CITY COUNCIL STAFF REPORT
MEETING DATE: June 17, 2015
PREPARED BY: Cynthia Iwanaga, Management Analyst/Community Services
APPROVED BY: City Manager
Title
CENTENNIAL RECREATION CENTER (CRC) DOMESTIC HOT WATER SOFTENER PROJECT
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt a resolution approving the following actions:
1. Acknowledge that no bids were received at the Bid Opening on May 26, 2015 for the purchase and installation of a domestic hot water softener for the CRC per Section 22038 (c) of the California Public Contract Code; and
2. Authorize the City Manager to negotiate and execute a contract for the installation of a domestic hot water softener for the Centennial Recreation Center per the purchasing regulations in the Morgan Hill Municipal Code.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Maintaining fiscal responsibility
REPORT NARRATIVE:
The scope of this project is the installation of a domestic hot water softener at the Centennial Recreation Center. When completed, the installation of the water softener will extend the operating life of the CRC’s domestic hot water system by preventing mineral build-up in the facility’s pipes and water heaters. The softener will also improve the quality of shower and faucet water for CRC customers.
The project was put out to bid in early May 2015 with the intent of awarding the work and having the work completed in July 2015. In soliciting bids, the City advertised in the Morgan Hill Times newspaper, two online services, Online Plan and Public Purchase, and sent bid packages to eight Builder Exchanges in Northern California.
The bid opening was held on May 26, 2015, and no bids were received. Staff has since contacted prospective bidders and found that the lack of bids may have been due to the time requirements of putting a public bid together. Staff is currently soliciting proposals from prospective vendors, and will conduct reference checks to confirm that the selected vendor has satisfactorily performed the installation of domestic hot water systems for private businesses and public agencies.
Section 22038 (c) of the California Public Contract Code states that, “If no bids are received through the informal or formal procedure, the project may be performed by the employees of the public agency by force account, or negotiated contract without further complying with this article.”
Staff is recommending that the City Council authorize the City Manager to negotiate and execute a construction contract for the completion of the Centennial Recreation Center Domestic Hot Water Project in an amount within the City Manager’s purchasing authority pursuant to Morgan Hill Municipal Code.
COMMUNITY ENGAGEMENT: Inform
Although it is anticipated that the installation will have minimal interruption to use of the facilities, CRC staff will inform customers of the installation if it impacts their use of the facilities in any way.
ALTERNATIVE ACTIONS:
An alternative action would be to bid the project a second time, resulting in a one to two month delay of the installation.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
The installation of a new domestic hot water softener at the CRC is included in the adopted FY 14-15 Budget (Fund 740-Building Maintenance.)
FISCAL AND RESOURCE IMPACT:
The total funding required is anticipated to be approximately $7,000 and funds for this project are included in the adopted FY 14-15 Budget.
CEQA (California Environmental Quality Act):
Categorical Exemption
This project is categorically exempt from CEQA per section 15301 (Existing Facilities) as a minor modification to an existing facility.
LINKS/ATTACHMENTS:
1. Resolution