HomeMy WebLinkAbout2011-07-12; City Council; 20621; Rejecting all bidsCITY OF CARLSBAD - AGENDA BILL
AB#20.621
MTG. 7/12/11
DEPT. UTIL
REJECT ALL BIDS FOR CONSTRUCTION OF THE
NORTHWEST QUADRANT STORM DRAIN
IMPROVEMENT PROGRAM, CONCRETE REPAIR
WORK, AND PAVEMENT MANAGEMENT PROGRAM,
PROJECT NOS. 6608, 6021, AND 6001
DEPT. DIRECTOR
CITY ATTORNEY
CITY MANAGER \M
RECOMMENDED ACTION:
Adopt Resolution No. 2011-166 rejecting all bids for the construction of the Northwest Quadrant
Storm Drain Improvement Program, Concrete Repair Work, and Pavement Management Program,
Project Nos. 6608, 6021, and 6001.
ITEM EXPLANATION:
The Northwest Quadrant Storm Drain Replacement Program is a multi-year program to address non-
master drainage plan needs within the northwest quadrant of the City. Carlsbad Operations and
Maintenance staff was interviewed regarding their field observations and knowledge of drainage issues
throughout the northwest quadrant. Site locations were identified and prioritized based on
recommendations from field observations. The locations of the sites, status and current priority are
included in Exhibit 2.
One site consisting of two locations is included in this contract request as shown on Exhibit 1. Storm
drain improvements are proposed for Madison Street and Roosevelt Street between Carlsbad Village
Drive and Grand Avenue and include construction of 420 feet of 18" diameter reinforced concrete pipe,
56 feet of 12" polyvinyl chloride pipe, four catch basins, and four cleanouts that connect to the existing
storm drain systems in Grand Avenue and Carlsbad Village Drive. In addition to drainage improvements,
and through the Concrete Repair Work project, the two midblock crossings will also be reconstructed to
improve street surface drainage and pedestrian circulation. These improvements will meet current
American Disabilities Act requirements. Upgrades to the irrigation systems and electrical systems will
also be accomplished with this contract through the Concrete Repair Work project. At the completion of
the storm drain improvements and concrete repairs, the two street segments will be overlayed through
the Pavement Management Program.
On May 10, 2011, through Resolution Number 2011-086, Agenda Bill 20,536, Council approved the
plans and specifications and authorized the advertisement for bids for the Northwest Quadrant Storm
Drain Improvement Program, Concrete Repair Work, and Pavement Management Program, Project Nos.
6608, 6021, and 6001.
On June 15, 2011, four (4) sealed bids were received, opened and witnessed for the construction of this
project as shown in the following Table 1.
DEPARTMENT CONTACT: Sherri Howard 760-602-2756 Sherri.Howard@carlsbadca.qov
FOR CITY CLERKS USE ONLY
COUNCIL ACTION:APPROVED
DENIED D
CONTINUED D
WITHDRAWN D
AMENDED D
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER-SEE MINUTES D
Page 2
TABLE 1
NORTHWEST QUADRANT STORM DRAIN IMPROVEMENT PROGRAM, CONCRETE REPAIR WORK, AND
PAVEMENT MANAGEMENT PROGRAM, PROJECT NOS. 6608, 6021, & 6001
CONTRACTOR
1.
2.
3.
4.
BertW. Salas, Inc.
Tri-Group Construction
New Century Construction
Don Hubbard Contracting Company
BID LUMP SUM
$336,862
$364,119
$371 ,423
$414,707
Because of special project requirements, a mandatory pre-bid meeting was conducted by staff at the
Housing and Neighborhood Services office followed by a site walk. Five contractors attended this pre-bid
meeting and no other contractors were allowed to bid the project. The project was described to the
attending contractors and special requirements of this contract were outlined. Three special requirements
and one standard requirement were included in the project specifications. Following is a discussion of
each special requirement and how they impacted the bids received.
First, Contractors were required to demonstrate experience in storm drain and paving construction
activities in downtown City locations by completing at least $5 million in similar work within the last five
(5) years. Three bidders submitted documentation meeting this experience requirement by submitting a
document form titled "Statement of Technical Ability and Experience". The low bidder, Bert W. Salas, Inc.
submitted the document indicating $3,296,397 in similar experience in the last 5 years. The minimum
experience requirement therefore was not demonstrated, and Bert W. Salas, Inc. was determined not
qualified to bid this project.
Second, Contractors were required to perform the construction work in the months of September and
October because those months have the fewest scheduled community activities and lower number of
visitors involving this section of Roosevelt Street and Madison Street. To determine if bidders could meet
the City's schedule, the bidders were required to submit a project schedule. Three bidders, Bert W.
Salas, Tri-Group Construction, and New Century Construction, did not submit a construction schedule as
required; and staff was unable to evaluate if their bids were based on meeting the City's construction
schedule. One bidder, Don Hubbard Contracting Company complied with this requirement. The
construction schedule submitted by Don Hubbard Contracting Company showed that crews will need to
work Saturdays to keep the timeline but can comply with the City's timeframe for the work.
Third, Contractors were required to submit "materials submittals" for items of work that are to be
constructed in the initial phases of construction. Typically, the City requests "materials submittals" after
the contract is executed for approval, but before the work is started. Review of these "materials
submittals" can take 20 to 30 working days to complete. Three bidders, Bert W. Salas, Tri-Group
Construction, and New Century Construction, did not submit the "materials submittal" as required. One
bidder, Don Hubbard Contracting Company complied with this requirement.
Fourth, all contracts require completion and submittal of the "Designation of Subcontractor and Amount
of Subcontractor's Bid Items". The contractor is allowed 24 hours from the time of the bid opening to
submit the actual amount of work that each subcontractor will perform. The purpose of this document is
to ensure that the General Contractor is completing at least 50% of the work. Although submitted, Don
Hubbard Contracting Company did not submit the form within the 24-hour time frame specified in the
contract documents, which was 2:00 PM Thursday, June 16, 2011.
All bidders were determined to be non-responsive after staff completed a review of the bid documents
submitted in determining compliance with the contract documents. Staff is recommending that City
Council find that the four bidding contractors submitted "non-responsive bids" and reject all bids.
PageS
ENVIRONMENTAL IMPACT:
The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines
Section 15301(b) - minor alteration of existing facilities of public utility services involving negligible or no
expansion and Section 15302(c) - replacement or reconstruction of existing utility systems and/or
facilities involving negligible or no expansion of capacity. The Planning Director filed a Notice of
Exemption on March 18, 2011.
FISCAL IMPACT:
Table 2 shows the current status of the applicable projects:
TABLE 2
SUMMARY OF PROJECT EXPENSES
NORTHWEST QUADRANT STORM DRAIN IMPROVEMENT PROGRAM, PROJECT NO. 6608
TASK DESCRIPTION
Design
Construction, Inspection, Materials Testing
Environmental Mitigation & Monitoring
,. ' ' •'.' "- - '" :••••[ TOTAL
APPROPRIATED
TO DATE
$619,969
$1,263,637
$16,170
$1,899,776
EXPENDITURES/
ENCUMBRANCES
TO DATE
$446,184
$756,403
$10,497
$1,213,084
REMAINING
BALANCES
$173,785
$507,234
$5,673
$686,692
CONCRETE REPAIR WORK, PROJECT NO. 6021
TASK DESCRIPTION
Construction, Inspection, Materials Testing
TOTAL
APPROPRIATED
TO DATE
$750,000
$750,000
EXPENDITURES/
ENCUMBRANCES
TO DATE
$367,475
$367,475
REMAINING
BALANCES
$382,525
$382,525
PAVEMENT MANAGEMENT PROGRAM, PROJECT NO, 6001
TASK DESCRIPTION
Design
Construction, Inspection, Materials Testing
TOTAL
APPROPRIATED
TO DATE
$145,043
$7,202,567
$7,347,610
EXPENDITURES/
ENCUMBRANCES
TO DATE
$128,703
$1,864,003
$1,992,706
REMAINING
BALANCES
$16,340
$5,338,564
$5,354,904
EXHIBITS:
1. Location map.
2. Northwest Quadrant Storm Drain Program Project List.
3. Resolution No. 2011-166 rejecting bids for the Northwest Quadrant Storm Drain
Improvement Program, Concrete Repair Work, and Pavement Management Program, Project
Nos. 6608, 6021, and 6001.
EXHIBIT 1
LOCATION MAP
S/TE5
LEGEND:
SITES - MADISON ST. NORTH OF CARLSBAD VILLAGE DR.
- ROOSEVELT ST. WORTH OF CARLSBAD VILLAGE DR.
rtemcOCCAM
NOT TO KALE
PROJECT NAME
NORTHWEST QUADRANT STORM DRAIN PROGRAM
(MADISON STREET AND ROOSEVELT STREET)
PROJECT
NUMBER
6608
EXHIBIT
1
: SCOTT EVANS CARLSBAD UJtUIKS KPT. J/I6/II C:\omjTfS tXfARWEMT\DeSKSH DMSKN^OWARO\M08-iDWC
EXHIBIT 2
NORTHWEST QUADRANT STORM DRAIN
IMPROVEMENT PROGRAM PROJECT LIST
Site
Number
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
29
30
31
32
Site Location
Mountain View and Pacific Avenue
Madison Street, Grand Avenue to Arbuckle
Place
Oak Avenue and Lincoln Street
Roosevelt Street n/o Beech Avenue
Roosevelt Street and Madison Street, Carlsbad
Village Drive to Grand Avenue
Ocean Street north of Oak Avenue
Valley Street and Buena Vista Way
Valley Street north of Carlsbad Village Drive
Cynthia Lane to Pio Pico Drive
Pio Pico Drive and Forest Avenue
Elmwood Street and Laguna Drive
Wilson Street north of Buena Vista Way
Macarthur Avenue and Sunnyhill Drive
Chestnut Avenue and Pio Pico Drive
Chestnut Avenue and Adams Street
Adams Street and Palm Avenue
Adams Street north of Magnolia Avenue
Adams Street north of Tamarack Avenue
Basswood Avenue and Valley Street
Linda Lane Cul de Sac's
Donna Drive west of Chestnut Avenue
Palisades Drive and East Pointe Avenue
Calavo Court
Ridgecrest Drive
Adams Street south of Hoover Street
Park Drive, Monroe Street to Woodvale Drive
Monroe Street, Alder Drive and Sunnyhill Drive
Park Drive, Cove Drive to Marina Drive
Sevilla Way
Park Drive east of Valencia Avenue
Harrison Street south of Chinquapin Avenue
Crest Drive Drainage Project
Priority
2
2
7
2
2
3
3
3
1
1
4
4
4
1
1
6
6
6
4
5
5
5
5
1
2
7
7
*
7
7
2
1
Status
Final Design
Final Design
Pre-Design
Final Design
Bid
Pre-Design
Pre-Design
Pre-Design
Construction Complete
Construction Complete
Pre-Design
Pre-Design
Pre-Design
Construction Complete
Construction Complete
Pre-Design
Pre-Design
Pre-Design
Pre-Design
Pre-Design
Pre-Design
Pre-Design
Construction Complete
Construction Complete
Pre-Design
Construction Complete
Construction Complete
Removed from Program
Removed from Program
Construction Complete
Final Design
Construction Complete
- Moved to separate CIP project due to project size and environmental considerations
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. 2011-166
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, REJECTING BIDS FOR THE
NORTHWEST QUADRANT STORM DRAIN IMPROVEMENT
PROGRAM, CONCRETE REPAIR WORK, AND PAVEMENT
MANAGEMENT PROGRAM, PROJECT NOS. 6608, 6021, and
6001.
WHEREAS, on May 10, 2011, the City Council of the City of Carlsbad
>,f3
, through
Resolution No. 2011-086, has previously approved the plans and authorized to advertize for bids
to construct the Northwest Quadrant Storm Drain Improvement Program, Concrete Repair Work,
and Pavement Management Program, Project Nos. 6608, 6021, and 6001; and
WHEREAS, four (4) sealed bids were received on June 15, 2011, by the City for the
construction of said project; and
WHEREAS, staff recommends that City Council finds that all four (4) bidders
are non-responsive.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
California, as follows:
1 . That the above recitations are true and correct.
2. The four submitted bids are found to be non-responsive and are hereby
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proposals
Carlsbad,
rejected.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 12th day of July, 2011, by the following vote to wit:
AYES: Council Members Hall, Kulchin, Blackburn and Douglas.
NOES:None.
ABSENT: Council Member Packard.
LOKRAI
(SEAL)
M. WQ6l} City Cletf O