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HomeMy WebLinkAbout1999-04-20; City Council; 15146; Arenal Road ReconstructionAWARD OF CONTRACT FOR THE CONSTRUCTION OF ARENAL ROAD RECONSTRUCTION PROJECT NO. 3590 I RECOMMENDED ACTION: Adopt Resolution No. 99-135 accepting bids, appropriating an additional $7,000 from the General Fund, and awarding Project No. 3590 for the construction of Arenal Road Reconstruction to HT Development and Construction, Inc. I ITEM EXPLANATION: This project will provide for the narrowing of a 300-foot portion of Arenal Road on the west side of El Camino Real to reduce the curb-to-curb width from 64 feet to 42 feet. In addition, the reconstruction will replace the “T” intersection of Columbine Drive and Arenal Road with a knuckle configuration. Arenal Road was originally constructed with a curb-to-curb width of 64 feet in an 84-foot right-of-way. At the time Arenal Road was constructed, the street was planned to extend westerly beyond Columbine Drive, to provide access to the area now known as Aviara. Due to environmental constraints, it is no longer feasible to extend Arenal Road to this area. Corresponding with the City Council’s decision to open Lupine Road to through traffic, the City Council also decided to reduce the width of Arenal Road west of El Camino Real. The reconstruction project for Arenal Road will narrow the curb-to-curb distance at the intersection with El Camino Real to the 40-foot width of a normal residential street. This narrowing of the road section will help reduce the likelihood of motorists using Arenal Road as an access into the Aviara area. The narrowing of the street will extend approximately 300 feet west of El Camino Real. On January 26, 1999, City Council authorized the advertisement of bids for the construction of Arenal Road Reconstruction as shown on the project plans. The Purchasing Department received four (4) sealed bids on March 4, 1999, as shown in Table 1. I TABLE 1 BIDS AND ESTIMATE ‘; ’ ” ‘~‘CONTRAGTOR ‘: 1. HT Development and Construction, Inc. 2. Topline Construction, Inc. 3. Warren West Construction 4. L.A. Engineering, Inc. ENGINEER’S ESTIMATE 1’ ‘. ” TO’TAL ,: $91,922.65 $96,976.05 $109,762.96 $138,687.60 _ $97,350.00 Staff review of the bid documents revealed the following: The bid submitted by HT Development and Construction, Inc., contained two multiplication errors in the Contractor’s Proposal section on page 10, item nos. 24 and 25. The product entered in the total column for item nos. 24 and 25 are $50 smaller and $1,000 larger respectively than the correct product when using the unit prices submitted for the items. There was also an addition error in totaling the bid amount. The corrected bid total for HT Development and Construction, Inc., of $91,922.65 is $948.60 lower than the incorrect total of $92,871.25 stated in the Contractor’s Proposal. The bid submitted by Topline Construction, Inc., contained an error in the bid total. The correct bid total for Topline Construction, Inc., of $96,976.05 is $18,900 lower than the incorrect total of $115,876.05 stated in the Contractor’s Proposal. The correction of the bid total for Topline Construction, Inc., places them as second low bidder. Before recommending that the City Council find that the deviations are immaterial defects, staff considered whether the deviations could provide an advantage to the erring bidder over the other bidders, be vehicles for favoritism, affect the amount of the bid, influence potential bidders to refrain from bidding, or affect the ability to make bid comparisons. Page 2 of Agenda Bill No -1S. Staff used the following fact to make the recommendation: In accordance with the “Notice Inviting Bids”, wherein it states that “In case of an error in the extension of a unit price, the corrected extension shall be calculated... and compared on the basis of the correct totals.“, the corrected extension of unit prices provides a total project cost of $91,922.65, which is the total amount of bid in words submitted by HT Development and Construction, Inc. Staff recommends that Council makes the determination that the award of the contract serves the best interest of the public and award the contract for the Arenal Road Reconstruction Project to HT Development and Construction, Inc. ENVIRONMENTAL REVIEW: The Planning Commission determined that the project is in conformance with the City’s General Plan. The project is a minor alteration of an existing street and involves no expansion of use. The project does not involve the removal of any scenic resource. The project is categorically exempt from the provisions of Sections 15300 and 15300(c) of the Guidelines of the California Environmental Quality Act. FISCAL IMPACT: Table 2 shows City staffs estimate of the total cost for constructing this project. Funds in the amount of $150,000 have been appropriated for this project. TABLE 2 ESTIMATED PROJECT COSTS PROJECT NO. 3590 - LOW BID AWARD Design and Project Management Administration Construction Contingency Project Administration & Inspection (10%) Total Project Costs Prior Appropriation Deficit $40,500 1 $2,321 $91,923 $13,000 $9,200 $156,944 $150,000 ($6,944) As shown on the above chart, the construction bid amount currently exceeds the established budget. The deficit is relatively small and any unused funds will be returned to appropriate accounts upon completion of the project. Staff recommends that the City Council appropriate an additional $7,000 from the General Fund balance and award a contract for the Arenal Road Reconstruction Project to HT Development and Construction, Inc. EXHIBITS: 1. 2. Location Map. Resolution No. 99, I 3s accepting bids, appropriating an additional $7,000 from the General Fund balance, and awarding Project No. 3590 for the construction of Arenal Road Reconstruction to HT Development and Construction, Inc. - A VIA RA PK@!dL ,-, ,-I\\ y, ,-, ALGA --. CITY OF OCEANSIDE NOT Tb SCALE \ CITY ‘h PROJECT NAME ARENAL ROAD RECONSTRUCTION PROJECT EXHIBIT I I NUMBER 3590 7 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 99-135 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS, APPROPRIATING AN ADDITIONAL $7,000 FROM THE GENERAL FUND BALANCE, AND AUTHORIZING THE EXECUTION OF CONTRACT NO. 3590 FOR THE CONSTRUCTION OF ARENAL ROAD RECONSTRUCTION. WHEREAS, the City Council of the City of Carlsbad has previously authorized the advertisement for bids for the construction of Arenal Road Reconstruction, Project No. 3590; and WHEREAS, the City Council does hereby find that the project is in conformance with the City’s General Plan; and WHEREAS, four (4) sealed bids have been received on March 4, 1999 by the City of Carlsbad for the construction of said project; and WHEREAS, all bid documents received from all bidders have been reviewed in detail and the City Council does hereby find that the lowest responsible bidder, HT Development and Construction, Inc., did submit a bid in the amount of $91,922.65; and WHEREAS, staffs review of the bid documents submitted by HT Development and Construction, Inc., revealed several math errors in the bid schedule and said errors were deemed to be immaterial defects and do not provide an advantage to HT Development and Construction, Inc., over the other bidders, be vehicles for favoritism, affect the amount of the bid, influence potential bidders to refrain from bidding, or affect the ability to make bid comparisons; and WHEREAS, the total estimated costs for said project is estimated to be $154,623; and WHEREAS, the City Council of the City of Carlsbad has previously appropriated funds in the amount of $150,000 for design, construction, administration and inspection of said project; and WHEREAS, Subsection 3.28.172(c)(l) of the Carlsbad Municipal Code authorizes the City Manager to approve change orders in the amount equal to the contingency set at the time of bid award; and WHEREAS, the City Council of the City of Carlsbad, California, hereby declares it necessary, desirable, and in the public interest to construct the aforementioned project. III III . 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 22 23 24 25 26 27 28 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the bid of $91,922.65 as determined by the extension of the unit prices submitted by HT Development and Construction, Inc., for Project No. 3590, for reconstruction of Arenal Road, is hereby accepted and the Mayor and City Clerk are hereby authorized and directed to execute a contract therefor. 3. That a construction contingency of $13,000 is hereby approved. 4. That the Council authorizes the appropriation of an additional $7,000 from the General Fund balance for the construction of Arenal Road Reconstruction. PASSED, APPROVED AND ADOPTED at a regular me.eting of the Carlsbad City Council held on the 20 Way of April , 1999 by the following vote, to wit: AYES: Council Members Lewis, Nygaard, Finnila & Hall Al-l-EST: (SEAL) .