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Approve an agreement for $392,742 with Golden Bay Fence Plus Iron Works, Inc. for the Claybank Campus Perimeter Security Fence Replacement Project at 2500 Claybank Road 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 $392,742 with Golden Bay Fence Plus Iron Works, Inc. for the Claybank Campus Perimeter Security Fence Replacement Project at 2500 Claybank Road in Fairfield; and
2. Authorize the County Administrator or designee to execute the agreement and any amendments within the approved project budget.
SUMMARY:
The Department of General Services is recommending the Board of Supervisors approve an agreement (Attachment A) for a total of $392,742 with Golden Bay Fence Plus Iron Works, Inc. of Stockton as the lowest responsible bidder based on lump sum base bid for the Claybank Campus Perimeter Security Fence Replacement Project at 2500 Claybank Road in Fairfield.
FINANCIAL IMPACT:
The total approved budget for the Claybank Campus Perimeter Security Fence Replacement (Project) is $986,000 (Budget Unit 1740) funded from Capital Renewal Reserve of $686,000; and Criminal Justice Temporary Construction Fund of $300,000. The total project cost is estimated to be $986,000 and includes the recommended construction contract for $392,742, project management costs of $80,000, engineering design and management fees of $130,000, permits and inspections of $12,000; miscellaneous expenses (Advertising, Prints, Mailing, etc.) of $10,000; and project contingencies of $361,258 (Attachment B). The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2020/21 Preliminary Budget.
DISCUSSION:
The Project consists of removal and replacement of existing chain link fence with new 10ft high chain link with razor wire and three strands of barbed wire above. New gates will be installed. Select trees will be removed and trimmed.
The Project was advertised as required by Public Contract Code, with instructions to the bidders stipulating that identification of the lowest bid would be on the basis of lowest base bid, exclusive of Additive Alternate #1. A total of five bids were received (Attachment C) with Golden Bay Fence Plus Iron Works as the lowest responsible bidder. The Department of General Services is recommending the Board approve a contract for $392,742 with Golden Bay Fence Plus Iron Works to construct the Project. It is noted that the bid result reflects a discrepancy between the Project Engineer's higher cost estimate and actual low bid. The resulting unanticipated construction contingency amount is therefore available to purchase additionally needed security fencing at competitively bid unit prices.
ALTERNATIVES:
The Board could reject, postpone, or direct staff to re-bid the project. These actions are not recommended because the work will address previously identified security concerns and bring systems into compliance with the State’s video storage requirements. Delay of the work may result in cost increase due to escalation. In addition, the bid process was conducted in conformance with the Public Contract Code.
OTHER AGENCY INVOLVEMENT:
County Counsel reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION