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Home My WebLink About2022-09-27; City Council; ; Rejection of Bid Received and Authorization to Re-advertise to Receive Bids for the Carlsbad Boulevard Pedestrian Improvement ProjectCA Review _RMC_ Meeting Date: Sept. 27, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: John Kim, City Traffic Engineer john.kim@carlsbadca.gov, 442-339-2757 Subject: District: Rejection of Bid Received and Authorization to Re-advertise to Receive Bids for the Carlsbad Boulevard Pedestrian Improvement Project 1 Recommended Action Adopt a resolution rejecting the bid received and authorizing the City Clerk to re-advertise for bids, with a solicitation period of at least 30 days, for the Carlsbad Boulevard Pedestrian Improvement Project, Capital Improvement Program Project No. 6097. Executive Summary/Discussion The Carlsbad Boulevard Pedestrian Improvement Project, Capital Improvement Program Project No. 6097, will enhance six uncontrolled crosswalks on Carlsbad Boulevard at Oak Avenue, Sycamore Avenue, Maple Avenue, Cherry Avenue, Hemlock Avenue and at the Army/Navy Academy between Mountain View Drive and Cypress Avenue. These crosswalks currently have rectangular rapid-flashing beacon systems. The proposed improvements include: • Pedestrian-activated in-pavement flashing lights to augment existing the existing beacon systems • Curb extensions • Continental-style high-visibility crosswalk markings • Green bicycle lane treatments in areas where vehicle and bicycle traffic may conflict On Dec. 7, 2021, the City Council adopted Resolution No. 2021-265, approving the plans and specifications, and authorizing the City Clerk to advertise for construction bids for the project. Staff advertised the project for construction bids on Aug. 25, 2022, for a period of 15 days, which is the minimum bid solicitation period permitted under Carlsbad Municipal Code Section 3.28.080 - Construction projects, subsection (I)(1). Staff received one bid on Sept. 15, 2022, from Palm Engineering Construction Company Inc. in the amount of $1,151,923.29. This bid exceeded the engineer’s estimate of $775,600 by approximately 48%. Given the high cost of the one bid received, staff recommend the City Council reject the bid received for the project, consistent with Carlsbad Municipal Code Section 3.28.080(I)(3). Sept. 27, 2022 Item #3 Page 1 of 5 The bid provisions previously specified for the project required bids from contractors with a Class A (General Contractor) license. Considering that the project requires a substantial amount of electrical construction work, including rectangular rapid-flashing beacon and in-pavement flashing light systems and streetlights, staff will revise the bid provisions to also allow contractors with a Class C-10 (Electrical Contractor) license to also bid on the project. This revision will increase the likelihood of receiving more competitive bids. The short bid solicitation period of 15 days may have also limited the number of bids received. Staff therefore recommend rejecting the bid received, readvertising the project, and increasing the bid solicitation period to at least 30 days. Options Staff provide the following options for the City Council’s consideration: 1.Adopt a resolution rejecting the bid received and authorizing the City Clerk to re-advertise for construction bids, with a solicitation period of at least 30 days, for the Carlsbad Boulevard Pedestrian Improvement project, CIP Project No. 6097 Pros •Construction costs could be reduced by modifying the license requirements to allow more contractors to submit a bid •A longer bid solicitation period for the project may yield a greater number of bids Cons •None identified 2.Do not adopt the resolution Pros • None identified Cons •Additional funding required for construction of the project •Insufficient gas tax funds to pay the additional construction cost of the project •Delays implementation of improvements for bicyclists and pedestrians Staff recommend Option 1 for City Council approval. Fiscal Analysis Funding for the project has been appropriated from the Gas Tax Fund and grant funds in the amount of $591,600 awarded by the California Department of Transportation for Highway Safety Improvement Program funding. Carlsbad Boulevard Pedestrian Improvement Project CIP Project No. 6097 Total appropriation to date $813,650 Total expenditures and encumbrances to date $0 Available balance $813,650 Next Steps With the City Council’s approval, staff will revise the bid provisions for the project and re- advertise the project for bids with a bid solicitation period of at least 30 days. Staff will then Sept. 27, 2022 Item #3 Page 2 of 5 evaluate the responsive bids received and return to the City Council with a recommendation to award a construction contract. Environmental Evaluation The recommended action to reject the bids has been determined by the City Planner to be exempt from environmental review under California Environmental Quality Act Guidelines Section 15270 (a), which states that CEQA does not apply to projects that a public agency rejects or disapproves. 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 scheduled meeting date. Exhibit 1.City Council resolution Sept. 27, 2022 Item #3 Page 3 of 5 RESOLUTION NO. 2022-224 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REJECTING THE BID RECEIVED AND AUTHORIZING THE CITY CLERK TO RE-ADVERTISE FOR BIDS, WITH A SOLICITATION PERIOD OF AT LEAST 30 DAYS, FOR THE CARLSBAD BOULEVARD PEDESTRIAN IMPROVEMENT PROJECT WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary, desirable and in the public interest to construct the Carlsbad Boulevard Pedestrian Improvement Project, Capital Improvement Program, or CIP, Project No. 6097, or Project; and WHEREAS, on Dec. 7, 2021, the City Council adopted Resolution No. 2021-265, approving the plans and specifications, and authorizing the advertising for bids for construction of the Project; and WHEREAS, on Sept. 15, 2022, staff received one bid for construction of the Project; and WHEREAS, the bid received exceeded the engineer's estimate for the project by approximately 48%; and WHEREAS, it is necessary, desirable and in the public interest for the city to follow the provisions in Carlsbad Municipal Code, or CMC, Section 3.28.080(1)(3), whereby the City Council, at its discretion, may reject all bids received; and WHEREAS, the bid provisions for the project previously required bids from contractors with a Class A license to construct the project; and WHEREAS, staff will revise the bid provisions to allow contractors with a Class C-10 license to submit bids to construct the project considering that the project requires a substantial amount of electrical construction work; and WHEREAS, staff recommend re-advertising the project with a bid solicitation period of at least 30 days; and WHEREAS, the City Planner has determined that rejecting all bids is exempt from environmental review per California Environmental Quality Act, or CEQA, Guidelines Section 15270 (a); which states that CEQA does not apply to projects which a public agency rejects or disapproves. Exhibit 1 Sept. 27, 2022 Item #3 Page 4 of 5 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 Sept. 15, 2022, for the Carlsbad Boulevard Pedestrian Improvement Project is rejected in accordance with CMC section 3.28.080 (1)(3). 3.That the City Council does hereby authorize the City Clerk to return to the bidder any bid bond received. 4.That the City Council hereby authorizes the Project to be re-advertised to allow for contractors with a Class C-10 license (Electrical Contractor) to submit bids to construct the Project. 5.That the City Clerk is hereby authorized to re-advertise the project, consistent with state law and with a bid solicitation period of at least 30 days, for construction bids. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 27th day of September, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. MATT HALL, Mayor AI\._/FAVIOLA MEDINA, City Clerk Services Manager ·r-(SEAL) Sept. 27, 2022 Item #3 Page 5 of 5