HomeMy WebLinkAbout2019-08-20; City Council; ; Acceptance of bids and award of contract to Blue Pacific Engineering and Construction for construction of the City Hall Exterior Refurbishment and Northwest Quadrant StorCA Review fh-G-:
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Meeting Date:
To:
From:
Staff Contact:
Subject:
Aug.20,2019
Mayor and City Council
Scott Chadwick, City Manager
Brandon Miles, Associate Engineer
Brandon.Miles@carl sbadca.gov or 760-602-2745
Acceptance of bids and award of contract to Blue Pacific Engineering and
Construction for construction of the City Hall Exterior Refurbishment and
Northwest Quadrant Storm Drain Improvement Program Project in an
amount not to exceed $1,849,713 .
Recommended Action
Adopt a Resolution accepting bids and awarding a contract to Blue Pacific Engineering and
Construction for construction of the City Hall Exterior Refurbishment and Northwest Quadrant
Storm Drain Improvement Program, Capital Improvement Program (CIP) Project Nos. 4725 and
6608, respectively (Project), in an amount not to exceed $1,849,713.
Executive Summary
On May 21, 2017, City Council adopted Resolution No. 2019-070 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. Five sealed bids were received on
June 25, 2019, and the lowest responsive and responsible bidder was Blue Pacific Engineering
and Construction, with a bid of $1,849,713. Carlsbad Municipal Code Sections 3.28 .080(C) and
3.28.080(G)(6) require the City Council to award all formally bid contracts when the value
exceeds $200,000; and therefore, the Project is subject to this requirement. Staff recommends
award of the construction contract to Blue Pacific Engineering and Construction in an amount
not to exceed $1,849,713.
Discussion
Carlsbad's city hall has served as the seat of Carlsbad municipal government for more than half
a century. Located at 1200 Carlsbad Village Drive, the one-story buildings in the city hall
complex house offices for the City Council, city manager, city attorney, housing and
neighborhood services and city clerk offices, as well as the City Council Chamber.
The city has previously commissioned site condition reports which have recommended
improvements to city hall related to standards of the Americans with Disabilities Act (ADA) and
seismic safety. The city plans to build a new city hall in the mid-2020s. However, in the
meantime, the exterior of the current city hall site needs the recommended improvements to
meet the current ADA and seismic safety standards.
August 20, 2019 Item #5 Page 1 of 6
The City Hall Exterior Refurbishment, CIP Project No. 4725, includes the following
improvements:
• Repair/replace concrete paths
• Replace staircases to meet ADA standards
• Repair the asphalt parking lot
• Install new lighting
• Improve parking stalls to meet ADA safety standards
• Remove overhead concrete structures per seismic recommendations
• Courtyard repairs to address vegetated courtyard damage during construction.
The drainage project includes repair and replacement of the existing deteriorated storm drain
system along Laguna Drive, to maintain safe and efficient stormwater runoff along the northern
boundary of the city hall site . The Northwest Quadrant Storm Drain Improvement, CIP No.
6608, includes the following improvements:
• Replace deteriorating corrugated metal pipe storm drain systems with reinforced
concrete pipes to maintain the system's function and reliability
• Install an underground storm drain system; this upgrade is necessary to reduce surface
flow damage and erosion from the existing system .
On June 25, 2019, five sealed bids were received for construction of the Project . Staff has
completed reviewing the contract documents and determined Blue Pacific Engineering and
Construction was the lowest responsive and responsible bidder. Blue Pacific Engineering and
Construction 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 construction contract contains general
performance standards and references technical specifications, which if not met, allow the city
to withhold payment, and includes a one-year warranty period from notice of completion .
Fiscal Analysis
Sufficient funds are available to construct the Project . Funding for the Project consists of
General Capital Construction Funds, Gas Tax and Infrastructure Replacement Funds . Remaining
funds will be available for future projects. The available funds and estimated construction costs
for the Project are shown in the following tables:
CITY HALL EXTERIOR REFURBISHMENT, CIP PROJECT NO. 4725
TOTAL FUNDS AVAILABLE (General Capital Construction Funds) $1,948,739
TASK DESCRIPTIONS
Construction Contract (Blue Pacific Engineering and Construction) $1,348,060
Construction Contingency (15%) $202,209
Construction Management (Staff) and Inspection (Consultant) (15%) $202,209
TOTAL ESTIMATED CONSTRUCTION COSTS $1,752,478
REMAINING BALANCE AFTER CIP PROJECT NO . 4725 $196,261
ADDITIONAL APPROPRIATION NEEDED $0
August 20, 2019 Item #5 Page 2 of 6
NORTHWEST QUADRANT STORM DRAIN IMPROVEMENT PROGRAM, CIP PROJECT NO. 6608
TOTAL FUNDS AVAILABLE (Gas Tax and Infrastructure Replacement $1,234,364 Funds)
TASK DESCRIPTIONS
Construction Contract {Blue Pacific Engineering and Construction) $501,653
Construction Contingency {15%) $75,248
Construction Management {Staff) and Inspection {Consultant) {15%) $75,248
TOTAL ESTIMATED CONSTRUCTION COSTS $652,149
REMAINING BALANCE AFTER CIP PROJECT NO. 6608 $582,215
ADDITIONAL APPROPRIATION NEEDED $0
On May 21, 2019, City Council adopted Resolution No. 2019-070 finding the City Hall exterior
refurbishment and northwest quadrant storm drain improvement projects constitute
replacement, repair, maintenance and routine refurbishment of existing facilities as necessary
to carry out the normal and routine business of the city; therefore, the Proposition H exception
for repair, maintenance and routine refurbishment of existing facilities applies to the Project.
Next Steps
Once contract documents are fully executed, staff will issue a purchase order, schedule a pre-
construction meeting with Blue Pacific Engineering and Construction and issue a notice to
proceed for construction of the Project. The duration of the construction contract is 145
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)
This project is exempt from California Environmental Quality Act {CEQA) review pursuant to
CEQA Guidelines Section 15301{d)-Existing Facilities-restoration or rehabilitation of existing
facilities that are deteriorated or damaged and are required to meet current standards of public
health and safety involving negligible or no expansion of use .
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 meeting date . Prior to start of construction,
the public will be notified of construction activities using media methods such as sign age, 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 .
August 20, 2019 Item #5 Page 3 of 6
RESOLUTION NO. 2019-141
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO BLUE
PACIFIC ENGINEERING AND CONSTRUCTION FOR CONSTRUCTION OF THE
CITY HALL EXTERIOR REFURBISHMENT AND NORTHWEST QUADRANT
STORM DRAIN IMPROVEMENT PROGRAM, CAPITAL IMPROVEMENT
PROGRAM (CIP) PROJECT NOS. 4725 AND 6608, IN AN AMOUNT NOT TO
EXCEED $1,849,713.
Exhibit 1
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable and in the public interest to refurbish the exterior of the city hall site to provide safety and
accessibility improvements related to the Americans with Disabilities Act (ADA) and seismic safety
standards; and to improve the storm drain system on Laguna Drive which runs along the northern
boundary of the city hall site to maintain safe and efficient stormwater runoff, under CIP Project Nos.
4725 and 6608, respectively (Project); and
WHEREAS, on May 21, 2019, City Council adopted Resolution No. 2019-070 approving the plans
and specifications and authorizing advertisement for bids for construction of the Project; and
WHEREAS, on May 21, 2019, City Council adopted Resolution No. 2019-070 finding the City Hall
exterior refurbishment and northwest quadrant storm drain improvement projects constitute
replacement, repair, maintenance and routine refurbishment of existing facilities as necessary to carry
out the normal and routine business of the city and, therefore, the Proposition H exception for repair,
maintenance and routine refurbishment of existing facilities applies to the Project; and
WHEREAS, on June 25, 2019, five sealed bids were received for the Project; and
WHEREAS, the lowest responsive and responsible bid for the Project was submitted by Blue
Pacific Engineering and Construction, in an amount of $1,849,713; and
WHEREAS, sufficient General Capital Construction, Gas Tax and Infrastructure Replacement
Funds are available to complete the Project; and
WHEREAS, sections 3.28.040(C)(5) and 3.28.090{8) of the Carlsbad Municipal Code authorize
the city manager or designee to approve change orders in an amount equal to the contingency set at
the time of project award.
August 20, 2019 Item #5 Page 4 of 6
Exhibit 1
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 of $1,849,713 submitted by Blue Pacific Engineering and Construction for
construction of the City Hall Exterior Refurbishment and Northwest Quadrant Storm
Drain Improvement Program, CIP Project Nos. 4725 and 6608, respectively, is accepted
and the mayor is hereby authorized to execute the contract for this Project.
3. That the city manager or his designee is hereby authorized to approve construction
change orders up to $202,209.
4. The award of this contract is contingent upon Blue Pacific Engineering and Construction
executing the required contract and submitting the required bonds and insurance
policies, as described in the contract, within 20 calendar 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 20th day of August 2019, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Bhat-Patel, Blackburn, Schumacher, Hamilton.
None.
Hall.
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August 20, 2019 Item #5 Page 5 of 6
{'cicyof
Carlsbad
Memorandum
August 20, 2019
To:
From:
Honorable Mayor Hall and Members of the City Council
Paz Gomez, Deputy City Manager, Public Works
Elaine Lu key, Chief Operations Officer
/\II Receive -Agenda Item# _5
r or the Information of the:
COUNCIL
Date CA ✓cc ✓
CM_ COO ~DCM (3) ~
Via
Re: Additional Material/Information Regarding Staff Report Item #5 -Acceptance of Bids
and Award of Contract to Blue Pacific Engineering and Construction for Construction of
the City Hall Exterior Refurbishment and Northwest Quadrant Storm Drain
Improvement Program Project in an Amount Not to Exceed $1,849,713
On page one of the Staff Report for agenda item #5, Acceptance of bids and award of contract to Blue
Pacific Engineering and Construction for construction of the City Hall Exterior Refurbishment and
Northwest Quadrant Storm Drain Improvement Program Project in an amount not to exceed
$1,849,713, the date for the adopted Resolution No. 2019-070 was incorrectly shown as May 21, 2017,
under the Executive Summary section. The correct date was May 21, 2019.
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Amanda Guy, Deputy City Attorney
Sean Haeri, Transportation Director
Hossein Ajideh, Engineering Manager
Brandon Miles, Associate Engineer
Sheila Cobian, City Clerk Services Manager