HomeMy WebLinkAboutAward of Bid for natatorium lighting at swim center.pdf
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Carole Brennan, Recreation Superintendent
Ron Dingman Parks and Recreation Director
Chuck Winn, Assistant City Manager
SUBJECT: Award of bid to Liberty Electric Inc. for the replacement of the natatorium
lighting at the Bozeman Swim Center.
MEETING DATE: 12/6/10
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign the award of bid to Liberty
Electric Inc. for the replacement of the natatorium lighting at the Bozeman Swim Center for
$88,681.00.
BACKGROUND: This project was approved for funding in the FY11 CIP plan. The
current natatorium lighting system in the Swim Center is 36 years old. By Federal mandate,
T12HPO lights (current light bulbs) are no longer being manufactured due to their high mercury
content.
The engineered replacement lighting system will increase the overall lighting for the pool, while
reducing the overall energy consumption. This project will increase public safety by making the
pool bottom more visible to Lifeguards. The system has motion sensors that will reduce the
amount of light provided by half when the pool is open but unoccupied. North Western Energy is
providing a rebate of $1,398.00 for changing the bulb type.
This bid award is for the construction element of the Lighting project.
UNRESOLVED ISSUES: None
ALTERNATIVES: As suggested by the City Commission.
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FISCAL EFFECTS: This project was one part of the approved Swim Center Mechanical
Improvements CIP item for FY 2011. The Aquatics Division was budgeted $204,000 for several
Swim Center items, one of which is the lighting replacement. Below is a chart which itemizes
each separate project within this CIP item, and its current status.
CIP Description Estimated Cost
(includes permits
and engineering)
Actual Cost
(bid, permits and
engineering)
Budgeted Amount
Unspent
Lighting
IN PROCESS
$95,000 $100,901.45 -$5,901.45
Main Pool Pump
IN PROCESS
$85,000 $49,944.45 $35,055.55
Chemical Controller
COMPLETED
$12,000 $8,526 $3,174
Chair Lift
COMPLETED
$12,000 $7,106 $4,894
Total $204,000 $166,477.90 $37,522.10
Material and construction costs for the Lighting project are higher than initially anticipated. This
is offset with savings from other projects within the Swim Center Mechanical Improvements CIP
budget.
Light bulb replacement is currently budgeted in the Swim Center budget, and will not change
due to the change in bulb type. The system has motion sensors that will reduce the amount of
light provided by half when the pool is open but unoccupied. North Western Energy is providing
a rebate of $1,398.00 for changing the bulb type.
Attachments: Bid document
Bid tab
Report compiled on: November 23, 2010
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Notice of Award – Page 1 of 1
N:\0417\059 - Pump Replacement\DOCS\SPECS\DIV 0\notice_award_c-510.docx
11/19/10
Notice of Award
Dated
Project: Owner: Owner's Contract No.:
Contract: Engineer's Project No.:
Bidder:
Bidder's Address: (send Certified Mail, Return Receipt Requested)
You are notified that your Bid dated for the above Contract has been considered. You
are the Successful Bidder and are awarded a Contract for
(Indicate total Work, alternates or sections or Work awarded.)
The Contract Price of your Contract is
Dollars ($ ).
copies of each of the proposed Contract Documents (except Drawings) accompany this Notice of Award.
sets of the Drawings will be delivered separately or otherwise made available to you immediately.
You must comply with the following conditions precedent within fifteen days of the date you receive this Notice of
Award.
1. Deliver to the Owner fully executed counterparts of the Contract Documents.
2. Deliver with the executed Contract Documents the Contract security [Bonds] as specified in the
Instructions to Bidders (Article 20), General Conditions (Paragraph 2.01 and 5.01) and Supplementary
Conditions (Paragraph SC-2.01).
3. Other conditions precedent:
Failure to comply with these conditions within the time specified will entitle Owner to consider you in default,
annul this Notice of Award and declare your Bid security forfeited.
Within fifteen days after you comply with the above conditions, Owner will return to you two fully executed
counterparts of the Contract Documents.
Owner
By:
Authorized Signature
Title
Copy to Engineer
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November 24, 2010
James Goehrung
P.O. Box 1230
Bozeman, MT 59771-1230
Re: Swim Center Natatorium Lighting Upgrade
Bid Recommendation
MMI#: 0417.060
Dear James:
I have reviewed the bids for the Swim Center Natatorium Lighting Upgrade project for the City of
Bozeman. There were three competitive bids received for the project on November 9, 2010,
submitted by Tryon General Electric (TGE), Liberty Electric, and Townsend Electric. Copies of
each bidder’s bid documents are attached.
Liberty Electric was the apparent low bidder with a total project bid of $88,681.00 (Additive
Alternate was $40,229.00); however, they did not include an affirmation of non-discrimination or
an acknowledgement that the eventual contract will contain a provision prohibiting discrimination
as requested by the Addendum #1 modified Section 00100, Invitation to Bid. Also, Liberty
Electric did not submit the entire Bid Proposal Packet, but as you advised have subsequently
submitted the entire project manual with a cover letter stating that this was the project manual
that the bid was based on and have provided the non-discrimination affidavit on letterhead. The
next lowest bidder is Townsend Electric, with a total bid amount of $97,300.00 (Additive
Alternate was $43,800.00). Townsend Electric also did not include an affirmation of non-
discrimination or an acknowledgement that the eventual contract will contain a provision
prohibiting discrimination. The highest bid was in the amount of $109,208.00 (Additive Alternate
was $96,855.00) and was received by Tryon General Electric (TGE); TGE’s bid did not include
an affirmation of non-discrimination or an acknowledgement that the eventual contract will
contain a provision prohibiting discrimination.
The Engineer’s Estimate of the project cost (without contingency) was $94,490.00. The lowest
bid amount (submitted by Liberty Electric) is 7.01% lower than the Engineer’s Estimate, and the
next highest bid (Townsend Electric) is 2.54% higher than the Engineer’s estimate. The bid
submitted by TGE is 15.08% higher than the Engineer’s Estimate. It is important to note that the
total project costs given above do not include contingency money for any unforeseen contract
amendments. I recommend allotting 10% of the lowest bid price to the project budget for
contingency purposes ($8,681.00) in the event that the contract is awarded.
I have contacted Dawn Aitken at Liberty Electric (the apparent low bidder) and asked her if she
is confident in her bid amount. She indicated that she is confident in her bid price and is
prepared to enter into an agreement with the City of Bozeman to complete the work. As you
directed, I have also requested that she provide on letterhead her affirmation to comply with the
City of Bozeman’s non-discrimination policy as well as a cover letter attached to the project
manual indicating that the bid proposal was in fact based on this manual and I have included
these letters and the project manual with the attached bid documents. It appears that Liberty
Electric does possess the qualifications to be a responsible and qualified contractor for this
project.
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Page 2 of 2
Dan McCarthy has brought to my attention that funds are not available at this time to pursue the
additive alternate for replacement of the ceiling tiles within the Natatorium. If Liberty Electric’s
bid is otherwise found to be acceptable and the funds are available, it is my recommendation
that the City of Bozeman award the contract for the Swim Center Natatorium Lighting Upgrade
project to Liberty Electric for the base bid amount of $88,681.00.
Please indicate to me as soon as possible if the award of this project is acceptable. I will then
have a Notice of Award prepared with the appropriate signatures such that it can be delivered to
Liberty Electric with the Agreement.
As always, please feel free to call me directly if you have any questions or concerns.
Sincerely,
Morrison-Maierle, Inc.
_______________________
Chad Zeitner, P.E.
Project Engineer
Enclosures
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