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Home My WebLink About2023-03-21; City Council; ; Rejection of Bids Received and Authorization to Re-advertise for Bids for the Public Parking Lots Americans with Disabilities Act Improvements ProjectCA Review GH Meeting Date: March 21, 2023 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Scott Lyle, Senior Engineer scott.lyle@carlsbadca.gov, 442-339-2505 Hossein Ajideh, Engineering Manager hossein.ajideh@carlsbadca.gov, 442-339-2756 Subject: Districts: Rejection of Bids Received and Authorization to Re-advertise for Bids for the Public Parking Lots Americans with Disabilities Act Improvements Project 1, 2 & 3 Recommended Action Adopt a resolution rejecting the bids received and authorizing the City Clerk to re-advertise for bids for the Public Parking Lots Americans with Disabilities Act Improvements, Capital Improvement Program project nos. 6049, 6052 and 4090. Executive Summary The project will construct improvements to seven city parking lots in the Village and the parking lots in three city parks to comply with the Americans with Disabilities Act, or ADA, requirements, as shown in Exhibit 2. Staff received six bids for construction of the project on Feb. 9, 2023. Staff determined the bids to be non-responsive because there was an error in the quantity listed for Item No. 5, Construct Class II Aggregate Base, on the contractors’ proposal bid item list in the contract bid documents. Considering that all bids received were determined to be non-responsive, staff recommend that the City Council reject the bids received for the project, consistent with Carlsbad Municipal Code Section 3.28.080(I)(3) and authorize the City Clerk to re-advertise for construction bids for the project with the revised quantity in the proposal bid item listed. Explanation & Analysis The project includes: •ADA-compliant parking stalls •Curb ramps •Accessible pathways •Signage •Pavement resurfacing and repair to address existing maintenance needs March 21, 2023 Item #5 Page 1 of 6 The proposed improvements will be constructed at the following city-owned and city- maintained parking lots, which are shown on the location map, Exhibit 2. Carlsbad Village public parking lots • Village Arts Lot, 2728 State Street • Lot A, 2992 Roosevelt Street • Lot B, 2938 Roosevelt Street • Lot C, 3077 State Street • Lot D, 3044 State Street • Lots F and G, 400 Carlsbad Village Drive - adjacent to Carlsbad Village Center site • Lot I, 2898 State Street Park sites • Holiday Park, 1055 Chestnut Avenue (north and east perimeter parking) • Calavera Hills Community Park, 2997 Glasgow Drive • Poinsettia Park, 6600 Hidden Valley Road (four parking lots) The City Council approved the project plans and specifications and authorizing advertising for construction bids for the project on Jan. 10, 2023 (Resolution No. 2023-001). The project was then advertised using the city’s formal bidding procedures. Staff received six bids for construction of the project on Feb. 9, 2023. Staff determined the bids to be non-responsive because of the error in the quantity listed for Item No. 5 Construct Class II Aggregate Base on the bid item list in the contractors’ proposal. Fiscal Analysis Sufficient funding is available to complete the project. Funding for the projects has been appropriated from infrastructure replacement, public facilities and TransNet1 local funds. ADA Improvement Program Capital Improvement Program Project No. 6049 Total appropriation to date $3,155,000 Total expenditures/encumbrances to date -$2,043,153 Total available balance $1,111,847 Parking Lot Maintenance Program Capital Improvement Program Project No. 6052 Total appropriation to date $1,590,000 Total expenditures/encumbrances to date -$599,877 Total available balance $990,123 State Street Parking Lot Electric Vehicle Charging Stations Capital Improvement Program Project No. 4090 Total appropriation to date $300,000 Total expenditures/encumbrances to date -$41,741 Total available balance $258,259 1 TransNet is a countywide sales tax collected to fund regional transportation projects. March 21, 2023 Item #5 Page 2 of 6 Options Staff provide the following options for the City Council’s consideration: 1. Adopt a resolution rejecting the bids received and authorizing the City Clerk to re-advertise for bids for the project Pros • Provides an opportunity to solicit additional bids • Avoids the likelihood of bid protests • Construction costs could be reduced with quantity correction • Improves accessibility and walking conditions for all users • Provides better and safer pedestrian mobility • Brings ADA ramps and accessibility up to current standards Cons • None identified 2. Do not reject the bids received, and do not authorize re-advertisement for construction bids for the project Pros • None identified Cons • Potential for a bid protest • Delays start of construction • ADA ramp and pedestrian accessibility issues will continue to exist • Potential increase in construction costs due to delay and potential change order Staff recommend Option 1 for the City Council’s approval. Next Steps With the City Council’s approval, staff will revise the bid provisions for the project and the City Clerk will re-advertise the project with a new bid solicitation. Staff will evaluate the bids received and identify the lowest responsive and responsible bidder. Staff will then return to the City Council with a recommendation to award a construction contract, which is expected to be in late spring 2023. The construction contract for the project will provide for four months to construct the improvements. Construction is expected to begin in summer 2023 and be completed by October 2023. 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. Exhibits 1. City Council resolution 2. Location map March 21, 2023 Item #5 Page 3 of 6 RESOLUTION NO. 2023-087 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REJECTING THE BIDS RECEIVED AND AUTHORIZING THE CITY CLERK TO RE-ADVERTISE FOR BIDS FOR THE PUBLIC PARKING LOTS AMERICANS WITH DISABILITIES ACT IMPROVEMENTS, CAPITAL IMPROVEMENT PROGRAM PROJECT NOS. 6049, 6052 AND 4090 WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct accessibility improvements including those identified in the city's Accessibility Survey Transition Plan; and WHEREAS, on Jan. 10, 2023, the City Council adopted Resolution No. 2023-001, approving the plans and specifications and authorizing advertisement for construction bids for the Public Parking Lots Americans with Disabilities Act Improvements, Capital Improvement Program Project nos. 6049, 6052 and 4090; and WHEREAS, sufficient funding is available to complete the project, which is funded with Infrastructure Replacement, Public Facilities and TransNet local funds; and WHEREAS, on Feb. 9, 2023, staff received six bids for construction of the project; and WHEREAS, the bids received for the project were deemed non-responsive because there was an error in the quantity listed for Item No. 5, Construct Class II Aggregate Base, on the contractors' proposal bid item list in the contract bid documents; and WHEREAS, it is desirable and in the public interest for the City Council to follow the provisions in Carlsbad Municipal Code Section 3.28.080(1)(3), whereby the City Council, at its discretion, may reject all bids received; and WHEREAS, staff recommend rejecting all bids received and re-advertising the Project for construction bids with revised bid provisions; 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 March 21, 2023 Item #5 Page 4 of 6 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 bids received on Feb. 9, 2023, for the Public Parking Lots ADA Improvements Project are rejected in accordance with CMC Section 3.28.080(1)(3). 3. That the City Clerk is hereby authorized and directed to re-advertise and re-publish with revised bid provisions, in accordance with state law, a notice to contractors inviting bids for construction of the Project, in accordance with the approved plans, specifications and contract documents. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 21st day of March, 2023, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: Blackburn, Bhat-Patel, Acosta, Burkholder, Luna. None. None. None. KEITH BLACKBURN, Mayor L _,,SHERRY FREISINGER, City Clerk0 -(SEAL) March 21, 2023 Item #5 Page 5 of 6 t!ev !P !P !P !P **#5$ **#5$·|}þ78 VISTA ENCINITAS SANMARCOS S.D.COUNTY OCEANSIDE PACIFICOCEAN LAKECALAVERA MAERKLERESERVOIR BUENAVISTALAGOON AGUAHEDIONDALAGOON BATIQUITOSLAGOON O CEA NSIDE B L PALOMARAIR P O R T R D TA M A R A C K AV S C O A S T H Y E L C A M R E A L E L CAMINO R E A L L A COSTAAV S MELROSEDR P O I N S E T T I A L N S SANTAFE A V C A R L S B A D B L C A R L S B A D VILLAGEDR RANCHO S A N T AFERD MELROSE D R AVIARA P Y L E U C A D I A BL FA RA D AY AV CO LL EGE B L ALGA R D CANNON R D LOCATION MAP EXHIBIT2PUBLIC PARKING LOTS ADA IMPROVEMENTS $!Å Created By: Sara Jadhav 3/13/2023 J:\SaraJadhav_Customers\Scott Lyle\LocationMap\ProjectNumber6049&6052&4090\LocationMapCIP_6049-6052-4090.mxd CARLSBAD VILLAGEPUBLIC PARKING LOTS CALAVERA HILLS PARK HOLIDAY PARK POINSETTIA PARK PROJECTNUMBER6049/6052/4090 Exhibit 2 March 21, 2023 Item #5 Page 6 of 6