HomeMy Public PortalAbout12. Reject All Bids - Police Department Dispatch and Detective Bureau Remodel
Claremont City Council
Agenda Report
File #:4839 Item No:12.
TO:ADAM PIRRIE, CITY MANAGER
FROM:JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE:SEPTEMBER 12, 2023
Reviewed by:
City Manager:AP
SUBJECT:
REJECTALLBIDS-POLICEDEPARTMENTDISPATCHANDDETECTIVEBUREAUREMODEL
(FUNDING SOURCE: GENERAL FUND)
SUMMARY
TheClaremontPoliceDepartmentDispatchCenterandDetectiveBureauareinneedofremodeling
toaccommodatecurrentstaffinglevels,toimproveworkflowandaccommodatemodernized
equipmentandtechnology.InAugust2023,staffsolicitedbidsforaDesign-BuildProject:Police
DepartmentDispatchandDetectiveBureauRemodel.Attheendofthebidperiod,twobidswere
receivedfor$64,453and$171,000.Thelowestbidwasconsiderednon-responsiveduetoan
incompletesubmission.StaffrecommendsthattheCityCouncilrejectallbidsanddirectstafftorebid
the project.
RECOMMENDATION
StaffrecommendsthattheCityCouncilrejectallbidsfortheDesign-BuildProject:PoliceDepartment
Dispatch and Detective Bureau Remodel and direct staff to rebid the project.
ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
Refer the matter back to staff for more information.
Reject all bids and take no further action.
FINANCIAL REVIEW
InAugust2023,staffsolicitedbidsforaDesign-BuildProject:PoliceDepartmentDispatchand
DetectiveBureauRemodel.Attheendofthebidperiod,twobidswerereceivedfor$64,453and
$171,000. The lowest bid is considered non-responsive due to an incomplete submission.
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Thecosttopreparethisreportandadministerthebidprocessisestimatedat$1,510andisincluded
in the operating budget of the Community Services Department.
ANALYSIS
InAugust2023,aRequestforProposals(RFP)wasreleasedforaDesign-BuildProject:Police
DepartmentDispatchandDetectiveBureauRemodel.TheRFPwassenttothefourcontractors
registeredonthe City’sInformalBidProcessList,postedontheCitywebsite,andnoticedinthelocal
newspaper.OnAugust22,2023,amandatorypre-bidmeetingandwalk-throughwasheld.Four
contractorswererepresentedatthemeeting,andatthecloseofthebidperiod,theCityreceivedtwo
bids.HernandezAbrahamConstruction,Inc.proposedatotalcostof$64,435,andLoghmani&
Associates Design Group, Inc. proposed a total cost of $171,000.
HernandezAbrahamConstruction,Inc.wastheapparentlowbidder.Afterfurtherreviewofthebid
documents,itwasdeterminedthatnotalloftherequiredformsweresubmitted.Therefore,the
submissionfromHernandezAbrahamConstruction,Inc.isconsideredincompleteandshouldbe
rejected.TheproposalfromLoghmani&AssociatesDesignGroup,Inc.appearsexcessiveand
exceeds the amount available for the project; therefore, this bid should also be rejected.
IftheCityCouncilapprovestherecommendationandrejectsallbids,staffwillreleaseanewRFPfor
theproject,andallpreviouslyparticipatingcontractorswillbeincludedintheRFPprocess.Bids
wouldtentativelybeduethefirstweekinOctober.Ifaresponsivebidisreceived,staffwouldbringa
reportrecommendingawardofcontracttotheOctober24,2023CityCouncilmeeting,potentially
enabling construction to begin in the fall.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staffhasevaluatedtheagendaiteminrelationshiptothe City’sstrategicandvisioningdocuments
andfindsthatitappliestothefollowingCityPlanningDocuments:CouncilPriorities,Economic
Sustainability Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
ThisitemisnotsubjecttoenvironmentalreviewundertheCaliforniaEnvironmentalQualityAct
(CEQA).
PUBLIC NOTICE PROCESS
TheagendaandstaffreportforthisitemhavebeenpostedontheCitywebsiteanddistributedto
interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:Prepared by:
Jeremy SwanCari Dillman
Community Services DirectorCommunity Services Manager
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