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RESOLUTION of the City of San Leandro City Council to Award a $670,798 Construction Contract to EIDIM Group for the Main Library and Marina Community Center Audio Visual Equipment, Project Numbers 2016.0210 and 2016.0500; to Authorize the City Manager to Negotiate and Approve Individual Change Orders Up to 5% or $33,540 of the Original Contract Amount; to Authorize the City Manager to Negotiate and Approve Change Orders Up to a Cumulative Value of 11.2% or $75,000 of the Original Contract Amount; and to Appropriate $890,000 from the Public Education and Government Fund for the Project. (Provides for the replacement of audio-visual equipment in the Karp/Estudillo Rooms and Carnegie Lecture Hall in the Main Library, the Titan Auditorium in the Marina Community Center and the Surlene Grant Community Meeting Room in the South Offices)
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WHEREAS, the City of San Leandro did, on October 3, 2019, publicly open, examine and declare all sealed proposals or bids for doing the work described in the bid documents for the subject project; and
WHEREAS, said proposals were submitted to the Engineering and Transportation Director who has found that the proposal hereinafter mentioned is the lowest responsive bid by a responsible bidder for doing said work of the Base Bid plus Bid Alternate No. 1; and
WHEREAS, the subject project is categorically exempt from the California Environmental Quality Act; and
WHEREAS, change orders to clarify the work or respond to unusual existing conditions are a normal aspect of public contracting and construction; and
WHEREAS, in order to expedite the delivery of public projects on schedule and on budget, provide that subcontractors and workers are paid in a timely fashion, avoid as much as possible costly delay claims, and insure that the City completes projects that are to the City’s highest standards, the City Council finds that providing authorization to the City Manager to negotiate and approve change orders is in the best interest of public health, safety and welfare.
NOW, THEREFORE, the City Council of the City of San Leandro does RESOLVE as follows:
That said City Council hereby rejects all of said proposals or bids except that herein mentioned; hereby waives any irregularities in the proposal or bid of the lowest responsible bidder; and hereby awards the contract for the Base Bid plus Bid Alternate No. 1 for doing said work to the lowest responsible bidder therefore, to wit, EIDIM Group, Inc. (dba EIDIM Technology), in the amount of $670,798; and
That the City Manager or his designee is authorized to negotiate and approve individual change orders up to a maximum of 5% of the original contract amount, or $33,540 each; and
That the City Manager or his designee is authorized to negotiate and approve cumulative change orders up to a maximum of 11.2% of the original contract amount, or $75,000; and
That $890,000 from the Public Education and Government fund balance be appropriated to account 180-38-370 for the project in Fiscal Year 2019-20; and
BE IT FURTHER RESOLVED:
That if the above named contractor is unable to execute the contract, then the City Manager, at his discretion, is authorized to award this contract for the Base Bid and Bid Alternate No. 1 to the next lowest responsive bid by a responsible bidder (if available), execute all documents to effect the award, and take all actions necessary to recover any bid security from the low bidder necessary to make the City whole in its acceptance of the lowest bid.