Broken Arrow City Council
Meeting of: 12-15-15
To: Mayor and City Council
From: Department of Engineering and Construction
Title:
title
Review of bids received and authorization to reject all bids and redesign and re-advertise a construction contract for Justice Center Mechanical Systems Modifications (HVAC), and finding that rejection of bids is in the best interest of the City of Broken Arrow and the State of Oklahoma
End
Background:
The heating, ventilation, and air conditioning (HVAC) system in the Justice Center, located at 2304 South First Place needs to be modified to meet requirements for outside air, humidity, and temperature in the Lab and Evidence Storage areas. The engineering firm of Flynt & Kallenberger, Inc., was retained to design the modifications to the system, and upon completion of design, the construction project was advertised for bids. The advertising dates were November 9 and 16, 2015. A mandatory pre-bid meeting was held on the site on November 19, 2015. Two (2) bids were received, and bids were opened on December 1, 2015. The low bid was $140,826.80, and the engineer’s estimate was $92,895.00. Because the low bid significantly exceeds the engineer’s estimate and the budgeted amount, Staff recommends that the bids be rejected and that the project be re-designed and rebid.
In the bid documents and at the pre-bid meeting, emphasis was placed on the possibility that the contractor could be required to vacate the lab and evidence storage area for a period of time in the event of an emergency such as a major crime. The engineer and staff believes that requirement caused the bidders to increase their labor costs to compensate for one or more possible mobilizations and remobilizations. The Police Department decided that, in the event of such an emergency, they could relocate to other facilities and work around the contractor instead of vice versa. Therefore, the requirement to vacate the premises will not be included in the revised bid package when it is issued. The engineer is also investigating the possibility of reducing the outside air requirement for the lab, reducing the size of the rooftop unit.
Cost: $0
Prepared By: Douglas L. Tiffany, P.E., Director of Engineering and Construction
Reviewed By: Police Department
Finance Department
Acting Assistant City Manager
Approved By: Michael L. Spurgeon, City Manager
Attachments: Certified Bid Tabulation
Recommendation:
Reject all bids for the Justice Center Mechanical Systems Modifications (HVAC) and find that rejection of the bids is in the best interest of the City of Broken Arrow and the State of Oklahoma.