REPORT TO THE CITY COUNCIL December 15, 2016 FROM: SCOTT L. MOZIER, Director Public Works Department BY: ROBERT N. ANDERSEN, PE, Assistant Director Public Works Department - Capital Management Division DEBBIE BERNARD, Project Manager Public Works Department - Facilities Management Division SUBJECT ..Title Reject all bids for the Memorial Auditorium Stage Grid Ladder and Guardrail project (Bid File No. 3478) (Council District 3) ..Body RECOMMENDATION Staff recommends that Council reject all bids received for the Memorial Auditorium Stage Grid Ladder and Guardrail project. EXECUTIVE SUMMARY Plans and specifications were prepared and advertised for bids. One sealed bid proposal was received that was significantly above the engineer's estimate. As a result of subsequent discussions, and the realization there are likely other deferred capital needs, the PARCS Department and Public Works Department will be commissioning a facility assessment of Memorial Auditorium that will be completed prior to the end of the fiscal year. BACKGROUND The Veteran's Memorial Auditorium was built in 1935 and includes a full performance stage with ladder-accessible 60'-up fly-grid and associated counter-weighted lineset rigging system. On July 10, 2013, the City of Fresno entered into an agreement with TAM+CZ for Phase I of the Memorial Auditorium Stage Rigging System upgrade which entailed an Inspection and Report of the Stage Rigging System condition. On June 9, 2014, the Memorial Auditorium Stage Rigging System Report was issued listing several items in need of repairs and/or upgrades, including the stage grid access ladder and a guardrail system. On September 30, 2014, the City of Fresno entered into an agreement with TAM+CZ for the preparation of plans and general construction contract documents for the construction of the Memorial Auditorium Stage Grid Ladder and Guardrail. Plans and specifications were developed and a Notice Inviting Bids was published in the Business Journal on July 22, 2016, and posted on the City's website and distributed to ten building exchanges. The specifications were distributed to three prospective bidders. One sealed bid proposal was received and opened in a public bid opening on August 23, 2016 with the bid amount of $303,368. The bid amount received were 78% above the Engineer's Estimate for this scope of work. As a result of discussions, and in consideration that there are other deferred capital repairs, the PARCS and Public Works Departments will be commissioning a facility assessment of the Memorial Auditorium, which is anticipated to be completed prior to the end of the fiscal year. Therefore, given the cost of this project exceeds the engineer's estimate, and the fact there is a need to develop a comprehensive list of deferred capital repairs, staff recommends that Council reject all bids received on August 23, 2016, for the Project. ENVIRONMENTAL FINDINGS The rejection of all bids is not a project as defined by the California Environmental Quality Act. LOCAL PREFERENCE Local preference was not implemented because staff is requesting to reject all bids. FISCAL IMPACT Implementation of the staff recommendation will have no impact upon the City's General Fund as staff is requesting Council reject all bids. Attachment: Bid Evaluation