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Chief Administrative Office, Procurement and Contracts Division, recommending the following pertaining to the Placerville Jail In-Line Sewer Shredder Project, Bid 13-968-042, Contract No. 587-C1399:
1) Award the Construction Contract to Benchmark General Engineering, Inc., the lowest responsive, responsible bidder;
2) Authorize the Chair to sign the Construction Contract in the amount of $195,400, subject to review and approval of the final Contract Documents by County Counsel and Risk Management; and
3) Authorize the Purchasing Agent to sign an Escrow Agreement, if requested by the Contractor and in accordance with Public Contract Code Section 22300, for the purpose of holding Contract retention funds. (Refer 3/12/2013 Item 4)
FUNDING: Criminal Justice Special Revenue Fund.
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BUDGET SUMMARY: |
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Total Estimated Cost |
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$195,400 |
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Funding |
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Budgeted |
$195,400 |
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New Funding |
$ |
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Savings |
$ |
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Other* |
$ |
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Total Funding Available |
$195,400 |
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Change To Net County Cost |
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$0 |
Fiscal Impact/Change to Net County Cost: The funding is available within the Accumulative Capital Outlay (ACO) Fund, with reimbursement to come from the Criminal Justice Special Revenue Fund.
Background:
The project consists of two sewer shredder/grinders housed in manholes that will be be installed in the sewer lines exiting the main jail. Over the last few years, the sewer system in the main jail has experienced numerous failures resulting from inmates flushing objects from their housing units down the sewer system. The new proposed grinder/shredder system is intended to properly prepare the waste for entry into the Placerville Wastewater Treatment Facility as well as prevent localized sewer system failures.
On March 13, 2012 the Board adopted and approved the Plans and Specifications and authorized advertisement for construction bids for the Project. Procurement and Contracts advertised the bid with an opening date of April 5, 2013.
Reason for Recommendation:
Award and Sign Construction Contract with Lowest Responsive, Responsible Bidder:
Six bids were received. Benchmark Engineering, Inc. was determined to be the lowest responsive, responsible bidder.
Authorize Purchasing Agent to Sign Escrow Agreement:
Pursuant to the Conditions of the Contract, section 6.4, "Withholding from Payments," of the Contract Documents, the County will retain five percent (5%) of the value of work done from each Contractor payment (excluding mobilization payments) as security for the fulfillment of the Contract. Alternatively, Public Contract Code (PCC) Section 22300 provides that the Contractor may request that payment of retentions earned be made directly to an Escrow Agent. The Contractor will receive the interest earned on the investment.
In accordance with these provisions, the Contractor may request in writing that the County make payment of retention funds directly into an escrow account, which would necessitate an Escrow Agreement. To help expedite this process if requested by the Contractor, the Department requests that the Board authorize the Purchasing Agent to execute the Escrow Agreement. Upon satisfactory completion of portions of the Contract and upon written notification from the Purchasing Agent, the Contractor will receive incremental releases from the Escrow Agent of retention paid into the account and any interest earned thereon. A portion of the retention and interest will be retained in the escrow account until thirty-five (35) days after the recordation of the Notice of Acceptance of the Contract at which time these funds will be released to the Contractor.
Action to be taken following Board approval:
1. Upon approval by County Counsel and Risk Management, the Department will forward the Construction Contract, together with the required bonds and insurance, and the approved Contract Routing Sheet to the Clerk of the Board for the Chair's signature.
2. The Clerk of the Board will forward the fully executed Construction Contract to the Department for further processing.
Contact: Brent Collins, 5593