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Approve an agreement for $849,732 with CB2 Builders, Inc. of San Francisco for the Registrar of Voters Relocation Project at 675 Texas Street, Suite 4600, in Fairfield; and Authorize the County Administrator or designee to execute the agreement and any amendments within the approved project budget
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve an agreement for $849,732 with CB2 Builders, Inc. of San Francisco for the Registrar of Voters Relocation Project at 675 Texas Street, Suite 4600, in Fairfield; and
2. Authorize the County Administrator or designee to execute the agreement and any amendments within the approved budget.
SUMMARY:
The Department of General Services is recommending the Board approve an agreement (Attachment A) for $849,732 with CB2 Builders, Inc. as the lowest responsible bidder for the Registrar of Voters (ROV) Relocation Project (Project) located at 675 Texas Street, Suite 4600, in Fairfield.
FINANCIAL IMPACT:
The total approved budget for the Project is $1,145,000 funded. The total project construction cost is estimated to be $1,145,000 which includes the recommended construction contract for $849,732; project management costs for $59,130; engineering and design fees for $141,362; permits and inspections for $8,370; Security Card Readers and Network Equipment for $25,168; Miscellaneous Expenses for $1,000; and contingency for $60,238. The project is financed from the Accumulated Capital Outlay and Capital Renewal Reserve Funds and budgeted in Accumulated Capital Outlay Budget Unit 1662. Attachment B provides a summary of the estimated project cost and funding sources for the Project.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2018/19 Adopted Budget.
DISCUSSION:
The Project consists of renovation of a “cold shell” fourth floor office space (Suite 4600) for the Registrar of Voters (ROV) Vote-by-Mail (VBM) and Ballot Processing functions, relocating both operations from the sixth floor and partially from the second floor, respectively of the County Administration Center. In addition, code improvements will be made to the fourth floor restrooms and breakroom adjacent to the renovated ROV suite.
The Project was advertised as required by Public Contract Code. A total of 448 contractors were notified (56 local); of those, 18 contractors (3 local) showed for the site walk. A total of seven bids were received (Attachment C). After the bids were opened, Norwood Construction Services of Orangevale, the apparent lowest bidder, was deemed to be a non-responsive bid. The Department of General Services is recommending the Board approve a contract for $849,732 with CB2 Builders, Inc. of San Francisco, the second lowest bidder, to construct the Project.
ALTERNATIVES:
The Board could reject, postpone, or re-bid the project. These actions are not recommended since the Project precludes an opportunity to meet the ongoing, but periodic needs of the Registrar of Voters to efficiently and accurately process vote-by-mail ballots, which is an integral component of each election cycle. The bid process was conducted in conformance with the Public Contract Code.
OTHER AGENCY INVOLVEMENT:
Department of Information Technology and Registrar of Voters were consulted during preparation of the plans and technical specifications for the project. The Department of Resource Management Building and Safety Division reviewed and approved the Project plans. County Counsel reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION