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Home My WebLink About2016-11-08; City Council; ; Adopt a resolution rejecting the bid received for Leo Carrillo Ranch Historic Park Stables Restoration and Chicken Coop/New Restroom Construction Project CIP No 4602CA Review ____fr(__ ~ CITY COUNCIL ~ Staff Report Meeting Date To: From: Staff Contact: Subject November 8, 2016 Mayor and City Council Kevin Crawford, City Manag~ Liz Ketabian, Parks Planning Manager liz.ketabian@carlsbadca.gov or 760-434-2978 Adopt a Resolution rejecting the bid received for the Leo Carrillo Ranch Historic Park -Stables Restoration and Chicken Coop/New Restroom Construction Project (CIP No. 4602) Recommended Action Adoption of a Resolution rejecting the bid received for the Leo Carrillo Ranch Historic Park Stables Restoration and Chicken Coop/New Restroom Construction Project {CIP No. 4602). Executive Summary On August 23, 2016, the City Council approved the bid documents for the Leo Carrillo Ranch Historic Park Stables Restoration and Chicken Coop/New Restroom Construction Project {CIP No. 4602), and authorized the City Clerk to advertise the project for public bidding. All bids for the project were due on October 13, 2016. One, non-responsive bid was received at that time. Staff is seeking the City Council's rejection of that bid. Should the City Council reject the bid, the project will be re-advertised for public bidding. Discussion The Stables Restoration and Chicken Coop/New Restroom Construction Project (CIP No. 4602) is included in Phase 3 of the Leo Carrillo Ranch Park Master Plan. The project was advertised for bids after the City Council provided authorization to do so at its August 23, 2016 regular meeting. Certain construction at the historic park is required to be performed in accordance with the Secretary of Interior Standards for Historic Properties. This requirement limits the number of qualified contractors, with the requisite amount of experience on historic structures, eligible to bid on the project. In addition, the bid documents for the project included a provision that no more than 50% of the total work be performed by subcontractors. The only bid received, from Act 1 Construction, reflected just over 60% of the total work was to be performed by subcontractors. Per the bid documents: "Any bid that proposed performance of more than 50% of the work by subcontractors or otherwise performed by forces other than the Bidder's own organization, will be rejected as non-responsive." Fiscal Analysis Estimated construction costs for the project are $1,115,000. Available funding in the amount of $1,231,847 was approved in the FY 2016/17 Capital Improvement Program Budget for the project, as part of the implementation of Phase 3 of the Leo Carrillo Ranch Park Master Plan. Item #3 November 8, 2016 1 of 5 Next Steps · Staff recommends that it is desirable and in the public interest of the City to reject the bid received, in accordance with the provisions of Carlsbad Municipal Code 3.28.080(G) (3). Should the City Council reject the bid received, staff will revise the bic;l documents, clarifying the contractor experience requirement, before re-advertising. The revised documents may allow for a greater percentage of the work on the new restroom to be performed by contractors with less historical restoration experience work -since the structure is not historical, but rather is designed to resemble a chicken coop that formerly stood on the property. The revised documents may also permit as much as 75% of the total work to be performed by subcontractors. These revisions will allow for a broader pool of contractors to bid on the project. The bidding period may also be extended -from a standard period of approximately 30 days, to a period of approximately 45 days -thus allowing more time for contractors to fully research the project's nuances, and thoroughly prepare the bids. Environmental Evaluation (CEQA) On Dec. 15, 1999, the Planning Commission approved a Conditional Use Permit (CUP 99-22) and adopted a Mitigated Negative Declaration (MND) and a Mitigation Monitoring and Reporting Program (MMRP) for the park. This project is within the scope of the prior environmental documents for the park and no further environmental dbcumentation is required per CEQA Guidelines Section 15162. All applicable mitigation measures contained in the prior environmental document have been incorporated into the new construction documents. Public Notification Notification that one non-responsive bid was received by the city was posted on PlanetBids, the city's bidding service available to contractors bidding on projects. Exhibits 1. Resolution rejecting all bids for the Leo Carrillo Ranch Historic Park Stables Restoration and Chicken Coop/New Restroom Construction Project (CIP No. 4602). 2. Notification/Bid Analysis Letter to Act One Construction, Inc. Item #3 November 8, 2016 2 of 5 RESOLUTION NO. 2016-224 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REJECTING THE BID FOR THE LEO CARRILLO RANCH STABLES RESTORATION AND CHICKEN COOP/NEW RESTROOM PROJECT, CIP NO. 4602. EXHIBIT 1 WHEREAS, on August 23, 2016 the City Council of the City of Carlsbad, California, through Resolution 2016-172, approved the plans and specifications and authorized advertisement for bids on the Leo Carrillo Ranch Historic Park -Stables Restoration and Chicken Coop/New Restroom Construction Project, CIP No. 4602; and WHEREAS, one sealed bid for the construction of said project was received on October 13, 2016 and deemed non-responsive; and WHEREAS, staff believes it is necessary, desirable and in the public interest for the city to follow the provisions in Carlsbad Municipal Code section 3.28.080 (G)(3), whereby the Council, at its discretion, may reject all bids received. 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 received on October 13, 2016 for the Leo Carrillo Ranch Historic Park - Stables Restoration and Chicken Coop/New Restroom Construction Project, CIP No. 4602, is rejected in accordance with Carlsbad Municipal Code section 3.28.080 (G)(3). 3. That Council does hereby authorize the City Clerk to return to the respective bidder all bid bonds received. Item #3 November 8, 2016 3 of 5 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 8th day of November, 2016, by the following vote, to wit: AYES: Hall, Wood, Schumacher, Blackburn, Packard. NOES: None. ABSENT: None. ~~ BARBARA ENGLESON, City Cl~ (SEAL) Item #3 November 8, 2016 4 of 5 October 13, 2016 TIFFANY TRENHOLM ACT 1 CONSTRUCTION, INC. 444 SIXTH STREET NORCO, CA 92860 EX µ 11?. 1r 2. ( City of Carlsbad RESULTS OF BID ANALYSIS FOR THE PROJECT TITLED LEO CARRILLO STABLE RESTORATION & CHICKEN COOP/NEW RESTROOM CONSTRUCTION PROJECT CONTRACT NO. 4602 BID NO. PWS17-20PKS Thank you for submitting a bid for the above referenced project. Unfortunately, your bid has been deemed non-responsive. Your total amount of work to be subcontracted added up to $1,406,845 or just over 60% of the total work to be performed. Per the bid documents: "Any bid that proposes performance of more than 50 percent of the work by subcontractors or otherwise to be performed by forces other than the Bidder's own organization will be rejected as non-responsive." We may make changes to the bid items and specifications then rebid the project in the near future. Of course, your bid would be welcome. Thank you for your interest in providing services to the City of Carlsbad. (2_~ - GRAHiM J~DAN Contract Administrator cc: Kasia Trojanowska Liz Ketabian Kyle Lancaster Public Works Contract Administration 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-4677 t Item #3 November 8, 2016 5 of 5