Item 1.10 - Reso Terminating the Bid Process for the Council Chambers AV Renovation Project, Bid No. 18-003-c� war
f . )
.....Cyn. 6v THE toV.sF
97_rla=1
TO:
FROM:
City of Poway
COUNCIL AGENDA REPORT
October 3, 2017
APPROVED
Q
APPROVED AS AMENDED
❑
(SEE MINUTES)
DENIED
❑
REMOVED
❑
CONTINUED
Resolution No.
Honorable Mayor and Members of the City Council
Donna Goldsmith, Director of Finance
CONTACT: Lawrence Brillon, IT Analyst
(858) 668-4455 or Ibrillon(c�poway.org
SUBJECT: Resolution Terminating the Bid Process for the Council
Chambers AV Renovation Project, Bid No. 18-003, and
Authorizing Open Market Purchasing or Competitive
Negotiations
Summary:
The bid opening for the Council Chambers AV Renovation Project was held on
September 13, 2017. No bids were received for the project. Per Poway Municipal Code
Section 3.28.070 (E) and Section 3.28.080 (G), in the event no bids are received the City
Council may direct staff to proceed with the project by open market purchasing or
competitive negotiations in accordance with California Public Contract Code Section
20166 and Section 20167.
Recommended Action:
It is recommended that the City Council adopt the attached Resolution terminating the bid
process for the Council Chambers AV Renovation Project, Bid No. 18-003; authorize staff
to proceed with open market purchasing or competitive negotiations to complete the
project; and authorize the City Manager to execute any necessary documents.
Discussion:
The Council Chambers AV Renovation Project encompasses a complete audio visual
system for the City of Poway Council Chambers including reconfiguring the existing AV
equipment racks and control room, installing a new video system, projector, screen, and
camera system, installing a new audio system, including microphones, voting equipment,
and installing a supplemental lighting system. The contract time for this project is 21
working days with an Engineer's estimate of $625,000. Upon award, project funding will
require an appropriation from the Public Educational Government (PEG) fund account,
which is restricted specifically for this type of project.
On August 17, 2017, the City of Poway advertised a Notice Inviting Bids for the project.
The bid opening was held September 13, 2017. No bids were received.
1 of 4 October 3, 2017; Item #11.10
Resolution Terminating Bid Process and Authorizing Open Market Purchasing
October 3, 2017
Page 2
Fiscal Impact:
None
Environmental Review:
This item is not subject to the California Environmental Quality Act (CEQA).
Public Notification:
None
Attachments:
A. Resolution Terminating the Bid Process for the Council Chambers AV
Renovation Project, Bid No. 18-003, and Directing Open Market
Purchasing or Competitive Negotiations
Reviewed/Approved By: Reviewed By: Approved By:
Jam,
Wendj Kaserman Morgan Foley
Assistant City Manager City Attorney
Tina M. White
City Manager
2 of 4 October 3, 2017 Item #1.10
RESOLUTION NO. 17-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
POWAY, CALIFORNIA, TERMINATING THE BID
PROCESS FOR THE COUNCIL CHAMBERS AV
RENOVATION PROJECT, BID NO. 18-003, AND
DIRECTING OPEN MARKET PURCHASING OR
COMPETITIVE NEGOTIATIONS
WHEREAS, the City of Poway did duly advertise forbids for the Council Chambers
AV Renovation Project, Bid No. 18-003;
WHEREAS, the deadline to receive bids for the Council Chambers AV Renovation
Project was 4:00 p.m. on September 13, 2017;
WHEREAS, no bids were received by the City on or before the deadline;
WHEREAS, pursuant to Poway Municipal Code Section 3.28.070 (E) and Section
3.28.080 (G), in the event no bids are received the City Council may, in accordance with
Public Contract Code Section 20166 and 20167, waive formal bidding and direct the
Director of Finance or designee to proceed with the project through the open market
process or competitive negotiations; and
WHEREAS, the City Council believes it to be in the best interest of the City to
proceed with the project through the open market process or competitive negotiations.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as
follows:
Section 1: The City Council hereby finds that after fully complying with the City's
purchasing ordinance, no responsive bids were received for the Council Chambers AV
Renovation Project.
Section 2: The City Council hereby terminates the bid process for the Council
Chambers AV Renovation Project, Bid No. 18-003, and directs the Director of Finance or
designee to proceed with the project through either open market process or competitive
negotiations.
PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway,
California, at a regular meeting this 3rd day of October 2017.
Steve Vaus, Mayor
3 of 4 ATTACHMENT A October 3, 2017, Item #1.10
ATTEST:
Nancy Neufeld, CMC, City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO )
I, Nancy Neufeld, City Clerk of the City of Poway, California, do hereby certify under
penalty of perjury that the foregoing Resolution No. 17-*** was duly adopted by the City
Council at a meeting of said City Council held on the 3rd day of October 2017, and that it
was so adopted by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
Nancy Neufeld, CMC, City Clerk
City of Poway
4 of 4 October 3, 2017, Item #1.10