Sparks City Council Meeting 1/8/2018 2:00:00 PM

    Monday, January 8, 2018 2:00 PM
    Council Chambers, Legislative Bldg., 745 4th St. , Sparks, NV

General Business: 9.5

Title: Consideration and possible approval to reject the one responsive bid for the Synthetic Turf Replacement-Fields 7 & 8, Bid No. 17/18-011, PWP #WA-2018-048, due to insufficient funding.
Petitioner/Presenter: John A. Martini, P.E., Community Services Director/Brian D. Cason, S.E., P.E., Capital Projects Manager
Recommendation: Staff recommends Council reject the one responsive bid for the Synthetic Turf Replacement-Fields 7 & 8, Bid No. 17/18-011, PWP #WA-2018-048, due to insufficient funding.
Financial Impact: N/A
Business Impact (Per NRS 237):
     A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

Staff advertised a formal bid for the Synthetic Turf Replacement-Fields 7 & 8 and received three (3) bids on Wednesday December 20, 2017 at 2:00 p.m.  Two bids were deemed “Non-Responsive” and the low bid for the project was $1,614,800 submitted by Hellas Construction, which is 11.5% over available budget.  City staff recommends reject the one responsive bid due to insufficient funding.



Background:

Golden Eagle Regional Park was originally completed in April 2008.  Since completion the park has seen extensive programming and use of all the athletic fields.  The City of Sparks worked with Lloyd Civil & Sports Engineering to develop a long-term asset management/replacement plan of our synthetic fields in 2016.  Based upon this study which included onsite review of the synthetic turf fields and impact attenuation testing of the fields, the Multi-Use Fields 7 & 8 have reached the end of their useful life and require replacement. The budget allocated for the project is $1,488,047.   



Analysis:

The project was advertised and formally bid on November 29, 2017 and two addenda were issued during the bid process.  Three (3) bids were received at City Hall on December 20, 2017.  Staff reviewed the bids and deemed two bidders Non-Responsive.  The one responsive bid submitted by Hellas Construction at $1,614,800 is 11.5% over budget. 

Bids from Sprinturf and FieldTurf USA were missing information required under Nevada State law.  Specifically, both bidders failed to “self-list” themselves on the listing of sub-contractors, as directed on the sheet itself, and per state law.  Specifically, NRS 338.141 (4,a) requires that bids missing the “self-listing” shall “be deemed not responsive”.  Therefore, those bids cannot be considered for award.

Additionally, the bid submitted from FieldTurf USA acknowledged only one of the two issued addenda.  The 2nd addendum included information/project changes that would likely affect the price of their bid.  Therefore, their bid must be considered “non-responsive” on this issue.

City of Sparks Municipal Code and Nevada Revised Statutes require Council action to reject bids if the value of the bid exceeds $50,000.   A bid recap is provided below for Council’s review.  Staff recommends the City Council reject the one responsive bid due to insufficient funding.

Hellas Construction                                        $1,614,800

Sprinturf                                                          $1,161,000 Non-Responsive

FieldTurf USA                                                 $1,316,000 Non-Responsive

                                                                                                                                



Alternatives:
  1. City Council could reject the one responsive bid as outlined by Staff.
  2. City Council could provide direction to the City Manager.


Recommended Motion:

I move to reject the one responsive bid for the Synthetic Turf Replacement-Fields 7 & 8, Bid No. 17/18-011, PWP #WA-2018-048, due to insufficient funding.



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