HomeMy WebLinkAbout2012-05-08; City Council; 20889; Award Contract for Construction of Traffic Signal at El Fuerte and Loker Avenue, Project No 6324-1CITY OF CARLSBAD - AGENDA BILL
AB# 20.889 AWARD OF CONTRACT FOR THE CONSTRUCTION
OF A TRAFFIC SIGNAL AT EL FUERTE STREET AND
LOKER AVENUE, PROJECT NO. 6324-1
DEPT. DiRECTOR
iVITG. 5/8/12
AWARD OF CONTRACT FOR THE CONSTRUCTION
OF A TRAFFIC SIGNAL AT EL FUERTE STREET AND
LOKER AVENUE, PROJECT NO. 6324-1
CiTY ATTORNEY
DEPT. TRAN
AWARD OF CONTRACT FOR THE CONSTRUCTION
OF A TRAFFIC SIGNAL AT EL FUERTE STREET AND
LOKER AVENUE, PROJECT NO. 6324-1 CITY IVIANAGER
RECOMMENDED ACTION:
Adopt Resolution No. 2012-103 accepting bids and awarding the contract for the construction
of the traffic signal at El Fuerte Street and Loker Avenue, Project No. 6324-1.
ITEM EXPLANATION:
On February 14, 2012, the City Council approved the plans and specifications for the traffic signal at
El Fuerte Street and Loker Avenue and directed the City Clerk to advertise for construction bids. On
April 4, 2012, the following eight (8) sealed bids were received for the construction of this project as
shown on the following table.
ckliTRAtfOII' " /
TOTAL
AMOUNT Of SID
HMS Construction, Inc. $159,963
Sutherlin Construction, Inc. $169,327
Republic ITS, Inc. $193,500
Select Electric, Inc. $197,552
JFL Electric, Inc. $201,600
Lekos Electric, Inc. $205,000
DBX, Inc. $210,017
Flatiron Electrical Group, Inc. $216,653
On April 9, 2012, HMS Construction, Inc. sent written notification that their bid contained a clerical
error which resulted in an inaccurate bid and requested relief from their submitted bid in accordance
with California Public Contract Code Section 5103. As awarding authority, the City Council must
make the determination of the error to grant relief from the bid. All bid documents submitted by the
second lowest bidder, Sutherlin Construction, Inc. have been reviewed by staff and were found to be
in order. Staff recommends awarding the construction contract to Sutherlin Construction, Inc. in the
amountof $169,327.
ENVIRONMENTAL IMPACT:
The project is exempt from the provisions of the California Environmental Quality Act (CEQA),
pursuant to CEQA Categorical Exemption Section 15301(C) "Existing Facilities," - Existing highways
and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road
grading for the purpose of public safety). No environmental review is required for the project.
DEPARTMENT CONTACT: John Kim, (760) 602-2757, iohn.kim@oarlsbadca.qov
FOR CITY CLERKS USE ONL Y. .
COUNCIL ACTION: APPROVED Jtf
DENIED •
CONTINUED •
WITHDRAWN •
AMENDED •
CONTINUED TO DATE SPECIFIC •
CONTINUED TO DATE UNKNOWN •
RETURNED TO STAFF •
OTHER - SEE MINUTES •
Page 2
FISCAL IMPACT:
Sufficient funds are available in the Traffic Signal at El Fuerte Street and Loker Avenue to cover the
construction costs of the project. A total of $210,000 in Gas Tax funds were appropriated in the
2011/12 Capital Improvement Program. A summary of the project funding is outlined below.
Traffic Signal at El Fuerte Street & Loker Avenue, Project No. 632A
TASK DESCRIPTION CURRENT
APPROPRIATION
CURRENT YEAR
EXPENDITURES/
ENCUMBRANCES
REMAINING
BALANCES
Design $8,000 $5,866 $2,134
Construction, Inspection $202,000 $344 $201,656
TOTAL $210,000 $6,210 $203,790
The engineer's estimate for construction was $150,000. The estimated construction costs associated
with this project are summarized in the following table.
Construction Contract $169,327
Construction Contingency (10%) $16,933
Project Administration, Testing & Inspection (10%) $16,933
TOTAL ESTIMATE PROJECT COST $203,193
TOTAL AMOUNT AVAILABLE FOR THIS PROJECT $203,790
Staff recommends that the contract for the construction of the traffic signal at El Fuerte Street and
Loker Avenue be awarded to Sutherlin Construction, Inc. for the amount of $169,327.
EXHIBITS:
1. Location Map.
2. Resolution No. 2012-103 accepting bids and awarding a contract for the construction
of the traffic signal at El Fuerte Street and Loker Avenue, Project No. 6324-1.
3. Request by HMS Construction, Inc., to be relieved from its submitted bid due to clerical error,
dated 04/09/12 in accordance with California Public Contract Code Section 5103.
LOCATION MAP
VIHPTAIL LOOP
NOT TO SCALE
PROPOSED TRAFFIC SIGNAL AT
EL FUERTE STREET AND LOKER AVENUE
EXHIBIT
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. 2012-103
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA. ACCEPTING BIDS AND
AWARDING A CONTRACT FOR THE CONSTRUCTION OF
THE TRAFFIC SIGNAL AT EL FUERTE STREET AND LOKER
AVENUE. PROJECT NO. 6324-1.
WHEREAS, the City Council of the City of Carlsbad, California, has determined it
necessary, desirable, and in the public interest to construct a traffic signal at the intersection of El
Fuerte Street and Loker Avenue; and
WHEREAS, eight (8) sealed bids were received on April 4, 2012 by the City of Carlsbad
for the construction of said project; and
WHEREAS, the lowest responsive and responsible bid to construct said project was
submitted by HMS Construction, Inc., in the amount of $159,963; and
WHEREAS, on April 9, 2012, HMS Construction. Inc.. sent a written request to be
relieved of their submitted bid due to a clerical error, in accordance with California Public Contract
Code Section 5103; and
WHEREAS, the City of Carlsbad was made aware that a mistake had been made; and
WHEREAS, the bidder, HMS Construction, Inc., gave the City of Carlsbad written notice
within five working days, excluding Saturdays. Sundays, and state holidays, after the opening of
the bids of the mistake, specifying in the notice in detail how the mistake occurred; and
WHEREAS, the mistake made the bid materially different than the bidder, HMS
Construction Inc., intended it to be; and
WHEREAS, the mistake was made in filling out the bid and not due to error in judgment
or to carelessness in inspecting the site of the work, or in reading the plans or specifications; and
WHEREAS, the second lowest responsive and responsible bid to construct said project
was submitted by Sutherlin Construction, Inc., in the amount of $169,327; and
WHEREAS, there are sufficient Gas Tax funds available to complete the project; and
///
///
H
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
WHEREAS, subsection 3.28.040(C)(6) 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
project award.
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 City Council determines that HMS Construction, lnc.be relieved of their bid
due to a clerical error, in accordance with California Public Contract Code Section 5103.
3. That payment of prevailing wages will not be required as part of the construction
contract per City of Carlsbad Municipal Code Section 3.28.130.
4. That the second lowest bid of $169,327 submitted by Sutherlin Construction, Inc.,
is accepted and the Mayor is hereby authorized to execute a contract for the construction of the
traffic signal at El Fuerte Street and Loker Avenue.
5. That the City Manager is hereby authorized to approve construction change
orders upto $16,933.
6. That the award of this contract is contingent upon the bidder submitting the
lowest responsible bid executing the required contract and submitting the required bonds and
insurance policies, as described in the contract, within twenty (20) days of adoption of this
resolution. The City Manager may grant reasonable extensions of time.
///
///
///
///
///
///
///
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 ofthe City Council
of the City of Carlsbad on the 8*^ day of May, 2012, by the following vote to wit:
AYES:
NOES:
Council Members Kulchin, Blackburn, Douglas and Packard.
None.
ABSENT: Council Member Hall.
ANN KULCHIN, MayoY Pro Tem
ATTEST:
LgRf^Al^E M. WOOD, City Clerk
(SEAL)
CONSTRUCTION, INC,
ELECTRICAL AND GENERAL ENGINEERING CONTRACTOR
CA A-B-CIO 765590
AZ A-LU 166319
1047 La Mirada Court Vista, CA 92081
Phone 760 727-9808 Fax 760 727-9806
LCE,
0 ") 2012
CONTRACTOR'S SHOP DRAWING/SUBMITTAL TRANSMITTAL FORM
Date: 4/9/2012
To: CityofCarlsbad
1635 Faraday Avenue
Carlsbad CA 92008-7314
Attn: Clerks Office
From: Jeff Sumner
Subject: Bid Error
Project Name: city ofCarlsbad Traffic Signal at El Fuerte Street and Loker
Avenue
CLP. No.:
Contractor:
ContractNo.
HMS Construction, Inc.
6324-1
Submittal No.: 6324-1 01
Specification Section THIS IS an original submittal Specification Section
6324-1-01
Specification Section
Resubmittal Submittal Prepared By Jeff Sumner
Phone (760)214-5369
Resubmittal Submittal Prepared By Jeff Sumner
Phone (760)214-5369
Submittal Prepared By Jeff Sumner
Phone (760)214-5369 of Submittal No.
DRAWING NO. DESCRIPTION DATE NO. OF COPIES TYPE
Submittals 4/9/2012 1 Hand Delivered
We veriiy that the material or equipment coniained in this submittal meets all tlie requirements specified or shown, except Tor thc rollowing deviations.
Notes:
Please see attached request to have a Bid withdrawn.
Thanks,
Jeff Sumner
By: ' • " Forwarded By: Date:
Contractor's Signature Construdion Manager's Signalure
NO EXCEPTIONS TAKEN G MAKE CORRECTIONS NOTED G
REMARKS:
REJECTED/RESUBMIT G
By:
Design Consultant's Signature
Forwarded By: Date:
Conslruclion Manager's Signature
C \USRRS\Jr:FF.HMSCONCO\DI-SK rOI'\NliW SUBMI ITAI. I-ORM 12-505 MATERIAL SUBMITTALS DOC 7
CONSTRUCTION. Inc.
ELECTRICAL AND GENERAL ENGINEERING CONTRACTORS
A Veteran Owned Business Enterprise
City of Carlsbad
San Diego County
Califomia
Dear Sir or Madam,
Pursuant to Section 5103 of the Califomia Contracting Code please accept
this written notice to relieve HMS Constmction Inc. from the Bid submitted
to the City ofCarlsbad due to a clerical error on the computation portion of
the bid process. On April 4,2012, TRAFFIC SIGNALAT EL FUERTE
STREET AND LOKER AVENUE - CONTRACT NO. 6324-1, BID NO.
PWS12-29TRAN.
Please see attachment "A" highlighted cell left vacant.
Per Section 5103;
"The bidder shall establish to the satisfaction "
A] A mistake was made.
HMS Constmction Inc. made a mistake in the computation (adding the
cost of) regarding the Video detection. The dollar value ofthe equipment
was not carried through the spreadsheet as shown in attachment "A".
This mistake was discovered in review of the bid after the bid opening.
B) He or She gave the public entity wriUen notice within flve (5)
working day, excluding Saturday, Sunday, and state holidays,
afler the opening ofthe bids ofthe mistake, specifying in the
notice in detail how the mistake occurred.
As previously purported, the unfortunate keystroke was not
entered into the spreadsheet under quantity omitting the
required dollar value and required tax for the video detection
quote.
1047 LA Mirada Ct Vista, CA 92081 Ph 760 727-9808 Fax 760 727-9806 ^
CAUC 765590 A-B-C10-HAZ AZ LIC A-L11-R0C166319/20 HI LIC. A-C62-C13-C68HD-CT #23680 WA HMSCOr983NE OR LIC 156203
C) The mistake made the bid materially different than he or she
intended it to be.
By not entering the quantity as required the value of the material as
well as the material itself are not accounted for in the overall scope of
the project. It was the intent of HMS to provide the video detection as
required by the plans and specifications.
D) The mistake was made in fllling out the bid and not due to
error in judgment or to carelessness in inspecting the site of
the work, or in reading the plans and speciflcations.
As the total at the bottom of the work sheet indicates the bid quantity in
dollars as a whole, as indicated previously, the missing dollar value and
material were not represented in the fmal tally of the project.
In summation it was not and is never the intent of HMS
Construction to provide an incorrect bid, however in this instance
the margin of error is too large to absorb. The HMS bid of
$159,953.00 should have been $189,146.00 a difference of
$29,193. HMS regrets the mistake and any inconvenience this may
have caused. This is the first time anything ofthis nature has
occurred and with further diligence on our part the last.
Regards,
Mark High
Vice President
HIVIS Construction Inc.
1047 LA Mirada Ct Vista, CA 92081 Ph 760 727-9808 Fax 760 727-9806
CAUC 765590 A-B-C10-HAZ AZ LIC A-L11-ROC 166319/20 HI LIC. A-C62-C13-C68HD-CT #23680 WA HMSC0I*983NE OR LIC 156203
02 2012 232PM CT WEST 9513084541 page 1
27403 Ynez Rd, Suite 201
Temecula, CA 92591
951.691.1385 -Voice
951.308.4541 - Fax
951-553-1479 - Cell
TO Estimator
QUOTE NO. 03292012BB3
DATE March 30, 2012
EXPiRATiON OATE 6/4/2012
City of Carlsbad - Project l*WS12-29TrOT
Loker ft El Puerto
Sil&eSPERSON PROJECT PAYMENT T^UAS BIDDATE
Bill Brown - billb^-wesC.com See Note Above Net 30 4/4/12
QMANTITY DESCRIPTiON UNfTPIMCE: UNETOTAL
l.OO Note 2 - Video Detection System - Traficon $ 19,800.00 $ . 19,800.00
Includes: Cameras, AAounts, 500 ft of cable, cabinet equipment
as requred and On-Site Tum On SuRiort
1.00 Note 3 - Type Ili BF Service Endosure - Tesco $ 2,000.00 $ 2,000.00
Per Adam Lemberg with the City of Carlsbad - Traffic Engineering
Department - Traficon is an approved Equal on the Video
Detection System
Note: DeHvery Is 30 -45 days after approved submittals
Note: Sales Tax b NOT included
Note: Freight is Included 1
Quotation prepared by:
Thts Is a quotation an tiie goods nanMd, subject to CT West standard terms and cwtcfitlons.
To accept thte quocatfon, sfgn here and retum:
SUBTOTAL
SALES TAX
TOTAL
Z1,80Q.pO
S 21,800.00
THANK;YOUFp^YaUfl^B^^^
ft)
File Name: CARLSBAD /LOKER TJ
JOB NAME: CARLSBAD 6324-1
BID DATE: APRIL 4-12
SIN 122
PVC CONDUIT 1"
PVC CONDUIT 1 1/2"
PVC CONDUIT 2"
PVC CONDUIT 2 1/2"
PVC CONDUIT 3"
PVC CONDUIT 4"
PVC 90 ELBOWS 1"
PVC 90 ELBOWS 1 1/2"
PVC 90 ELBOWS 2"
PVC 90 ELBOWS 2 1/2"
PVC 90 ELBOWS 3"
PVC 90 ELBOWS 4"
PVC BELL ENDS1".2"3"&4"
CONDUIT RGS STEEL 1"
CONDUIT RGS STEEL 1 1/2"
CONDUIT RGS STEEL 2"
CONDUIT RGS STEEL 2 1/2"
CONDUIT RGS STEEL 3"
CONDUIT RGS STEEL 4"
CONDUIT RGS ELBOW 1"
CONDUIT RGS ELBOW 1 1/2"
CONDUIT RGS ELBOW 2"
SPUT BOLT COUPUNGS 3"
CONDUIT RGS ELBOW 3"
CONDUIT RGS ELBOW 4"
TYPE A PULL BOX
PULL BOX # 3
PULL BOX # 3 1/2
PULL BOX # 5
PULL BOX # 6
PULL BOX # 5 T w/ galv cover
EARTH SAW # OF DAYS
EARTH SAW PREP/POTHOLE
SLURRY 2 SACK
CONCRETE 5 SACK
TRENCH # OF DAYS
60 C TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAK
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
TAX
QUANTITY
100
1480
14
36
50
13
1
90
12
LIST
PRICE
30
58
50
150
100
130
8
12
20
15
18
20
20
160
300
320
560
700
900
7
15
18
80
32
55
150
29
40
70
90
550
400
35
150
175
185
MATERIAL UPDATE:
DATE: APRIL 3-12
TAXABLE NON-TAX
FEB 22-12
PER
100
100
100
100
100
100
100
100
100
100
100
100
EXTENSION
0
0
50
0
1480
0
0
0
280
0
648
0
1000
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
910
90
0
0
0
0
0
0
EXTENSION
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
3150
0
0
2220
LABOR
UNIT
1
1
1
2
1.5
2
0.2
0.25
0.25
0.25
0.5
0.5
0.05
2
2
2.5
2.5
3
3
0.5
0.5
0.75
0.05
0.75
0.75
1
0.25
0.25
0.25
0.25
1.5
28
0.5
0.5
0.5
4
PER
100
100
100
100
100
100
100
100
100
100
100
100
EXTENSION
0
0
1
0
22.2
0
0
0
3.5
0
18
0
2.5
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
3.25
0.25
0
0
45
0
0
48
JACK PITS 50 1 0 0 2 1 0
JACK PIPE # OF DAYS 2.83 1800 1 0 5094 0 1 0
DUMP TRUCK # OF DAYS 5 340 1 0 1700 4 1 20
SAND VIA C/C TRUCK 49 1 0 0 1 0
LARGE POLE BASE TAX 4 1150 1 4600 0 2 1 8
MED. POLE BASE TAX 650 1 0 0 1.75 1 0
SMALL POLE BASE TAX 4 350 1 1400 0 1.5 1 6
CONTROLLER BASE TAX 1 300 1 300 0 2.3 1 2.3
SERVICE BASE TAK 1 150 1 150 0 1.5 1 1.5
FUEL COST # DAYS 20 100 1 0 2000 1 0
PED. BARRICADE 75 1 0 0 1 1 0
PED. POST 75 1 0 0 1 1 0
EQUIPMENT $200 MIN. 1 200 1 0 200 2 1 2
GRESHAMS SAWCUTTING 40 1 0 0 1 0
LOOPS TYPE "E" 6FT CIRC 4 145 1 0 580 1.6 1 6.4
LOOPS TYPE "A" 6X6 255 1 0 0 1 0
LOOPS TYPE "D"6X6 255 1 0 0 1 0
LOOPS TYPE "Q" 6X6 270 1 0 0 1 0
LOOPS 6X 30 285 1 0 0 1 0
BIKE LOOPS 110 1 0 0 1 0
PREFORMED LOOPS TAX 415 1 0 0 2 1 0
FREEWAY LOOPS 505 1 0 0 2 1 0
CABLE -12 CONDUCTOR TAX 1000 1300 1000 1300 0 3 1000 3
CABLE - 3 CONDUCTOR TAX 1000 500 1000 500 0 3 1000 3
WIRE # 14 TAX 150 1000 0 0 2 1000 0
WIRE #12 TAX 190 1000 0 0 2.5 1000 0
WIRE* 10 TAX 300 1000 0 0 3 1000 0
WIRE# 8 TAX 800 500 1000 400 0 3 1000 2.4
WIRE # 6 TAX 90 700 1000 63 0 3 1000 0.27
DLC "3" "C'l VIDEO CABLE TAX 1000 600 1000 600 0 3.5 1000 3.5
EVPE TAX 1000 500 1000 500 0 3 1000 3
MULTI-CONDUCTOR 6PR #20 TAX 700 600 1000 420 0 3 1000 2.1
MULTI-CONDUCTOR 6PR#22 TAX 600 1000 0 0 3 1000 0
MULTI-CONDUCTOR 12PR#22 TAX 1000 1000 0 0 9 1000 0
SPLICE AT EA. BOX & POLE 4 20 1 0 80 0.75 1 3
SET POLES 4 HR MIN $400 1 1000 1 0 1000 8 1 8
LARGE POLE (MAKE UP) 4 20 1 0 80 1.75 1 7
SMALL POLE 1A & TYPE 15 4 15 1 0 60 1.5 1 6
SET CONTROLLER/ make up 1 35 1 0 35 1.5 1 1.5
SET SERVICE/make up 1 27 1 0 27 2 1 2
R.S.DEMO (ST/LT ADJUST SIGNS) 1 625 1 0 625 6 1 6
R.L. (REMOVE & RELOCATE) 32 1 0 0 3 1 0
AC GRIND 150 MV IN 146 PER HR 2 1 0 0 0 1 0
PANELS SIDEWALK BREAKOUT 16 60 1 0 960 0.75 1 12
PANELS SIDEWALK REPLACE 16 90 1 0 1440 1 1 16
TURN ON # OF INTERSECTIONS 1 250 1 0 250 4 1 4
TRAFFIC CONTROL 1 1 0 0 0.025 1 0
GROUND ROD 5/8 XIO TAX 2 16 1 32 0 0.25 1 0.5
POLE CAPS TAX 8 35 1 280 0 0.5 1 4
**NONTAX**
TOTALS 15,003.00 19,501.00 277.17
DIRECT JOB EXPENSE
MATERiALS:
NON-TAXABLE MATERIAL
EQUIPMENT (NOT IN TAKE OFF)
TOTAL TAXABLE MATERIAL
SALES TAX
TOTALS OF MATERIAL
QUOTES:
POLE PACKAGE
VIDEO PACKAGE
SUB TOTAL
SALES TAX
TOTAL QUOTES
LABOR:
AVERAGE RATE
SUPERVISION
SUBTOTAL
PAYROLL BURDEN
TOTAL LABOR
SUB QUOTES:
CONCRETE
AC. PAVING
STRIPING / STATE WIDE
SURVEY/PRECISION
Sundry
3%
Vendor Unit
CTWEST
$$Per Hr. Hrs.
$32.00
$48.00
Unit Price
6710
2475
Price
9%
BID RECAP
19,501.00
15.003.00
1.387.78
35.891.78
21800 f^-^--—
9o^• --T
278
46
32%
Qty
3.553.28
35.891.78
Vender
MCAIN
Unit Taxed Price
77.629.77 MATERIAL
7.500.00 MARKUP
8,896.00
2,208.00
11.104.00
14,657.28 14,657.28
6710
•(feP-Plfrfo i -specs.
2475
TOTAL SUB QUOTES
Total Direct Expense
INDIRECT JOB EXPENSE:
Vehicle exp. As % of Labor
Other
SUBTOTAL DIRECT & INDIRECT JOB COST
GEN. & ADMIN. OVERHEAD
insurance
Profit
TOTAL ESTIMATED COST
File Name:
Bid Item #:
9185
7%
6%
10%
K181.38
$3,584.04
$5.734.47
$13,499.90
9.185.00
59,734.06
13,499.90
Bond
Bid Item Unit Qty per each
$73,233.95
1584
159,947.72[LS |
41