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HomeMy WebLinkAboutMINUTES - 03112014 - C.35RECOMMENDATION(S): (1) DETERMINE that the anticipated cost to the County for electrical energy provided by the solar photovoltaic system under the construction contract will be less than the anticipated marginal cost to the County of electrical energy that would have been consumed by the County in the absence of the contract and FURTHER DETERMINE that the contract terms are in the best interest of the County. (2) DETERMINE that the bid submitted by Borrego Solar Systems, Inc. (“Borrego”), Oakland, complied with the requirements of the County’s Outreach Program for this project, as provided in the project specifications, and WAIVE any irregularities in such compliance and FURTHER DETERMINE that Borrego submitted the best value bid for this project. (3) AWARD the construction contract for the above project to Borrego in the amount of $891,743 and DIRECT that the Public Works Director, or designee, shall prepare the contract. (4) DIRECT that Borrego shall submit two good and sufficient security bonds (performance and payment bonds) in the amount of $891,743 each. (5) ORDER that, after the contractor has signed the contract and returned it, together with the bonds, evidence of insurance, APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 03/11/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Rob Lim, (925) 313-2000 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: March 11, 2014 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: PW Accounting, PW CPM Division Manager, PW CPM Project Manager, Energy Program Manager, PW CPM Clerical, Auditor's Office, County Counsel's Office, County Administrator's Office, County Administrator's Office C. 35 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:March 11, 2014 Contra Costa County Subject:AWARD Construction Contract for a Solar Photovoltaic System at 151 Linus Pauling, Hercules RECOMMENDATION(S): (CONT'D) and other required documents, and the Public Works Director has reviewed and found them to be sufficient, the Public Works Director, or designee, is authorized to sign the contract for this Board. (6) ORDER that, in accordance with the project specifications and/or upon signature of the contract by the Public Works Director, or designee, any bid bonds posted by the bidders are to be exonerated and any checks or cash submitted for security shall be returned. (7) AUTHORIZE the Public Works Director, or designee, to sign any escrow agreements prepared for this project to permit the direct payment of retentions into escrow or the substitution of securities for moneys withheld by the County to ensure performance under the contract, pursuant to Public Contract Code Section 22300. (8) AUTHORIZE the Public Works Director, or designee, to order changes or additions to the work pursuant to Public Contract Code Section 20142. (9) DELEGATE, pursuant to Public Contract Code Section 4114, to the Public Works Director, or designee, the Board’s functions under Public Contract Code Sections 4107 and 4110. (10) DECLARE that, should the award of the contract to Borrego be invalidated for any reason, the Board would not in any event have awarded the contract to any other bidder, but instead would have exercised its discretion to reject all of the bids received. Nothing in this Board Order shall prevent the Board from re-awarding the contract to another bidder in cases where the successful bidder establishes a mistake, refuses to sign the contract, or fails to furnish required bonds or insurance (see Public Contract Code Sections 5100-5107). FISCAL IMPACT: The project is funded by a Greenhouse Gas Reduction Grant from the Bay Area Air Quality Management District (“Air District”). Required matching funds of $35,000 will come from the Employment and Human Services Department (“EHSD”) budget as EHSD is the occupant of 151 Linus Pauling. Additionally, the County will receive an estimated $166,000 spread over 5 years through a California Solar Initiative rebate program, which can be applied to project costs. BACKGROUND: The solar photovoltaic system (“solar system”) involves constructing steel carport canopy structures with solar panels mounted on top of the canopy structures. The solar canopies will be located in the parking lot and will provide shade to the parked cars in addition to generating electricity. During the first year of operation, the solar system is estimated to decrease the energy bill by approximately 80%. Based on the latest 12 months electric billing, the savings amount to approximately $70,000. The energy cost savings from a reduced electric bill will compound as utility costs continue to increase. Given the industry’s expectation that utility costs will continue to rise over the next 20 years, the solar system is estimated to save the County a total of $2 million over the span of 20 years. A Request for Bid/Proposal (“RFB/P”) for the project was prepared by the Public Works Department. Two bids/proposals were received and opened by the Public Works Department on January 21, 2014. The bids/proposals were evaluated on the basis of experience of the contractor, the technical elements of the proposal, price, and other relevant considerations in accordance with Government Code Section 4217.16. The evaluation was conducted by County staff and the County’s Energy Manager and it was determined that Borrego submitted the best value bid. Regarding price, Borrego submitted a bid of $891,743 and the other bidder, K2, submitted a bid of $1,092,464. The engineer’s estimate was $1.1 million. Staff has determined that Borrego’s bid is responsive and their good faith efforts documentation is in compliance with the County's Outreach Program. The Public Works Director recommends that the Board award the construction contract for this project to Borrego in the amount of $891,743. The general prevailing rates of wages, which shall be the minimum rates paid on this project, are on file with the Clerk of the Board, and copies are available to any party upon request. CONSEQUENCE OF NEGATIVE ACTION: If the construction contract is not awarded, the project would not proceed and the grant funds would need to be returned to the Air District. CHILDREN'S IMPACT STATEMENT: Not applicable.