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Item 5 - Reject Bid of Annual Trash Capture Program; Direct Staff to Utilize Informal Bidding to Award ProjectAugust 2, 2022, Item #5DATE: TO: FROM: CONTACT: SUBJECT: Summary: AG EN DA REPORT City of Poway August 2, 2022 Honorable Mayor and Members of the City Council Robert Manis, Director of Development Services PA.A Andrea Thomas, Associate Civil Engineer°1¥ (858) 668-4605 or athomas@poway.org CITY COUNCIL Rejection of Received Bid for the FY 21-22 Annual Trash Capture Program Project; Bid No. 22-014, and Direction to Staff to Utilize an Informal Bidding Process to Award the Project A Notice Inviting Bids was duly advertised on June 2, 2022, for the FY 21-22 Annual Trash Capture Program project. One bid was received and opened on June 22, 2022. The single bid exceeded the engineer's estimate by $99,500.00. Per Municipal Code Section 3.28.070 (E), at its sole discretion, the City Council may reject all bids presented and re-advertise for bids in accordance with California Public Contract Code Section 20166. Recommended Action: It is recommended the City Council reject the received bid and authorize staff to proceed with an informal bidding process permitted by the California Uniform Public Construction Cost Accounting Act (CUPCCM) to award the contract. Discussion: The scope of work includes the installation of certified full trash capture devices in existing storm drain inlets and cleanouts in various locations in the South Poway Business Park. On June 22, 2022, the City received a single bid for $249,500.00 from Tri-Group Construction and Development. The bid exceeded the estimated cost by $99,500.00. Staff evaluated awarding the project to the contractor who submitted the bid, against using the recently adopted CUPCCM program for projects below $200,000. The informal bid process permitted under CUPCCAA consists of soliciting a minimum of three cost proposals from a list of pre-qualified contractors. The CUPCCM process was recently established by the City and was not available to staff at the time this project was advertised for construction. The CUPCCM process is informal and is the most efficient and cost-effective process available. By using CUPCCM, the City can reach out to specific contractors which increases the likelihood of receiving a favorable bid. Staff compared the submitted bid against recent bid data and current product costs. The comparison confirmed the engineer's 1 of 2 August 2, 2022, Item #5estimate of $150,000 was well within the range of expectation for the scope of this project, and suitable for the CUPCCAA informal bidding process. ' Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: None. Public Notification: None. Attachments: None. Reviewed/ Approved By: WmdYserman Assistant City Manager 2 of2 Reviewed By: Alan Fenstermacher City Attorney City Manager