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ITEM #,#16 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF MAY 5, 2009 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: MARITZA TAPIA, INTERIM PUBLIC WORKS DIRECTOR SUBJECT: APPROVE AWARD OF CONSTRUCTION CONTRACT TO R MOODY CONSTRUCTION, INC. IN THE AMOUNT OF $40,200.00 FOR THE POLICE DEPARTMENT RECORD ROOM ADDITION PROJECT. DATE: BACKGROUND: APRIL 07, 2009 The Police Department had identified a need to expand the footprint of the south side of City Hall to provide their department with a records room, however due to funding restraints this scope of work was not included in the completed City Hall Remodel Project. Currently, the Police Department is utilizing its old customer service area as its records room, which is also doubling as the working space for its Narcotics Division. The need to expand the square footage of the Police Department is threefold: 1) the area currently available to store Police records is not sufficient 2) the current area is not accessible to Police customer service personnel, resulting in longer wait times for Police customers, and 3) interruptions experienced by the Narcotics Division due to the existing shared space scenario significantly impacts the productivity of the Narcotics Division. DISCUSSION/ANALYSIS: Staff has formally bid the Police Department Record Room Addition Project, compliant with the bidding procedures established by Section 3.08.090 of the Purchasing. The bidding information for this project was advertised beginning on February 19, 2009 and the bid opening was conducted on March 24, 2009. Staff received formal proposals from five (5) firms, with their corresponding bid amount as follows: 1. R Moody Construction, Inc. 2. TSR Construction and Inspection 3. Stephan Douglas Johnson Construction 4. Mr. T's Construction 5. Vargas Structures, Inc. Base Bid Optional Bid $38,400.00 $1,800.00 $39,800.00 $2,600.00 $40,250.00 $3,860.00 $44,874.63 $600.00 $85,799.33 $7,900.00 Upon review, City staff found that R Moody Construction, Inc. is the lowest responsive and responsible bidder. Staff recommends awarding a construction agreement for this project to R Moody Construction, Inc., for both the base bid and optional bid item. The optional bid was for relocation of water meter and backflow devices needed to allow for construction of the new records room. Staff recommends award of a construction agreement to R Moody Construction, Inc., in the amount of $40,200. 7/10/03 City Clerk's Office Cb