HomeMy WebLinkAbout2017-01-10; City Council; ; Adopt a Resolution rejecting the bids received for the Aviara Community Park Phase II and Poinsettia Community Park Phase Ill Construction Projects CIP Nos. 4604 and 4605CA Review HS
0*C4440 CITY COUNCIL
0;Staff Report
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Meeting Date January 10, 2017
To:Mayor and City Council
From:Kevin Crawford, City Managetv
Staff Contact:Kyle Lancaster, Parks Services Manager
kyle.lancaster@carlsbadca.gov or 760-434-2941
Subject Adopt a Resolution rejecting the bids received for the Aviara Community
Park —Phase II and Poinsettia Community Park —Phase III Construction
Projects (CIP Nos. 4604 and 4605)
Recommended Action
Adoption of a Resolution rejecting the bids received for the Aviara Community Park —Phase II
and Poinsettia Community Park— Phase III Construction Projects (CIP Nos. 4604 and 4605).
Executive Summary
On September 27, 2016, the City Council approved the plans and specifications for the Aviara
Community Park— Phase II and Poinsettia Community Park— Phase III Construction Projects (CIP
Nos. 4604 and 4605), and authorized the City Clerk to advertise the projects for public bidding.
All bids for the projects were due on November 10, 2016. Three bids were received at that
time. All three bids were subsequently determined to be non-responsive. Staff is therefore
seeking the City Council's rejection of those bids. Should the City Council reject the bids, the
projects will be re-advertised for public bidding.
Discussion
The Aviara Community Park —Phase II and Poinsettia Community Park —Phase III Construction
Projects (CIP Nos. 4604 and 4605) are identified in the respective Updated Community Parks
Master Plans, which were approved by the City Council on December 9, 2014. On September
27, 2016, the City Council adopted a resolution approving the plans and specifications for the
Aviara Community Park— Phase II and Poinsettia Community Park —Phase III Construction
Projects, and authorized the City Clerk to advertise the projects for public bidding.On October
7, 2016, the projects were advertised for bids, with an additive alternate for six pickleball courts
at Poinsettia Community Park. On November 10, 2016, three sealed bids were received for the
projects.The bid amounts are reflected in the table below.
BIDDER AMOUNT*
Palm Engineering Construction Company, Inc.$7,543,669
Ohno Construction Company $8,111,169
Byrom-Davey, Inc.$8,867,237
*Including additive alternate for six pickleball courts at Poinsettia Community Park
Following a detailed review of the bids received, staff determined that all three bids were non-
responsive, due to errors/omissions.Staff's opinion is that the errors/omissions are too
numerous and significant to be considered minor irregularities that the City Council could
waive.A summary of the errors/omissions is provided in the table below.
ERROR/OMISSION PALM OHNO BYROM
Inaccurate mathematical calculations and/or transcriptions X X X
Incomplete list of current and past projects X
Lack of fabric samples and manufacturer's letter X X
Lack of proof of 3 referenced projects installed for 12 years X X
Lack of proof of a current license for fabrication X X
Lack of proof of minimum aggregate bonding capacity X X X
Lack of International Accreditation Service certification X X X
Lack of proof of corporate safety program and illness prevention X X
Lack of sample of synthetic turf system X X X
Lack of notarization of company board member's signature X
Additionally, the amounts of each of the three bids received were above the engineer's
estimate for the projects.Therefore, staff recommends that City Council reject all bids
received, in accordance with Carlsbad Municipal Code section 3.28.080(G)(3).
Fiscal Analysis
The engineer's estimate for the construction of these projects (including six pickleball courts at
Poinsettia Community Park) was $5,615,000. Funding was approved in the FY 2016/17 Capital
Improvement Program Budget for these projects,as part of the implementation of the Updated
Community Parks Master Plans for Aviara and Poinsettia Community Parks. Currently, funding
in the amount of $6,104,127 is available for the construction of these projects.
Next Stens,
Staff will review the bidding provisions and forms for the projects, make any revisions that may
reduce the potential for bidder errors/omissions, and re-advertise the projects for bids. The
projects' next bidding period would also likely be extended -from a standard period of
approximately 30 days, to a period of approximately 45 days -to allow bidders more time to
fully research the requirements of the projects, refine costs, and thoroughly prepare their bids.
Environmental Evaluation (CEQAI
The recommended action to reject the bids has been determined to be exempt from
environmental review per CEQA Guidelines Section 15061(b)((4); the bids will be rejected or
disapproved by a public agency.
Public Notification
Public notification that the three bids received were determined to be non-responsive was
posted on PlanetBids, an online service available to contractors submitting bids on city projects.
Exhibits
1.Resolution rejecting the bids received for the Aviara Community Park —Phase II and
Poinsettia Community Park —Phase III Construction Projects (CIP Nos. 4604 and 4605)
EXHIBIT 1
RESOLUTION NO. 2017-005
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA,REJECTING THE BIDS RECEIVED FOR THE AVIARA
COMMUNITY PARK —PHASE II AND POINSETTIA COMMUNITY PARK —
PHASE III CONSTRUCTION PROJECTS (CIP NOS. 4604 AND 4605)
WHEREAS, on September 27, 2016 the City Council of the City of Carlsbad, California, through
Resolution 2016-199, approved the plans and specifications for the Aviara Community Park —Phase II
and Poinsettia Community Park —Phase III Construction Projects (CIP Nos.4604 and 4605),and
authorized the city clerk to advertise for public bidding; and
WHEREAS, on October 7, 2016, the projects were advertised for bids, with an additive alternate
for six pickleball courts at Poinsettia Community Park; and
WHEREAS, on November 10, 2016, three sealed bids for the projects were received; and
WHEREAS,staff determined that all three bids were non-responsive, due to errors/omissions;
and
WHEREAS,the amounts of each of the three bids received were above the engineer's estimate
for the projects; and
WHEREAS,staff recommends the City Council resolve that it is desirable and in the public
interest to reject the bids received,in accordance with the provisions of Carlsbad Municipal Code
3.28.080(G)(3).
NOW, THEREFORE,BE IT RESOLVED by the City Council of the City of Carlsbad, California,as
follows:
1.The above recitations are true and correct.
2.The bids received on November 10, 2016 for the Aviara Community Park —Phase II and
Poinsettia Community Park —Phase III Construction Projects (CIP Nos. 4604 and 4605)
are rejected,in accordance with Carlsbad Municipal Code section 3.28.080 (G)(3).
3.The City Clerk is authorized to return to the respective bidders all bid bonds received.
PASSED,APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 10th day of January, 2017, by the following vote, to wit:
AYES:M. Hall,K.Blackburn, M. Schumacher,C.Schumacher, M. Packard.
NOES:None.
ABSENT:None.
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MA HALL,Mayor
BARBARA ENGL •N,City Clerk
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