HomeMy WebLinkAbout2019-12-17; City Council; ; Acceptance of bids, award of contract to TPA Construction, waiving a minor irregularity on their bid and appropriation of additional funds for construction of the FiscalCA Review J;tJ_,,.~
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Meeting Date:
To:
From:
Staff Contact:
Subject:
Recommended Action
Adopt a Resolution :
Dec. 17,2019
Mayor and City Council
Scott Chadwick, City Manager
Emad Elias, Associate Engineer
emad.eiias@carlsbadca.gov, 760-602-7558
Acceptance of bids, award of contract to TPA Construction, waiving a
minor irregularity on their bid and appropriation of additional funds for
construction of the Fiscal Year 2019-20 Bridge Preventive Maintenance,
Capital Improvement Program Project No. 6066-19.
1. Accepting bids and awarding a contract to TPA Construction for construction of the
fiscal year {FY) 2019-20 Bridge Preventive Maintenance, Capital Improvement Program
{CIP) Project No. 6066-19 {Project), in an amount not to exceed $295,580, and waiving a
minor irregularity on TPA Construction's bid per Carlsbad Municipal Code Section
3.28.080{1){3); and
2. Approving an additional appropriation in the amount of $37,511 from the Infrastructure
Replacement Fund {IRF) to fund necessary construction support services for the Project.
Executive Summary
The Project is part of the city's ongoing Bridge Preventive Maintenance Program {Program). On
Sept. 24, 2019, the City Council adopted Resolution No. 2019-189 approving the plans and
specifications and authorizing advertisement of the Project for construction bids. The Project
was advertised using the city's formal bidding procedures. Construction bids were received on
Oct. 29, 2019, and the lowest responsive and responsible bidder was TPA Construction, with a
bid in an amount of $295,580.
Carlsbad Municipal Code {CMC) Sections 3.28.080{() and 3.28.080{1){6) require the City Council
to award all formally bid contracts when the value exceeds $200,000; therefore, the Project is
subject to this requirement. Staff recommends award of the construction contract to TPA
Construction in an amount not to exceed $295,580 and appropriation of an additional $37,511
from the IRF fund .
Discussion
The Project is the second in a series of construction projects that are implemented in
accordance with the Program and as part of the city's CIP. The primary objectives of the
Program are: 1) maintain the existing inventory' of bridges in a structurally safe and serviceable
Dec. 17, 2019 Item #9 Page 1 of 6
condition; 2} correct minor structural deficiencies early in a bridge's life; and 3) extend the
se rvice life of existing bridges.
The Project includes preservation treatment and maintenance work on the following three
bridges:
• Poinsettia Lane bridge over the railroad tracks. The scope of work includes installation
of expansion joints and concrete patching of the spalling and rusting components of the
bridge expansion dams.
• El Camino Real bridge over Buena Vista Creek. The scope of work includes sealing the
bridge decks and replacing non-compliant curb ramps and guardrails.
• Jefferson Street bridge over Buena Vista Creek. The scope of work includes sealing the
bridge decks and replacing non-compliant curb ramps and guardrails.
The Project will extend service life expectancy of the three bridges, eliminate costly repairs due
to lack of maintenance and keep the city's bridges in good condition as desired by the city and
the public. Implementation of these preventative and maintenance activities is an example of
the city's organizational values of stewardship and excellence.
On Oct. 29, 2019, four sealed bids were received for construction of the Project. Staff has
completed reviewing the contract documents and found a minor, waivable irregularity in TPA
Construction's bid. The contractor did not have a notarized signature where required in the
contract documents. However, this does not confer a material advantage to them and is,
therefore, waivable. Since the time of bid, the contractor has provided the necessary notarized
signatures. Staff recommends that the City Council waive this minor irregularity under Carlsbad
Municipal Code Section 3.28.080(1)(3).
Staff has determined that TPA Construction is the lowest responsive and responsible bidder.
TPA Construction's bid is responsive as it meets the requirements of the bidding documents.
The bidder is also deemed responsible as they submitted a list of similar projects to show their
capability and qualification to perform the specified work. The contract documents for
construction contain general performance standards and references technical specifications,
which if not met, allow the city to withhold payment. The contract documents also require the
contractor to provide the city with a one-year warranty period for the work performed.
Additional project funding of $37,511 is required to provide the necessary construction support
services for the Project. Additional funds will finance consultant services in construction
management, inspection, materials testing, public outreach, engineering and associated staff
support.
Fiscal Analysis
The Project is funded from the IRF. The total estimated cost to complete the Project is
$425,580. Staff is requesting an additional appropriation of $37,511 to fund services in
construction management, inspection, materials testing, public outreach, engineering and
associated staff support.
Carlsbad Municipal Code Sections 3.28.040(C)(5} and 3.28.090(B} authorize t he city manager to
approve change orders in the amount up to the contingency set at the time of Project award.
Dec. 17, 2019 Item #9 Page 2 of 6
The available funds, estimated construction costs and additional appropriation requested for
the Project are shown in the following table:
BRIDGE PREVENTIVE MAINTENANCE PROGRAM (BPMP), CIP PROJECT NO. 6066
Current Appropriation -BPMP, CIP No. 6066 $508,010
Current Year Expenditures/Encumbrances -Bridge Preventive $119,941 Maintenance Program, CIP No. 6066
TOTAL AVAILABLE BRIDGE PREVENTIVE MAINTENANCE PROGRAM, CIP $388,069 NO. 6066
FY 2019-20 BRIDGE PREVENTIVE MAINTENANCE, CIP PROJECT NO. 6066-19
Construction Contract $295,580
Construction Contingency (estimated) $60,000
Construction Support Services, Inspection and Testing Costs (estimated) $70,000
TOTAL ESTIMATED CONSTRUCTION COSTS $425,580
PROJECT BALANCE -$37,511
ADDITIONAL APPROPRIATION NEEDED $37,511
Next Steps
. Once contract documents are fully executed, staff will issue a purchase order, schedule a pre-·
construction meeting with TPA Construction and issue a notice to proceed for construction of
the Project. The Project is scheduled to commence in early 2020. The duration of the
construction contract is 60 working days, exclusive of rain days and change orders that may
extend the contract duration. Upon successful completion of the Project, a notice of completion
to release bonds will be recorded.
Environmental Evaluation (CEQA)
The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA
Guidelines Section 15301(d) -restoration or rehabilitation of deteriorated or damaged
structures.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to the scheduled meeting date. Prior to start of
construction, the public will be notified of the construction activities using media methods such
as signage, email, website and other city communication channels. The construction contractor
will also be required to notify the public of construction activities via changeable message signs,
door hangers, letters to residents and/or "NO PARKING" signs, as applicable.
Exhibits
1. City Council Resolution
2. Location Map
Dec. 17, 2019 Item #9 Page 3 of 6
RESOLUTION NO. 2019-262
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO TPA
CONSTRUCTION FOR CONSTRUCTION OF THE FISCAL YEAR 2019-20 BRIDGE
PREVENTIVE MAINTENANCE, CAPITAL IMPROVEMENT PROGRAM PROJECT
NO. 6066-19, IN AN AMOUNT NOTTO EXCEED $295,580, WAIVING A MINOR
IRREGULARITY IN THEIR BID, AND APPROVING APPROPRIATION OF
ADDITIONAL INFRASTRUCTURE REPLACEMENT FUNDS IN AN AMOUNT OF
$37,511 TO FUND NECESSARY CONSTRUCTION SUPPORT SERVICES FOR THE
PROJECT.
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable,0 and in the public interest to perform preventative and maintenance activities on various
bridges in accordance with the city's Bridge Preventive Maintenance Program; and
WHEREAS, on Sept. 24, 2019, the City Council adopted Resolution No. 2019-189 approving plans
and specifications and authorizing advertisement for bids for construction of the fiscal year (FY) 2019-
20 Bridge Preventive Maintenance, Capital Improvement Program (CIP) Project No. 6066-19 (Project);
and
WHEREAS, four sealed bids were received on Oct. 29, 2019 for construction ofthe Project; and
WHEREAS, TPA Construction submitted the lowest responsive and responsible bid to construct
the Project in an amount of $295,580; and
WHEREAS, staff recommends that pursuant to Carlsbad Municipal Code Section 3.28.080(1)(3),
the City Council waive the minor irregularity in the bid from TPA Construction for not providing a
notarized signature with their bid, as a waiver of this irregularity does not confer a material advantage
to TPA Construction; and
WHEREAS, staff determined additional appropriation of $37,511 from the Infrastructure
Replacement Fund (IRF) is required to provide necessary services for construction management,
inspection, materials testing, public outreach, engineering and staff support through construction of
the Project; and
WHEREAS, sufficient IRF money is available to complete the Project; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.040{C)(S) and 3.28.090{B) authorize the city
manager to approve change orders in an amount equal to the contingency set at the time of Project
award; and
Dec. 17, 2019 Item #9 Page 4 of 6
WHEREAS, the Project is exempt from the California Environmental Quality Act (CEQA) per
CEQA Guidelines Section 15301(d).
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 minor irregularity in the bid submitted by TPA Construction for the absence of
a notarized signature with their bid, is hereby waived under Carlsbad Municipal Code
Section 3.28.080(1)(3).
3. That the low bid of $295,580 submitted by TPA Construction for the construction of the
FY 2019-20 Bridge Preventive Maintenance, CIP Project No. 6066-19, is accepted and
the mayor is hereby authorized to execute a contract for the Project.
4. That the deputy city manager, administrative services, is authorized and directed to
appropriate funds from the IRF in an amount of $37,511 to CIP Project No. 6066-19 for
construction support services of the FY 2019-20 Bridge Preventive Maintenance Project.
5. That the city manager or designee is hereby authorized to approve construction change
orders up to the amount of $60,000 for the Project.
6. That the award of this contract is contingent upon TPA Construction executing the
required contract and submitting the required bonds and insurance policies, as
described in the contract, within 20 days of adoption of this Resolution. The city
manager may grant reasonable extensions of time.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 17th day of December 2019, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None.
Dec. 17, 2019 Item #9 Page 5 of 6
Bridge # 57C-0238
BUENA VISTA CREEK
BRIDGE @ JEFFERSON ST
Bridge # 57C-0598
POINSETTIA LN OH
PROJECT NAME
LOCATION MAP
Bridge # 57C-0177
BUENA VISTA CREEK
BRIDGE @ EL CAMINO REAL
2019-20 BRIDGE PREVENTATIVE
MAINTENANCE
PLOTTED BY: Aurora Moreno-Valdez PLOT DATE: 8/13/2019 PATH: S:\Aurora_.MV\Location Maps\LocMap_6066_19.mxd
PROJECT
NUMBER
6066-19
EXHIBIT
2
Dec. 17, 2019 Item #9 Page 6 of 6