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| ARF- 2658 |
Regular Agenda Item 4. G.
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| Special Meeting |
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| Information |
| Request/Subject |
| Contract Award for Invitation for Bid No.012114 for the 2nd Floor Renovation for the School Superintendent's and Assessor's Offices. |
| Background Information |
In order to implement some of the recommended modifications in the 2013 amended Long Range Facilities Management Plan, and to help mitigate some of the space constraints of the County, the Community Development staff architect along with help from the Facilities Manager, drafted plans and a scope of work for the Invitation for Bid (IFB) to renovate the 2nd floor of the Globe Courthouse to move the School Superintendent's Office to the second floor in order to provide space on the first floor for the County Attorney's Office and Child Support Division.
At the May 6, 2014 Board of Supervisors meeting, the Board authorized the advertisement of IFB No. 012114 for the 2nd floor renovations for the School Superintendent's and Assessor's Offices. The IFB was posted in the Arizona Silver Belt newspaper on May 14, 2014, and May 21, 2014. |
| Evaluation |
In 2007, Gila County began the process of developing a Long Range Facilities Management Plan to accommodate County needs and growth. At the August 6, 2013 Board of Supervisors meeting, the Board authorized staff to explore various alternatives for acquiring additional office space. On October 23, 2013, Gila County contracted with L. Brevick Enterprises, Inc. to bring current the 2007 Long Range Facilities Plan and amend the existing Facilities Management Plan which would facilitate the exploration of space alternatives for the County. L. Brevick Enterprises prepared the 2007 Facilities Management Plan and was considered by staff to be the best consultant available to amend the plan and provide a new report.
One of the modifications suggested in the Long Range Facilities Management Plan was to renovate the second floor of the Globe Courthouse in order to eliminate the Michaelson Building in downtown Globe from the County inventory. The County Attorney utilizes that building for many of their attorneys. By implementing this part of the plan, the Counties attorneys will be consolidated into one building, this will eliminate travel time between the Michaelson building and the Courthouse, and reduce utilities and maintenance costs that were incurred by providing offices for the attorneys in multiple facilities.
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| Conclusion |
Bids were received from six contractors. Bid responses were evaluated in accordance with A.R.S. §41-2533, Competitive Sealed Bidding; awards shall be made to the lowest responsible and responsive bidder whose bid conforms in all material respects to the requirements and criteria set forth in the Invitation for Bid.
The proposals were reviewed and evaluated both by conformity to submittal requirements and technical requirements. There were three minor omissions in the lowest responsible and responsive bid. The bidder failed to sign the bid proposal (Page GP-56) on the proper signature line and failed to sign the bid bond (Page GP-57) and contract (Page GP-69). The bidder has since corrected those omissions and the documents are attached to this agenda item within his bid. None of these omissions materially affected lowest responsible and responsive bid.
Upon review by Bryan Chambers of the County Attorney's Office, Mr. Chambers felt that the Board of Supervisors could accept the bid contingent upon the contractor fixing the three omissions noted above. Mr. Chambers also stated that the Board of Supervisors may decide to award this contract or reject all bids and rebid the project with alterations to try to get the price down.
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| Recommendation |
After extensive review of submitted proposals, staff recommends that the Board of Supervisors approve the award of Invitation for Bid No. 012114 for the 2nd floor renovation for the School Superintendent's and Assessor's Offices to Kroll Contractors Inc. for a contract amount of $375,276, with the following three corrections having been made to the bid submitted by Kroll Contractors, Inc. on June 18, 2014:
Kroll Contractors, Inc. erroneously signed the Bid Proposal (Page GP-56) in the wrong place and has since corrected the mistake;
Kroll Contractors, Inc. failed to sign their Bid Bond (Page GP-57) and has since corrected the mistake; and
Kroll Contractors, Inc. failed to sign the Construction Contract (Page GP-69) and has since corrected the mistake. |
| Suggested Motion |
Information/Discussion/Action to review all bids submitted for Invitation for Bids No. 012114 for the 2nd floor renovation for the School Superintendent's and Assessor's Offices; award to the lowest, most responsible and qualified bidder; and authorize the Chairman's signature on the award contract for the winning bidder.
(Jeff Hessenius and Steve Stratton) |
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