In FY22, the Communication Workspace Studio project was initiated with the goal of creating an in-house media studio at City Hall. The project is intended to develop a dedicated space to produce and distribute City-related multimedia content. This initiative was driven by the desire to improve communication within the City and to the public, enhance transparency and effectively convey important information if the City enters into an Emergency response.
The project was recently bid and a total of one (1) bid was received with a base bid amount of $261,495.00. The available budget for this project is $200,000.00. In order to maximize available funds to the best interest of the City, staff recommends to reject the bids to avoid unnecessary delays and to provide cost effective improvements within City Hall. This project scope will be refined and rebid to fit within the available budget and to complete the original intent/scope of the project. Some scope of work items will be reevaluated and considered as alternates to allow selection of project elements to fit within available budgeted funds. The revised schedule is to advertise and bid this project for fall 2023 construction. If the bids received are still higher than available funds, the project will be delayed and reevaluated.
Texas Local Government Code 252.043 (f) authorizes the governing body to reject bids. Section IX of Instructions to Bidders, of bid ITB 2023-16, states that "The City may reject any or all Bids as provided by law."
The Engineering and Communication Department's recommend the City Council authorize the rejection of all bids received through the Invitation to Bid process for the Communication Media Workspace Construction, ITB 2023-16.