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Home My WebLink About2012/09/25 Item 05TY COUNCIL STATEMENT ~~~ CITY OF ----- CHUTA VISTA 9/25/12, Item 5 ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA (1) AMENDING THE 2012-2013 CIP BUDGET, (2) ESTABLISHING A NEW CAPITAL IMPROVEMENT PROJECT. "DIGITAL MESSAGE CENTERS AT CIVIC CENTER AND SOUTH LIBRARIES" (GG220), (3) TRANSFERRING $7,000 FROM THE SUPPLIES & SERVICES CATEGORY TO THE CIP PROJECT EXPENDITURES BUDGET WITHIN THE ENERGY CONSERVATION FUND, (4) APPROPRIATING $75,000 TO GG220, (5) REJECTING THE BID OF THE APPARENT LOW BIDDER AS NON-RESPONSIVE, (6) ACCEPTING THE REMAINING BIDS, AND (7) AWARDING A CONTRACT TO CLEAR SIGN & DESIGN IN THE AMOUNT OF $69,999.99 FOR GG220 SUBMITTED BY: DIRECTOR OF PUBLIC WORKS ~ ADMINISTRATIVE S ICES MANAGER 1~~ REVIEWED BY: CITY MANAGER ASSISTANT CITY ANAGER ~~ 4/STHS VOTE: YES X~ NO SUMMARY The City of Chula Vista receives funding to promote energy effciency in the community through a Local Government Partnership with San Diego Gas & Electric and the California Public Utilities Commissiou. As pant of its Local Government Partnership, the City recently created "Energy Lounges" at the Civic Center and South Library branches offering books and resources on energy and sustainability topics. The proposed "Digital Message Centers at Civic Center and South Libraries" project (GG220) will install LED messaging displays outside both buildings to help promote the Energy Lounges and their related programming. Staff is proposing to reject Uie bid of the apparent low bidder due to its uiuesponsiveness acid enter into a $69,999.99 contract with Clear Sign & Design for the project, which will be fully funded through the City°s Local Govermnent Partnership. ENVIRONMENTAL REVIEW The Development Services Director has reviewed the proposed activity for compliance with the California Enviromnental Quality Act (CEQA) and has determined that the activity qualifies for a Class 11(a) categorical exemption pursuant to Section 15311 [Accessory Structures] of the 5-1 9/25/12, Item S Page 2 of 3 State CEQA Guidelines because the activity consists of installing signage, in compliance with applicable city codes, on existing facilities. Thus, no further CEQA environrnental review is required. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION Since 2006, the City of Chula Vista has participated in a Local Government Partnership (LGP) with San Diego Gas & Electric and the California Public Utilities Commission. Local Govermnent Partnerships, which are supported through aconsumption-based surcharge on ratepayers' energy bills, are designed to help jurisdictions leverage their unique authority and resources to promote energy efficiency at municipal facilities acrd within the community. With its LGP funding, the City has successfully integrated energy efficiency into numerous municipal programs and operations such as developing green building standards, offering free energy evaluations to businesses and residents, and identifying energy-saving facility reU~ofits. To expand community outreach opportunities, the City recently created "Energy Lotmges" at the Civic Center and South Library branches through its Local Government Partnership. The Lounges allow visitors to borrow books, resources, and tools (such as Kill-A-Watt devices) to learn more about their energy use, energy et~iciency upgrades, renewable energy systems, and other sustainability topics. To help promote the new Energy Lounges and their related programming, staff is proposing to install LED messaging displays outside both Library buildings (known as "Digital Message Centers at Civic Center and SouthLibraries" project). The project will be fully funded tluough the City's Local Govenunent Partnership. On August 3Q 2012, the Director of Public Works received a total of three (3) bids for the project. The following table summarizes the bids received: DETERMINATION OF BID TOTAL CONTRACTOR RESPONSIVENESS SUBMITTED BID 1 Absolute Sign Unresponsive to project $36,869.00 s ecifications 2 Clear Sign & Design Actual Lowest, Responsive $69,999.99 3 Custom Signs Responsive $71,691.00 All three contractor bids were publicly-opened and reviewed by staff for completeness and accuracy. The apparent low bid proposal by Absolute Sign was deemed to be wrresponsive, because it proposed a digital sign system that was not consistent with the project specifications outlined in the bid package. Therefore, Clear Sign & Design was determined to be the lowest bidder. 5-2 9/25/12, Item ~ Page 3 of 3 The low bid submitted by Clear Sign & Design is above the Engineer's estimate of $55,000 by approximately $15,000 (27%). However, the greater price appears to be consistent with market rates. As a result, staff is proposing to enter into a $69,999.99 contract with Clear Sign & Design for the project. In addition, staff is requesting that $75,000 in existing Local Government Partnership funds be transferred to the CIP budget category of the Energy Conservation Fund and appropriated to the "Digital Message Centers at Civic Center and South Libraries" project (GG220). The contractors, who bid on this project, are not required to pay prevailing wages to persons employed by them for the work performed under this project. Attaclmlent 1 is a copy of the Contractor's Disclosure Statement. DECISION MAKER CONFLICT Although some Councilmembers own property within a 500 foot radius of the properties involved in the decision making, pursuant to California Code of Regulations Section 18705.2(a)(1), no conflicts exist as the decision will have no financial effect on the Councilmembers' properties; therefore, the Councilmembers are not disqualified from participating in the decision-making. CURRENT YEAR FISCAL IMPACT There is no impact to the General Fund. The contract amount and costs for implementing the project will be fully funded through the SDG&E Local Government Partnership, which is funded by California utility ratepayers under the auspices of the California Public Utilities Commission. Funds for this project are already accounted for in the Energy Conservation Fwd. FUNDS REQUIRED FOR PROJECT A. Contractor Amount -Clear Sign & Design B. City Contingencies $69,999.99 $5,000.01 TOTAL FUNDS REQUIRED FOR CONSTRUCTION $75,000.00 FUNDS AVAILABLE FOR PROJECT A. SDG&E/CPUC Local Government Partnership $75,000.00 TOTAL FUNDS AVAILABLE FOR CONSTRUCTION $75,000.00 ONGOING FISCAL IMPACT There may be insignificant energy utility cost increases due to the digital signage, but the sign's use of LED lighting technology will minimize this impact. ATTACHMENTS I . Contractor's Disclosure Statement Prepared by: Brendan Reed, Envzronneental Resource Manager, Public Works -Conservation Section Gordon Day, Bull ding Project Manager, Public Works -Engineering K IPliBLIC FI'ORI:S- ENGL3GE.ND,91CAS7012109-75-/21Lfbrar~~ Ener~~ Lwmge Digital Sigi~s_C_9S_FINAL.doc 5-3 Rrrac+~r~rr / City of Chula Vista Dfsclosnre Statement Pursuant to Council Policy 101-01; prior to any action upon matters that will require discretionary action by the Councih Plam~ing Commission and atl other official bodies of the City, a statement of disclosure of certain ownership or financial interests, payments, or campaign contributions for a City of Chula Vista election must be filed. The following information must be disclosed: ]. List the names of all parsons having a financial interest in the property that is the subject of ffie application or the contract, e.g., owner, applicant, contractor, subcontractor, material supplier. '~~ i n~, lt~ci' i~ ~~ 2. If any person* iden*.ified pursuant to (1) above is a corporation or partnership, list the names of all individuals with a $2000 investment in the business (corporationtpartnership) entity. ~~~P ~~ l1y-r,~_ I~ ~i II~~:I 11 S. If any person* identified pursuant to (1) above is a non-profit organization or trust, list the names of any person serving as director of the non-profit organization or as trustee or beneficiary or trustor of the trust. !J {~' 4. Please identify every person, including any agents, employees, consultants, or independent contractors you have assigned to represent you before the City in this matter. MuvCL(9 y1 rlU%f(~ n -'~ 5. Has any person* associated with this contract had any financial dealings with an official** of the City of Chula Vista as it rela?es to this contract within t}te past 12 months? Yes_ No~ t7 5-4 If Yes, briefly describe the nature of the financial interest the official*' may have in this contract. Have you made a contribution of more than $2- within the past hvelve (12) months to a current member of the Chula Vista City Council? No Yes _ If yes, which Council member? Have you provided more than $390 (or an item of equivalent value) to an official** of the City of Chula Vista in the past twelve (12) months? (T s includes being a source of income, money to retire a legal debt, gift, loan, etc.) Yes _ No Tf Yes, which officiate°* and what was the nature of item provided? Date:_ ~ Zy Z~ Person is defined as: any individual, firm, co-partnership, joint venture, association, social club, fratema] organization, corporation, estate, tmst, receiver, syndicate, any other county, city, municipality, district, or other political subdivision, -or any other group or combination acting as a unit. '* Official includes, but is not limited to: Mayor, Council member, 1?lanning Commissioner, Member of a board, commission, or committee of the City, employee, or staff members. Is 5-5 RESOLUTION NO.2012- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA (1) AMENDING THE 2012-2013 CIP BUDGET, (2) ESTABLISHING A NEW CAPITAL IMPROVEMENT PROJECT, "DIGITAL MESSAGE CENTERS AT CIVIC CENTER AND SOUTH LIBRARIES" (GG220), (3) TRANSFERRING $'75,000 FROM THE SUPPLIES & SERVICES CATEGORY TO THE CIP PROJECT EXPENDITURES BUDGET WITHIN THE ENERGY CONSERVATION FUND, (4) APPROPRIATING $75,000 TO GG220, (5) REJECTING THE BID OF THE APPARENT LOW BIDDER AS NON-RESPONSIVE, (6) ACCEPTING THE REMAINING BIDS, AND (7) AWARDING A CONTRACT TO CLEAR SIGN & DESIGN IN THE AMOUNT OF $69,999.99 FOR GG220 WHEREAS, the City of Chula Vista has participated in a Local Government Partnership (LGP) with San Diego Gas & Electric and the California Public Utilities Commission since 2006; and WHEREAS, LGPs are designed to help jurisdictions leverage their unique authority and resources to promote energy efficiency at municipal facilities and within the community; and WHEREAS, to expand community outreach opportunities through its Local Government Partnership, the City recently created "Energy Lounges" at the Civic Center and South Library branches offering books and resources on energy and sustainability topics; and WHEREAS, staff is now proposing to install LED messaging displays outside both Library buildings ("Digital Message Centers at Civic Center and South Libraries" project - GG220) to help promote the new Energy Lounges; and WHEREAS, the project will be fully funded through the City's SDG&E/CPUC Local Government Partnership, and WHEREAS, the Director of Public Works received a total of three (3) bids for the project on August 30, 2012, which were publicly-opened and reviewed by staff for completeness and accuracy; and WHEREAS, the apparent low bid proposal was deemed to be unresponsive, because it proposed a digital sign system that was not consistent with the project specifications outlined in the bid package, so the next lowest bidder, Clear Sign & Design, was designated the lowest bidder. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby: 1. Amend the 2012-2013 Capital Improvement Program (CIP) Budget, 5-6 Resolution No. Page 2 2. Establish a new capital improvement project, "Digital Message Centers at Civic Center and South Libraries" (GG220), 3. Transfers $75,000 from the Supplies & Services budget category to the CIP Project Expenditures budget within the Energy Conservation Fund, 4. Appropriates $75,000 to GG220, 5. Rejects the bid of the apparent low bidder due to its unresponsiveness, 6. Accepts the remaining bids, and 7. Awards a $69,999.99 contract with Clear Sign & Design for GG2,~0. Presented by Approved as to Richard A. Hopkins ~len R. Goog Director of Public Works ty Attorney 5-7