Broken Arrow City Council
Meeting of: 04-19-16
To: Mayor and City Council
From: Department of Engineering and Construction
Title:
title
Review of bids received, award of the lowest responsible bid to Oklahoma Mechanical Solutions, Inc., and approval of and authorization to execute a construction contract for Justice Center Mechanical Systems Modifications (HVAC)
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. In 2015, the engineering firm of Flynt & Kallenberger, Inc., was retained to design the modifications to the system. The construction contract was originally advertised for bids in November 2015, but the low bid significantly exceeded the engineer’s estimate and the budgeted amount and bids were rejected. During the original bidding, 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 believe 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 was removed from the revised bid package. The engineer also investigated reduction of the outside air requirement for the lab, reducing the size of the rooftop unit.
The revised bid package was advertised on March 1 and 8, 2016. A mandatory pre-bid meeting was held on March 16, 2016. Bids were opened on March 29, 2016. Two (2) bids were received. The low bid was submitted by Oklahoma Mechanical Solutions, Inc. in the amount of $130,568.00. The engineer’s estimate was $116,118.75
Funding for the project is from Sales Tax Capital Improvements. Staff recommends award of the lowest responsible bid to Oklahoma Mechanical Solutions, Inc.
Cost: $130,568.00
Prepared By: Jeff Bigby, P.E., Acting Engineering and Construction Division
Director
Reviewed By: Police Department
Finance Department
Assistant City Manager - Operations
Legal Department
Approved By: Michael L. Spurgeon, City Manager
Attachments: Certified Bid Tabulation
Recommendation: Award the lowest responsible bid to Oklahoma Mechanical Solutions, Inc., and approve and authorize execution of a construction contract for Justice Center Mechanical Systems Modifications (HVAC)