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HomeMy WebLinkAbout1999-02-09 - AGENDA REPORTS - JAN HEIDT METRO STATION AWARD (2)CITY OF SANTA CLARITA AGENDA REPORT UNFINISHED BUSINESS City Manager Appr41by,:AAnithony Item to be presenteJ. Nisich DATE: February 9, 1999 SUBJECT: THE JAN HEIDT METROLINK STATION IN NEWHALL - PROJECT NO. 52001, AND VIA PRINCESSA METROLINK STATION IMPROVEMENTS - PROJECT NO. T3007 - BID AWARD DEPARTMENT: Transportation and Engineering Services RECOMMENDED ACTION 1. City Council award the contract for Project Nos. 52001 and T3007 to Ford Engineering & Construction, Inc. 2. Authorize the transfer of $48,000.00 from the City Council Contingency Account No. 1240-7401 to Account No. T3007001 for the Via Princessa Station Upgrades. 3. Authorize the transfer of $529,000.00 from the City Council Contingency Account No. 1240-7401 to Account No. 52001001 for the Jan Heidt Metrolink Station in Newhall. BACKGROUND This item will award the contract for the construction of the Jan Heidt Metrolink Station in Newhall, located on Railroad Avenue at Market Street; award the contract for the construction upgrades to the Via Princessa Metrolink Station, located at Via Princessa and Weyerhaueser Way; and transfer funds to provide sufficient budget for these two projects. Jan Heidt Metrolink Station in Newhall On December 9, 1997, the City Council approved the design contract for the Jan Heidt Metrolink Station project. Via Princessa Metrolink Station Improvements On March 10, 1998, the City Council authorized the design contract for upgrades to the Via Princessa Metrolink Station. Once authorization to design was received from Council, staff proceeded to have the contract plans and specifications prepared for both projects in order to advertise for construction bids. Through the public input and Council process, both projects have undergone changes from the original design concept. In addition, the City was hopeful of acquiring funding through several grants covering this expense; however, these funds did not materialize. The potential of this N AP PROJECT NOS. 52001 AND T3007 — BID AWARD February 9, 1999 — Page 2 outcome occurring was acknowledged throughout the process. These issues, combined with the trend toward higher construction costs, resulted in bids in excess of funds available for construction. Staff has taken all steps possible to reduce costs, including combining the two projects in order to maximize the economy of scale. The plans and specifications were also prepared as one document for bidding, as many of the same details are referenced for both projects. On November 24, 1998, the City Council approved the plans and specifications and authorized the advertisement for construction bids. On January 19, 1999, the City received bids (see Exhibit A, Bid Results). A protest by the second low bidder was received by the City. The City Attorney has determined that the issues raised by the protest do not warrant disqualification of the low bid. Staff recommends that sufficient funds be allocated and the projects be awarded to the lowest responsive bidder, Ford Engineering & Construction, Inc. of Santa Monica. Ford Engineering & Construction, Inc. possesses a State Contractors License and is in good standing with the State Contractors License Board. The references indicated that this contractor has performed work to their satisfaction. The bid of $2,650,700.00 was reviewed for accuracy and conformance to the contract documents and found to be complete. ALTERNATIVE ACTIONS 1. Reject all bids and re -bid the projects in phases. This will allow the project to proceed as funds permit, but will add costs to the overall project. 2. Reduce the project scope by deleting project design elements, and award the project within budget. This will allow the project to proceed on a reduced scale with fewer amenities. Cancel the Via Princessa Improvements project and transfer project funds to Account No. 52001, authorize the balance of the shortage ($270,000.00) to be transferred from the City Council Contingency, and award the Jan Heidt Metrolink Station project with a 10 percent contingency. 4. Other action as determined by the City Council. To reduce the costs through either phasing or reducing the project scope would require that certain items be eliminated from the contract. The work to be eliminated on the Jan Heidt Metrolink Station would be the construction of the office, restroom facility, and clock/bell tower. To construct the Via Princessa Metrolink Station Improvements within budget, certain items would have to be eliminated from this contract. The work to be eliminated would be the construction of the sign entrance upgrades and the provisions for potable water to be brought to the site. PROJECT NOS. S2001 AND T3007 — BID AWARD February 9, 1999 — Page 3 FISCAL IMPACT The Engineer's Estimate to complete construction of the Jan Heidt Metrolink Station in Newhall, Project No. 52001, is $2,434,200.00 with no contingency. The funds allocated for this project total $3,784,104.00 for Fiscal Year 1998/1999 and are identified as follows: Account No. Funding Source Amount S2001001 General Fund $435,000.00 S2001203 AB2766 Air Quality Improvement $304,514.00 52001205 Proposition C $1,982,000.00 S2001206 Proposition A $341,187.00 S2001453 Transit Capital Improvement Grant $721,403.00 The remaining available balance of these funds totals $2,535,000.00. Additional expenses (i.e., special inspections, permit fees, agency fees, nostalgic lights, water service, 10 percent contingency) need to be budgeted. The total additional costs to complete this project amount to $529,000.00. The Engineer's Estimate to complete construction of the Via Princessa Metrolink Station Improvement Project No. T3007 is $203,400.00. The funds allocated for this project total $295,225.00 and are identified below. Staff is investigating other options to replace the contingency funds currently being requested and will return in March 1999 with the results of those efforts. The action taken this evening allows the project to move forward at this time. Account No. Funding Source Amount T3007001 General Fund $135,000.00 T3007103 State -Local Transportation Partnership Program $80,225.00 T3007205 Proposition C $80,000.00 The remaining available balance of these funds totals $258,000.00. To complete Project No. T3007, additional expenses (i.e., special inspections, permit fees, agency fees, water service, 10 percent contingency) need to be budgeted. The total additional costs to complete this project amount to $48,000.00. ATTACHMENT Exhibit A - Bid Results BEJJs Ar9SOOLDOC EXHIBIT A BID RESULTS Company Location Ford Engineering &Construction, Inc. Santa Monica, California Terra -Cal Construction, Inc. T M Engineering Emma Corporation Pulley Crest Baldwin Park, California Tarzana, California Santa Monica, California San Fernando, California Amount $2,650,700.00 $2,656,864.44 $2,712,920.00 $2,888,825.02 $3,175,395.00