A second bid from a competing firm was received however, it was submitted late and was substantially higher in cost.
Staff reviewed New Vision Construction’s bid proposal and found the bid documents responsive and complete. Established in 2006, New Vision Construction is a General Contractor based in Valencia that has completed numerous commercial and residential construction projects. New Vision Construction intends to employ only licensed, certified plumbers to complete the project, and their references are favorable. Staff recommends they be awarded a contract, as the lowest responsive and responsible bidder, to complete the project. Further, staff recommends the City Council authorize the Director of Public Works/City Engineer to approve change orders in an amount not-to-exceed 10% of the base bid to cover unanticipated items that may arise during installation for a total amount not-to-exceed $145,387.
In addition to the water saving fixtures that will be installed by New Vision Construction, in-house staff is in the process of installing over 100 low-flow aerators on the City’s faucets that were supplied by Golden State Water Company at no cost to the City.
Staff anticipates implementation of these and the other measures outlined in the Water Conservation Plan will result in meeting or exceeding the City’s 16% potable water use reduction mandate.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2015/2016 includes CIP No. PO002 Citywide Water Conservation Programs, which has sufficient funds to cover the $145,387 cost to complete the work.
ATTACHMENTS
None.
RECOMMENDED MOTION(S)
That the City Council:
1. Award a contract to New Vision Construction as the lowest responsive and responsible bidder for the purchase and installation of approximately 282 water efficient fixtures at 24 City facilities in an amount not-to-exceed $145,387 ($132,170 base bid and $13,217 in change order authority); and,
2. Authorize the Director of Public Works/City Engineer to approve change orders as deemed appropriate; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.