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SARATOGA CITY COUNCIL
MEETING DATE: June 17, 2009 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director Public Works Director
SUBJECT: Award of Construction Contract for the Saratoga Library HVAC Renovation
RECOMMENDED ACTIONS:
1. Move to declare CIM AIR, Inc. to be the lowest responsible bidder on the Saratoga Library HVAC
Renovation Project.
2. Move to award a construction contract for Saratoga Library HVAC Renovation Project to CIM
AIR, Inc. in the amount of $194,650 and authorize the City Manager to execute the same.
Authorize staff to execute change orders to the construction contract in the amount of $40,000.
REPORT SUMMARY:
Sealed bids for Saratoga Library HVAC Renovation Project were opened on June 10, 2009. A total of two
contractors submitted bids. CIM AIR, Inc. of Watsonville submitted the lowest bid in the amount of
$194,650. The second bid came in at $323,600 with the City’s Engineer’s Estimate at $300,000. Staff has
carefully checked the bid along with the listed references and has determined that the bid is responsive to
the Notice inviting Sealed Bids dated May 20, 2009.
Staff recommends a $40,000 construction contingency on this project due the complexities of installing and
retrofitting new equipment into an existing building and to cover any unforeseen circumstances and
additional work, which may arise during the course of the project. Additionally, staff believes it is prudent
to have the ability to make quick decisions during the course of the project in order to complete the project
in a timely manner with as little disruption to Library operations as possible.
Therefore staff recommends that the Council declare CIM AIR, Inc to be the lowest responsible bidder on
the project, award a construction contract to this firm in the amount of their bid, authorize the City
Manager to execute the contract, and authorize staff to execute change orders to the contract up to an
amount of $40,000.
FISCAL IMPACTS:
The Library Capital Improvement Fund has sufficient funds to cover both the construction contract and the
construction contingency.
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CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
CIM AIR, Inc would not be selected for this project. The Council may make specific findings to declare
another bidder to be the lowest responsible bidder, or reject all the bids and direct staff to re-bid the entire
project again.
ALTERNATIVE ACTION:
None in addition to the above.
FOLLOW UP ACTION:
The contract will be executed and the contractor will be issued a Notice to Proceed. Work will begin as
soon as possible and be completed within 45 days.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Patrons of the Library will be notified of the work via signage.
ATTACHMENTS:
1. Construction Contract.