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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 /// /// /// /// /// /// /// /// /// /// proposals Carlsbad, rejected. I/ 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 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