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Home My WebLink About2021-08-31; City Council; ; Acceptance of Bids and Award of Contract to Portillo Concrete, Inc. for the Fiscal Year 2020-21 Americans with Disabilities Act Improvement Program Meeting Date: Aug. 31, 2021 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Scott Lyle, Senior Engineer scott.lyle@carlsbadca.gov, 760-602-7505 Subject: District: Acceptance of Bids and Award of Contract to Portillo Concrete, Inc. for the Fiscal Year 2020-21 Americans with Disabilities Act Improvement Program 1 Recommended Action Adopt a resolution accepting bids and awarding a contract to Portillo Concrete, Inc. for construction of the fiscal year 2020-21 Americans with Disabilities Act, or ADA, Improvement Program, Capital Improvement Program, or CIP, Project No. 6049-21, in an amount not to exceed $640,650. Executive Summary The project will replace or retrofit existing curb ramps throughout District 1 (see Exhibit 2 - Location Map) and is part of the city’s ongoing ADA Improvement Program. On June 8, 2021, the City Council adopted Resolution No. 2021-128 approving the plans and specifications and authorizing advertising the project for construction bids. The project was advertised using the city’s formal bidding procedures. On July 8, 2021, staff received eight construction bids, and the lowest responsive and responsible bidder was Portillo Concrete, Inc., or Portillo Concrete, with a bid in an amount of $640,650. Carlsbad Municipal Code, or CMC, Sections 3.28.080(C) and 3.28.080(I)(6) require the City Council’s approval for all formally bid contracts when the value exceeds $200,000, making the project subject to this requirement. Staff recommend acceptance of bids and award of the construction contract to Portillo Concrete for the project, in an amount not to exceed $640,650. Discussion In 2013, the city adopted an ADA Transition Plan to provide a program to address accessibility along the city’s public right-of-way. Implementation of the ADA Transition Plan will improve accessibility and walking conditions for all users of the public right-of-way. The project will replace 90 curb ramps and retrofit four existing curb ramps in District 1, bringing them into compliance with current ADA standards. Aug. 31, 2021 Item #4 Page 1 of 7 Implementation of these improvements is directly related to the City Council goal of “enhancing the health and vitality of the Village and Barrio” and an example of the city’s organizational values of stewardship and excellence. As noted above, staff received eight sealed bids for construction of the project on July 8, 2021. Staff reviewed the contract documents and determined Portillo Concrete was the lowest responsive and responsible bidder. Portillo Concrete is responsive because its bid meets the requirements of the bidding documents. The bidder is also deemed responsible because it submitted a list of similar projects to show its capability and qualifications 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. The contract also includes a one-year warranty period from notice of completion. Options Staff provide the following options for the City Council’s consideration: 1. Accept bids and award a contract to Portillo Concrete for construction of the project in an amount not to exceed $640,650. Pros • Portillo Concrete has been determined to be the lowest responsible and responsive bidder • Award of the contract complies with applicable CMC sections, including CMC Sections 3.28.080(C) and 3.28.080(I)(6) • Construction can start upon award of the contract • Project is an example of the city’s organizational values of stewardship and excellence • Sufficient funding is available for the contract Cons • None identified 2. Do not accept the bids and do not award the contract to Portillo Concrete Pros • None identified Cons • Delays start of construction • ADA ramp replacement issues will continue to exist and could potentially affect pedestrian mobility in the project area • Potential increase in construction costs due to delay in award Staff recommend Option 1 for the City Council’s approval: Accept bids and award a contract to Portillo Concrete for construction of the project in an amount not to exceed $640,650. Aug. 31, 2021 Item #4 Page 2 of 7 Fiscal Analysis Sufficient TransNet local funds are available to complete the project.1 Remaining funds will be available for future ADA improvement projects. A summary of the estimated costs and available funds is shown in the table below: ADA Improvement Program, CIP Project No. 6049-21 Total appropriation to date $2,440,000 Total expenditures/encumbrances to date $1,198,366 Total available funding $1,241,634 Additional Project Costs Construction contract - Portillo Concrete Inc. $640,650 Construction contingency (estimated) $65,000 Construction management, inspection and testing (estimated) $100,000 Total estimated construction costs $805,650 Remaining balance $435,984 Additional appropriation needed $0 Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $65,000 for this project. Next Steps Once the City Council accepts bids and awards the construction contract to Portillo Concrete staff will issue a purchase order, schedule a pre-construction meeting with Portillo Concrete and issue a notice to proceed for construction of the project, which is expected to commence in fall 2021. The duration of the construction contract is 100 working days, not including rainy days and delays from change orders that may extend the contract duration. Upon successful completion of the project, which is expected to be in late 2021 or early 2022, a notice of completion will be recorded to release bonds will be recorded. Environmental Evaluation (CEQA) The project is exempt from the California Environmental Quality Act under CEQA Guidelines Section 15301(c), which covers the repair of existing public structures and facilities involving negligible or no expansion. Public Notification Public notice of this item was posted in accordance with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours prior to the scheduled meeting date. 1 TransNet is a countywide sales tax collected to fund regional transportation projects. Aug. 31, 2021 Item #4 Page 3 of 7 Exhibits 1. City Council resolution 2. Location map Aug. 31, 2021 Item #4 Page 4 of 7 RESOLUTION NO. 2021-199 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA,.ACCEPTING BIDS AND AWARDING A CONTRACT TO PORTILLO CONCRETE! INC. FOR CONSTRUCTION OF THE FISCAL YEAR 2020-21 AMERICANS WITH DISABILITIES ACT IMPROVEMENT PROGRAM, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 6049-21 WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct the fiscal year, or FY, 2020-21 ADA Improvement Program, Capital Improvement Program, or CIP, Project No. 6049-21 (Project); and WHEREAS, on June 8, 2021, the City Council adopted Resolution No. 2021-128 approving the plans and specifications and authorizing advertisement of the Project for construction bids; and WHEREAS, on July 8, 2021, staff received eight sealed bids for the Project; and WHEREAS, the lowest responsive and responsible bid for the Project was submitted by Portillo Concrete, Inc., or Portillo Concrete, in an amount of $640,650; and WHEREAS, the Project is financed with TransNet local funds, and sufficient funding in the project account is available to complete the Project; and WHEREAS, Carlsbad Municipal Code 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; and WHEREAS, Carlsbad Municipal Code Sections 3.28.040(()(5) and 3.28.090(B) authorize the City Mana15er or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $65,000 for the Project; and WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Quality Act (CEQA) in accordance with the CEQA Guidelines Section 15301(c) -minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion: and that none of the exceptions to the exemptions as set forth in CEQA Guidelines in Section 15300.2 applies. II II II II Aug. 31, 2021 Item #4 Page 5 of 7 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 $640,650 submitted by Portillo Concrete for construction of the FY 2020- 21 ADA Improvement Program, CIP Project No. 6049-21, is accepted and the Mayor is hereby authorized to execute the contract for the Project. 3. That the City Manager or designee is hereby authorized to approve construction change orders up to $65,000. 4. That the award of this contract is contingent upon Portillo Concrete 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 to execute the contract and assemble the required bonds and insurance policies. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 31st day of August, 2021, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. MATT HALL, Mayor ~~r~fo( FAVIOLA MEDINA, City Clerk Services Manager (SEAL) Aug. 31, 2021 Item #4 Page 6 of 7 VISTA ENCINITAS SANMARCOS S.D.COUNTY OCEANSIDE BATIQUITOS LAGOON BUENAVISTALAGOON AGUAHEDIONDALAGOONTAMARACKAV LA C O STA AV MELROSE D R OLIVENHAIN RDC A R L S B A D B L A V IARA PYCARLSBADVILLAGEDR RANCHOSAN TA F E RDA L G A R D C O L L E G E BLPA LO M AR AIRPO RT RD F A R ADAY A V P O IN S E TT IA LN CANNONRD C ARLSBADBL ELCAMINOREAL Exhibit 2LOCATION MAP EXHIBIT2FY 2020-21ADA IMPROVEMENT PROGRAM ZNORTHNOT TOSCALE Created By: Benjamin Arp 3/17/2021 S:\Benjamin_Arp\Location Map\ADA_Improve\ADA_Improve_fy120-21_1.mxd HOPEELEMENTARYSCHOOL NORTHWESTQUADRANTSITES Aug. 31, 2021 Item #4 Page 7 of 7 Scott Lyle, Senior Engineer Aug. 31, 2021 Acceptance of Bids and Award of Contract to Portillo Concrete Inc. for FY 2020-21 ADA Improvement Program Recommendation Adopt a resolution accepting bids and awarding a contract to Portillo Concrete Inc. for construction of FY 2020-21 ADA Improvement Program, Capital Improvement Program (CIP) Project No. 6049-21 in an amount not to exceed $640,650 2 Background •In 2013, city adopted an ADA Transition Plan to provide a program to address accessibility along city’s public right of way •June 8, 2021, City Council approved the project plans and specifications and authorized advertising the project for construction bids 3 Project Details •Part of city’s ongoing ADA Improvement Program •Program improves accessibility and walking conditions for all users of the public right-of-way •Project will replace 90 curb ramps and retrofit four existing curb ramps in District 1 4 Project Locations 5 •District 1 •Hope elementary school •N.W. quadrant •Replace 90 curb ramps •Retrofit 4 existing curb ramps N.W. QUADRANT SITES CITY or OCEANSIDE HOPE ELEMENTARY SCHOOL 7a Selection Process for Proposed ADA Ramps •Public feedback •Review priorities in ADA Transition Plan •Projects grouped into areas that are similar in geographic location 6 Selection Process for Proposed Contractor •July 8, 2021, staff reviewed eight bid documents and determined Portillo Concrete Inc. is the lowest responsible and responsive bidder •Staff recommend award of construction contract to Portillo Concrete Inc. in an amount not to exceed $640,650 7 Next Steps Staff will proceed with the following steps: –Execute contract documents –Schedule pre-construction meeting and issue a notice to proceed for construction –Provide public outreach services –Construct the ADA improvements •Duration of contract is 100 working days •Estimated project completion: late 2021/early 2022 10 Recommendation Adopt a resolution accepting bids and awarding a contract to Portillo Concrete Inc. for construction of the FY 2020-21 ADA Improvement Program, CIP Project No. 6049-21 in an amount not to exceed $640,650 11 Thank you