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Home My WebLink About2023-04-18; City Council; ; Acceptance of Bids and Award of Contract to Portillo Concrete, Inc. for the Public Parking Lots Americans with Disabilities Act Improvements ProjectCA Review CKM Meeting Date: April 18, 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: Acceptance of Bids and Award of Contract to Portillo Concrete, Inc. for the Public Parking Lots Americans with Disabilities Act Improvements Project 1, 2 & 3 Recommended Action Adopt a resolution accepting bids and awarding a contract to Portillo Concrete, Inc. for the Public Parking Lots Americans with Disabilities Act Improvements, Capital Improvement Program Project Nos. 6049, 6052 and 4090, in an amount not to exceed $799,172. Executive Summary The project will construct improvements to seven city parking lots in the Village and parking lots in three city parks, as shown in Exhibit 2, to comply with the Americans with Disabilities Act, or ADA, requirements. Staff have determined that Portillo Concrete, Inc. is the lowest responsive and responsible bidder with a bid in an amount of $799,172, as detailed below. Carlsbad Municipal Code, or CMC, Sections 3.28.080(C) and 3.28.080(I)(6), which cover purchasing in construction contracts, require the City Council’s approval for all formally bid contracts when the value exceeds $200,000, making the project subject to this requirement. Explanation & Analysis Project overview The project includes: • ADA-compliant parking stalls • Curb ramps • Accessible pathways • Signage • Pavement resurfacing and repair to address existing maintenance needs • Ten electric vehicle, or EV, charging stations April 18, 2023 Item #6 Page 1 of 8 The proposed improvements will be constructed at these city-owned and city-maintained parking lots as 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 the 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 Project history •On Jan. 10, 2023, the City Council adopted Resolution No. 2023-001, approving the plans and specifications and authorizing advertising for construction bids. The project was then advertised using the city’s formal bidding procedures. •On Feb. 9, 2023, staff received six bids that were deemed to be non-responsive due to an incorrect bid quantity on the contractors’ bid item list. On March 21, 2023, the City Council adopted Resolution No. 2023-087, rejecting the bids and authorizing staff to readvertise the project with a revised bid solicitation. •Due to the need to complete five parking lots prior to Oct. 21, 2023, per a settlement agreement, the project was phased to complete those areas first. The project was then readvertised using the city’s formal bidding procedures. •Staff received six bids for construction of the project on April 6, 2023. Portillo Concrete, Inc. was deemed responsive because its bid met the requirements of the bidding documents and deemed responsible because it submitted a list of similar projects to show its 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. The contract also includes a one-year warranty period from the notice of completion. Staff recommend accepting the bids and awarding the construction contract to Portillo Concrete, Inc. for the project in an amount not to exceed $799,172. April 18, 2023 Item #6 Page 2 of 8 Fiscal Analysis Sufficient funding is available to complete the project. The project’s funding consists of Infrastructure Replacement, Public Facilities and TransNet local funds. The available funds and estimated construction costs for the project are shown in the table below: ADA Improvement Program Capital Improvement Program Project No. 6049 Total appropriation to date $3,155,000 Total expenditures/encumbrances to date -$2,052,181 Total available balance $1,102,819 Additional project costs Construction contract – Portillo Concrete, Inc. -$365,561 Construction contingency (estimated) -$75,000 Construction management, inspection and testing (estimated) -$75,000 Total estimated construction costs -$515,561 Remaining balance $587,258 Additional appropriation requested $0 Parking Lot Maintenance Program Capital Improvement Program Project No. 6052 Total appropriation to date $1,590,000 Total expenditures/encumbrances to date -$605,467 Total available balance $984,533 Additional project costs Construction contract – Portillo Concrete, Inc. -$365,561 Construction contingency (estimated) -$75,000 Construction management, inspection and testing (estimated) -$75,000 Total estimated construction costs -$515,561 Remaining balance $468,972 Additional appropriation requested $0 April 18, 2023 Item #6 Page 3 of 8 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 -$41,740 Total available balance $258,260 Additional project costs Construction contract – Portillo Concrete, Inc. -$68,050 Construction contingency (estimated) -$15,000 Construction management, inspection and testing (estimated) -$15,000 Total estimated construction costs -$98,050 Remaining balance $160,210 Additional appropriation requested $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 for this project is $165,000. Options Staff provide the following options for the City Council’s consideration: 1.Accept bids and award a contract to Portillo Concrete, Inc. for construction of the project in an amount not to exceed $799,172 Pros •Portillo Concrete, Inc. has been determined to be the lowest responsible and responsive bidder •Improves accessibility and walking conditions for all users of the public right-of- way •Provides better and safer pedestrian mobility •Brings ADA ramps and accessibility up to the current standards •Provides EV charging stations in the Village area Cons •None identified 2.Do not accept the bids and do not award the contract to Portillo Concrete, Inc. for construction of the project Pros • Funding could be used for other projects Cons •Delays start of construction •ADA ramp and pedestrian accessibility issues will continue to exist •Potential increase in construction costs due to delay Staff recommend Option 1 for the City Council’s approval. April 18, 2023 Item #6 Page 4 of 8 Next Steps Once the City Council accepts the bids and awards the construction contract to Portillo Concrete, Inc., staff will issue a purchase order, schedule a pre-construction meeting with Portillo Concrete, Inc. and issue a notice to proceed for construction of the project, which is expected to begin in spring 2023. The duration of the construction contract is 90 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 fall 2023 with five priority parking lots completed by Oct. 21, 2023, a notice of completion will be recorded to release bonds issued for the project. Environmental Evaluation The City Planner has determined that the project is categorically exempt from the California Environmental Quality Act review under a Class 1 categorical exemption for existing facilities. CEQA Guidelines section 15301(c), provides for an exemption for the repair of existing public structures and facilities involving negligible or no expansion. Exhibits 1. City Council resolution 2. Location map April 18, 2023 Item #6 Page 5 of 8 RESOLUTION NO. 2023-114 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO PORTILLO CONCRETE, INC. FOR THE PUBLIC PARKING LOTS AMERICANS WITH DISABILITIES ACT IMPROVEMENTS, CAPITAL IMPROVEMENT PROGRAM PROJECT NOS. 6049, 6052 AND 4090, IN AN AMOUNT NOT TO EXCEED $799,172 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, or ADA, Improvements Project, Capital Improvement Program, or CIP, Project Nos. 6049, 6052 and 4090 (Project); and WHEREAS, on Feb. 9, 2023, staff received six bids for construction of the Project; and WHEREAS, on March 21, 2023, the City Council adopted Resolution No. 2023-087, rejecting all bids received as non-responsive due to an incorrect quantity on the contractors' bid item list and authorizing staff to readvertise the Project; and WHEREAS, on April 6, 2023, staff received six bids for construction of the Project; and WHEREAS, Portillo Concrete, Inc. submitted the lowest responsive and responsible bid for the Project in an amount of $799,172; and WHEREAS, sufficient funding from the Infrastructure Replacement, Public Facilities and TransNet local funds is available to complete the Project; and WHEREAS, Carlsbad Municipal Code Sections 3.28.080(C) and 3.28080(1)(6), which cover purchasing in construction contracts, 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(C)(S) and 3.28.090(8) 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 $165,000 for the Project; and WHEREAS, the City Planner has determined that the Project is categorically exempt from the California Environmental Quality Act, or CEQA, pursuant to a Class 1 categorical exemption for existing facilities. CEQA Guidelines section 15301(c) provides for an exemption for the minor alteration of Exhibit 1 April 18, 2023 Item #6 Page 6 of 8 existing facilities including streets, sidewalks, gutters and similar facilities involving negligible or no expansion. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: l.That the above recitations are true and correct. 2.That the lowest responsible and responsive bid of $799,172 submitted by Portillo Concrete, Inc. for construction of the Public Parking Lots ADA Improvements Project is accepted, and the Mayor is authorized to execute the contract for the Project. 3.That the City Manager or designee is authorized to approve construction change orders up to $165,000 for this Project. 4.That the award of this contract is contingent upon Portillo Concrete, Inc. executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 calendar days of adoption of this Resolution. The City Manager may grant reasonable extensions of time to execute the contract and assemble the required bonds and insurance policies. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 18th day of April, 2023, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: Blackburn, Bhat-Patel, Acosta, Burkholder, Luna. None. None. None. KEITH B� � SHERRY FREISINGER, City Clerk 1· . (SEAL) April 18, 2023 Item #6 Page 7 of 8 !P !P !P !P **#5$ **#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 April 18, 2023 Item #6 Page 8 of 8