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HomeMy WebLinkAbout2002-01-08 - AGENDA REPORTS - CNG FUELING STATION (2)CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR DATE: January 8, 2002 City Manager Approv Item to be presented by: Frank Oviedo SUBJECT: AWARD CONTRACT FOR PURCHASE AND INSTALLATION OF CNG FUELING STATION DEPARTMENT: Administrative Services RECOMMENDED ACTION 1) Award a contract to Allsup for $328,754, and authorize a five percent contingency expenditure in the amount of $16,438, for a total budget of $345,192. 2) Funds are budgeted in fiscal year 2001-2002 in account nos. 1700-8610, 5211-8610, 2213-8610 and 2214-8610. 3) City Council approve the following transfers: $4,000 from account no. 5509-7332 to account no. 5509-8610 $5,600 from account no. 7100-7015 to account no. 7100-8610 $5,600 from account no. 3110-8110 to account no. 3110-8610 $5,600 from account no. 4331-8001 to account no. 4331-8610 $16,137 from account no. 5211-8054 to account no. 5211-8610 4) Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The City Council approved the purchase and installation of a CNG fueling station in the FY 20OV2002 budget to support the increasing fleet of CNG vehicles. Staff pursued grant funding opportunities with the Mobile Source Air Pollution Reduction Review Committee (MSRC) and was successful in receiving grant funds. Requests for information were mailed to more than 18 firms in an effort to gather resources upon which to develop plans and specifications for the fueling station. On November 13, 2001, the City Council approved the plans and specifications for the fueling station and authorized the advertisement for bids. The Invitation to Bid was published three times from November 18 to November 25, 2001. Notifications were sent to the Chamber of Commerce, VIA, appropriate local trade journals, and 22 suppliers who requested bid packages. Agenda Item: �� AWARD CONTRACT FOR PURCHASE AND INSTALLATION OF CNG FUELING STATION January 8, 2002 — Page 2 Three suppliers submitted bids opened by the City Clerk on December 20, 2001, and the results of the bids are shown below for Equipment Alternative C, site location #2: Vendor Location Bid DRV Energy Oklahoma City, OK $290,000.00 Allsup Corporation Upland $328,754.00 Weaver Electric Anaheim $392,745.00 As a result of the wide range of equipment configurations, staff prepared a bid with three alternative equipment configurations. These were referred to as Alternatives A through C. At the time the bid was prepared, there were three potential sites at the Field Services facility where the equipment might be located. The bid called for the selection of low bidder to be based on site #1, with the actual award to be determined by the site location approved by the City. A review of the low bid found the bid was missing the bid bond and acknowledgement of the addendum. In addition, the pricing information was incomplete. While the missing documentation was subsequently returned, questions concerning the adequacy of the subcontractor's licenses and bid pricing details remain. Staff recommends that Council find the low bid not responsive and select the next lowest bid. Liaison with the Fire Department has indicated that site location #2 would be the preferred site. This site choice adds $5,000 to the total bid price. Allsup's bid of $328,754 for site #2 was reviewed for accuracy and conformance to the bid documents and was found to be complete. Allsup and their subcontractors possess the required State Contractor's License(s) and are in good standing with the State Contractor's License Board. The references indicated that this contractor has performed work to their satisfaction. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Funds in the amount of $308,255 were budgeted in account nos. 1700-8610, 5211-8610, 2213-8610 and 2214-8610 for FY 01/02. Due to the higher costs associated with the second lowest bid and the selection of site #2, the project budget is insufficient to cover the total costs. As a result, staff is asking the Council to approve several budget transfers in the amount of $36,937 to cover the unanticipated remaining costs, for a total budget of $345,192. Accounts selected represent department share of CNG vehicle use. ATTACHMENT None. FO:jwb:hds c.61\09j.021.d.