HomeMy WebLinkAbout1993-01-12 - AGENDA REPORTS - FIELD SERVICES (2)• 1 l
CONSENT CALENDAR
DATE: January 12, 1993
City Manager AppAby
Item to be presen
�k Anthony J. Nisich
SUBJECT: FIELD SERVICES FACILITY (PROJECT NO. 92.02) - CONTRACT AWARD
DEPARTMENT: Community Development
Council previously authorized that bids be solicited for the upgrading of the existing Field Services
(City Yard) Facility located at 25663 Avenue Stanford. The master plan for the facility calls for a
number of modifications necessary to support near-term (3 -year) Public Works and Parks and
Recreation needs. Project No. 92-02 provides for the first phase of these improvements, which are
designed to ensure that facility use will conform to code requirements, as well as to provide the
utilities services necessary to support existing operations.
On January 5, 1993, the following bids were received by the City Clerk:
Intertex of California, Santa Clarita $1,430,371.04 ($2,000.00)
The Gorham Company, Corona $1,650,768.00 ($3,000.00)
Hayward Construction, Monrovia $1,754,917.00 ($4,500.00)
Meskell and Sons, Pacoima $1,889,887.00 ($2,000.00)
$105,056.00
$ 80,000.00
$105,000.00
$103,100.00
The Engineer's Estimate for the Base Bid was $1,598,500, for Bid Option 1 was a ($5,000) deduct,
and for Bid Option 2 was $111,650. Option 1 provides for striping and marking to be deleted from
the scope of work, the intent being that this work might be performed more cost effectively with City
forces. Option 2 provides for reconstruction of the parking area to the south and east of the
building. A total of $1,805,400 has been budgeted under Account No. 25-94002.227 for completion
of design activities, and for project construction, contract administration, and Inspection.
None of the four proposals fully complied with proposal requirements; however, the irregularities
in the two lowest bid proposals (Intertex and The Gorham Company) were considered by staff to
be minor in nature and are permitted by the contract documents to be waived. These irregularities
dealt with proper completion of the list of designated subcontractors, and (in the case of The
Gorham Company) proper completion of the asbestos containing materials certification form. The
two lowest bid proposals are also currently being evaluated for other items of acceptance, such as
reference checks, surety coverage, and state license applicability.
Agenda Item:
In addition, staff received a letter from Intertex on January 6,1992, stating that a mistake was made
in the preparation of their bid, and requesting that they be allowed to either withdraw their bid
without forfeiting their bid security, or revise their bid to $1,558,082.74.
Chapter 5 of the Public Contracts Code provides the guidelines regarding relief of bidders. Section
5101 prohibits any change to a bid because of a mistake, and Section 5105 prohibits a bidder from
participating in further bidding on a project for which a mistake was claimed or security forfeited.
Therefore, Intertex's request to revise their bid to $1,558,082.74 cannot be granted.
Section 5103 furthermore establishes the grounds for relief of a bid without forfeiture of security.
Essentially, the bidder must provide sufficient evidence that the mistake was made in filling out the
bid and not due to error in judgment, or to carelessness in inspecting the site of the work, or in
reading the plans or specifications. The City has requested backup information from Intertex to
substantiate their January 6th request.
Finally, staff feels that award to Intertex at the $1,430,371.04 bid would allow sufficient budget for
completion of the project. There would not be sufficient budget if the contract is awarded to
Gorham at the $1,650,768.00 bid; however, TDA funds are available from the recently completed FY
91.92 Overlay Project which could be transferred to the project. These funds were made available
through the cost-effective use of an asphalt -rubber mix in lieu of the more conventional asphalt
concrete mix.
1 16797 4151 :1:R _ • f
Direct staff to:
1. Award the contract to Intertex, the low bidder, at their base bid price of $1,430,371.04.
2. If Intertex declines to enter into a contract, then award the contract to the Gorham Company,
the second lowest bidder, at their base bid price $1,650,768.00.
Authorize the City Engineer, with advice and consent of the City Attorney, to determine if
Intertex has submitted sufficient evidence and testimony to warrant waiving forfeiture of their
bid security. If so, staff to file the necessary report with the State Board of Control. If not, staff
to advise Intertex's surety that the bid security (10% of the amount bid) has been forfeited.
3. The above to be implemented provided that final bid evaluations currently being performed by
staff are found acceptable.
4. Do not exercise Bid Option 1 (deletion of striping and marking) at this time, since benefits would
be negligible. Exercise Bid Option 2 (reconstruction of the parking lot) and authorize the
expenditure of additional funds to perform this work, since this remedial work must be
performed to support operations.
5. Authorize a budget transfer not to exceed $300,000 from the FY 91-92 Overlay Project (Account
No. 25-95009-227) to cover the cost of Bid Option 2, and to cover the cost of awarding to the
second lowest bidder should that become necessary..
DLS:PRJ92-02.KDN