To: HONORABLE MAYOR AND From: Jose Obregon

CITY COUNCIL Katy Allen

Subject: SAN JOSE CITY HALL & ANNEX Date: October 29, 2003

NEW FIRE ALARM SYSTEM

COUNCIL DISTRICT: 3 .

SNI Area: N/A

RECOMMENDATION

Approval to reject the bids for the San Jose City Hall and Annex New Fire Alarm System Project due to non-clarity in the contractor submittals of the Schedule of Quantities, and authorization for the Director of General Services to re-advertise and re-bid the project.

BACKGROUND

The fire alarms systems in San Jose City Hall and Annex were originally installed during the original construction of the City Hall and Annex. GSA staff has determined that given their age and level of technology, the systems should be upgraded. The proposed upgrade to the existing fire alarm system will enhance warnings to the staff in the City Hall and Annex facility during an emergency situation. The upgraded fire alarm system has been designed for expansion to accommodate the needs for the future possible re-use project of these facilities.

ANALYSIS

As part of the security enhancement efforts, the City Manager's Office requested General Services to design a new fire alarm system for San Jose City Hall and Annex. General Services was directed to prepare the bid documents and to administer the work that is needed for the new fire alarm system. A notice inviting bids was published on September 10, 2003 with a pre-bid conference being held on September 30, 2003. The purpose of the meeting was to review the project site and answer questions from prospective bidders regarding the specifics of the San Jose City Hall and Annex Fire Alarm System project. This effort resulted in the receipt of two bids, which were publicly opened on October 9, 2003.

Upon review of the documents, staff has determined that the Schedule of Quantities form did not clearly indicate how the particular cost elements of the bid should be stated. As a result, one of the two bidders submitted its costs improperly, making it impossible to determine the low bid.

By resoliciting bids with a corrected cost sheet, staff believes that it will obtain at least two competitive bids as well as maintain a fair process.

PUBLIC OUTREACH

To solicit contractors, the project was listed on the City’s General Services and Public Works Internet Bid Lines and advertised in the San Jose Post Record.

COORDINATION

This project has been coordinated with the City Managers Office, the City's Security Committee, the Department of Planning, Building and Code Enforcement, the Fire Department and the City Attorney's Office.

CEQA

Exempt, PP03-08-262.

Jose Obregon Katy Allen

Director, General Services Department Director, Public Works Department