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Home My WebLink About11 District's Administration Building 2019 Romodel ProjectAgendaItem#11TRUCKEEDONNERPublicUtilityDiJACTIONTo:BoardofDirectorsFrom:ShannaD.Kuhiemier,CMCDate:October16,2019Subject:ConsiderationtoAwardaContracttoTreehengeConstructionfortheDistrictAdministrationBuilding2019UpstairsRemodelProject1.WHYTHISMATTERISBEFORETHEBOARDBoardauthorizationisrequiredforprocurementsinexcessof$15,000.2.HISTORYDistrictstaffhasbeenplanningcertainremodelactivitysincetheEnovityEfficiencyReportof2010,resultinginalistofpotentialprojectsregardingtheDistrict’sAdministrativeOffices.TheDistrict’scurrentbuildingwasdesignedandbuiltinthelate1980’swithstaffoccupyingthebuildingin1987.InthelastseveralofyearstheBoardhasapproved:.TheInformationTechnology/Accountingarea,locatedonthesecondstoryofthebuilding,hasbeenupdatedtoincludeadatacenterandexpandedareaforstaffingneedsinbothdepartments.ThisworkhasbeencompletedmostlywithDistrictFacilitystaff..In2017,theDistrictembarkedontheengineeringandconstructionofthelobby,customerservice,andnewconstructionareasofthebuilding.Thisprojectencompassednewertechnolgies,integratingthecustomerserviceandconservationdepartmentswhilekeepingtheface-to-faceinteractionswithDistrictcustomers.Thisprojectalsoupdatedcounters,egressandingress,andbathroomstomeetAmericanwithDisabilitiyAct(ADA)andsafetystandards.Thisprojectwascompletedandclosedearlierthisyear.Continuationoftheupgradedworkwillensureefficienciesintheareaofenergy,staffing,andoperations,nottomentionassetlongevity.OnAugust7,2019,theBoardapprovedacontractwithFringeStudioIncorporatedforengineeringandarchitecturalservicesfortheUpstairsRemodelProject2019andtheWindowReplacementProject(slatedforspringof2020).3.NEWINFORMATIONThe2019UpstairsRemodelProjectencompassesbuildingtwonewoffices,anElectricOperationsopenconceptoffice,upgradestotheupstiarskitchenetteandbathrooms,floortoceilingwallsandflooringthroughout. onSeptember12.2019,,theDistrictpostedthebidrequestforthe2019DistrictAmdinistrationBuildingUpstairsRemodelProject.TheRequestforBidwasadvertisedforthebidsintheSierraSunonSeptember20,2019.AmandatorywalkthroughwasheldonSeptember26,2019withfivecontractorsinattendance.Thebidopeningwasheldat2:00p.m.onOcotber4,2019.TheDistrictreceivedthreebidsfortheproject.Asummaryofthebidsislistedbelow:BIDDERLOCATIONAMOUNTRESPONSIVEREMConstructionInc.Paradise,CA$331,O12.00YesTreehengeAuburn,CA$321,750.00YesConstructionCNWConstructionRescue,CA$342,500.00YesTreehengeConstructionwasfoundtobethelowestresponsiveandresponsiblebidder.OnOctober9,2019,theDistrictrecievedabidprotest(Attachment1)fromREMConstructionInc.Thepointsinthebidprotestarecorrect,including,bidtabulationerror.However,thisclericalerrordidnotprovideacompetitiveadvantagetobidders.Furthermore,TreehengeConstructionprovidedasatisfactoryexplanationtotheDistrictensuringthiswasaclericalerrorandnotajudgementerrororcarelesnessandtherewasnotamaterialchangewithinthebid.4.FISCALIMPACTSufficientfundsexistwithintheElectricGeneralfundforthisproject.5.RECOMMENDATION1)TheBoardmakeafindingthatTreehengeConstructionirregularityinthebiddidnotprovideacompetitiveadvantageandthemiscalculationwasaclericalerrorandnotalackofjudgementofcarelessnessorcreateamaterialchangewiththebid;and2)AuthorizetheGeneralManagertoexecutethecontractforthe2019DistrictAdministrationBuildingUpstairsRemodelProjecttoTreehengeConstruction,intheamountof$321,750plusa10%changeorderallowanceforanamountnottoexceed$353,925.AaA4tLt:::ShannaD.Kuhlemier,CMCMichaelD.HolleyDistrictClerkGeneralManager REMConstructionIncorporated1239MangroveAveChico,CA95926530-876-1363office530-876-1169faxdave-rernsbcg1o’ba1.netOctober9,2019TruckeeDonnerPublicUtilityDistrict1150DonnerPassRoadDRTruckee,CA96161RE:Bidprotestofbidfor“districtadministrationbuildingupstairsremodelproject”heldon10-4-19.GoodAfternoon,AsperOUrobservationatthebidopening,weareissuingourformalprotestofthelowbidderfortheprojectasnon-responsivefortl’;efollowingreason(s):“Instructionstobidders’section00it)03(a)Theproposalmustbecompleteandsigned.(b)‘I’hehidscheduleiscompleteandthetotalsarecorrect.4(c)Submittingofabidshal.lconstituteaffIrmationbythebidderthatb.chascompliedwiththefollowing:(c)Includedintheiroposa1sumamountssufficienttocove;-allitemsrequiredbythecontractdocuments.6.L)istrict’sreservestheunqualifiedrighttorejectanybid.soracceptbidswhichbestservetheinterestofthedistrict.10.ProposalModificationsmaybemaderightuptothetimeofbid.”1)Thelowbidder,Treehenge’sbidwascalledoutatthebidopeningas$313,750accordingtoourbidrunnerTenSchell,whowasatthebidopening.Uponreceivingthebidsummary,itappearsthatthebidtotalassubmittedbyTreehengewasincorrect.Thebiditemsthatwerefilledoutaddupto$321,750,whichshouldrendertheirbidnon-responsiveduetoinstructiontobidders’section00100(b).ThefactthatTreehengeremainsthelowbiddenisirrelevant,asthebiddershouldnotbeallowedtomodifyorupdatetheirbidafterithasbeensubmitted(10).Inadditiontothis,notallline-itemshadbeenfilledout,thusputtingTreehenge’sthoroughnessunderquestion.2)Ourfirmwasverydiligentinthebidscheduleprocess,whichincludedmakingaverycomplexexcelspreadsheetcontainingallaspectsoftheprojectandmakingsuretheyweredirectedintotheproperitemsonthebidschedule,aswellasprovidingthedistrictwithacorrectbidtotal.Weunderstandtheproject,knowwhatisrequiredfortheproject,andhavefulltimesupervisioninourbidtocompletethisprojectinthetime-frameoutlined.Byseeinghowmanymistakesthelowbiddermadeontheirbidschedule,makesuswonderwhatelsedidtheyomitfromtheirbid?Seeenclosedbidschedulereceivedviaemailon10-8-19.PleaserespondtothisletterinSincerely,DavidSchellProjectManagerREM.ConstructionI DISTRICTADMINISTRATIONBUILDINGUPSTAIRSREMODELPROJECTBidOpening2:00PM,October4,2019..TREEHENGECONSTRUCTiONREMCONSTRUCTIONCNWCONSTRUCTIONDescriptionUnitPrEceUnitPriceUnitPriceDemolitionofkitchenetteandconstructionofnewkitchenette,withassociatedflooring$8,000.00$27,842.00$50,000.00DemolitionofexistingbathroomsandkitchenetteareawithnewADAapprovedbathrooms.$49,000.00$71,156.00$80,000.00I9stallsplitunitairconditioningunits(5)$88,000.00$71882.00$77,000.00Installnewacousticalpanelceiling$4,500.00$19,618.00$8,000.00Installnewflooringthroughouttheconstructionareaandupstairslobbyarea$26,000.00$21008.00$27,000.00NewwallfinishesImcompletebidnodollaramountircolumnIncludeciinNextLineItem$13,737.00$19,000.00(‘,onstwctionof3newoffices$142,250.00$79,817.00$73,000.00Constructionofconferenceroomwallstoceiling$4,000.00$25,952.00$8,500.00TotalBid$321,750.00$331,012.00$342,500.00Bdcalledoutatbidopening>$313,750ThisbidshouldbeNon-Responsiveduetoitemsoutlinedinourletteronpage1.