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Home My WebLink About2010-05-25 - AGENDA REPORTS - MAGIC MOUNTAIN I5 LANDSCAPE (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT Agenda Item: CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval Item to be presented by May 25, 2010 Curtis Nay MAGIC MOUNTAIN PARKWAY/I-5 INTERCHANGE LANDSCAPE BEAUTIFICATION PHASE II, PROJECT S 1003 - AWARD CONSTRUCTION CONTRACT Public Works RECOMMENDED ACTION 1. City Council approve the plans and specifications for the Magic Mountain Parkway/ Interstate 5 (I-5) Interchange Landscape Beautification Phase I1, Project S 1003. 2. Find the bid of Martinez Landscape Company, Inc., to be non-responsive and award the base bid contract to the next lowest bidder, Marina Landscape, Inc., in the amount of $235,425 and authorize a contingency of $35,000 for a total base bid contract amount of $270,425. 3. Authorize approval for a change order to add Additive Alternate 1 of the contract bid to the same bidder, Marina Landscape, Inc., in the amount of $654,300 and authorize a contingency of $98,000 for a total contract amount of $752,300 for Additive Alternate 1. This contract award is contingent on approval of the ballot results and ordering levies to fund landscape maintenance at the Los Angeles County Board of Supervisors meeting on June 22, 2010. 4. Authorize an expenditure of $150,000 to Castaic Lake Water Agency for reclaimed water meter services for the irrigation system in the County's area. Authorize an increased expenditure of $20,000 to Valley Crest Design Group for landscape architect and structural engineer services. 6. 'Authorize an increased expenditure of $10,000 to Fugro West, Inc., for geotechnical and soil testing services. 7. Authorize an increased expenditure of $30,000 to Psomas and Associates for construction staking services and land surveying work. Authorize an increased expenditure of $30,000 to Willdan Engineering for engineering support. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The proposed beautification project consists of landscape and hardscape within the City and County jurisdictions. This item recommends the award of the work within the City and the - authorization to later add the work within the County pending the formation of a County Landscape Maintenance District for its maintenance. The construction of the proposed beautification improvements is comprised of two bid proposals: the base bid for the City's side (east of I-5) and Additive Alternate 1 for the County's side (west of I-5). Base Bid: The proposed improvements (base bid) for work within the City's jurisdiction on Magic Mountain Parkway, east of the I-5, consist of landscape beautification in the parkway areas between the northbound ramps and Tourney Road. In addition, there will be a decorative monument wall with the City's logo as a gateway entry feature to be situated on Magic Mountain Parkway facing the northbound I-5 off -ramp traffic. The proposed landscape beautification will match the existing landscape corridor on Magic Mountain Parkway. The City's Landscape Maintenance District will take over the maintenance of the landscape and irrigation services once the project is accepted under Landscape Maintenance District 1 of Zone 18. Upon approval of this item, staff will issue a Notice to Proceed to the awarded contractor Marina Landscape, Inc., to commence with the base bid work. Including contingency, the cost for this work is $270,425. Additive Alternate 1 The proposed improvements (Additive Alternate 1) for work within the County's jurisdiction on The Old Road and Magic Mountain Parkway, west of the I-5, consist of landscape and hardscape beautification in median and parkway areas. The landscape beautification is to be consistent with the future Newhall Ranch Development. The County's Board of Supervisors is scheduled to meet on June 22, 2010, at which time it is expected that they will form two new Landscape Maintenance Districts. Once this has occurred, City staff will issue a change order to award the same contractor, Marina Landscape, Inc., the Additive Alternate 1. Including contingency, the cost for the added work will be $752,300. In the original roadway improvement project, landscaping was deferred as there was no landscape maintenance mechanism in place. With the upcoming Board of Supervisors vote on 9 the District's formation now scheduled, and with a positive outcome anticipated, this project is planned to provide for the landscaping. On April 2, 2010, the Director of Public Works directed staff to authorize the advertisement for construction bids. On May 6, 2010, the City's Purchasing Division received the following seven bids for the project: Company Martinez Landscape Co, Inc. Marina Landscape, Inc. America West Landscape, Inc Oakridge Landscape, Inc. American Landscape, Inc. Belaire-West Landscape, Inc. Park West Landscape, Inc. Location Sylmar, CA Anaheim, CA Chino, CA Santa Clarita, CA Canoga Park, CA Buena Park, CA Pacoima, CA Base Bid and Additive Alternate 1 $ 785,076.00 $ 889,725.00 $ 942,829.43 $ 961,193.75 $ 991,714.16 $1,084,365.00 $1,269,804.00 After reviewing the bids, City staff with assistance from the City Attorney determined that the bid proposal submitted by the apparent low bidder, Martinez Landscape Company, Inc., had multiplication errors in the "unit prices" and "extended prices" on six bid items, which resulted in a significant increase in the overall submitted bid amount, therefore the bid was deemed non-responsive. The next lowest responsive bid was submitted by Marina Landscape, Inc., in the amount of $235,425 and $654,300 for the base bid and Additive Alternate 1 bid, respectively. Staff recommends that the project be awarded to Marina Landscape, Inc. This contractor possesses a state contractor's license and is in good standing with the State Contractor's License Board. The contractor's bid has been reviewed for accuracy and conformance to the contract documents'and was found to be complete. The City is responsible for obtaining water meters and connection fees for the irrigation system on The Old Road and Magic Mountain Parkway where reclaimed water will be used. A total of four meters are required. Staff is currently working with the water purveyor, Castaic Lake Water Agency, for the coordination of these services at a cost of $150,000. In addition, staff recommends continuing the services of Valley Crest Design Group, Fugro West, Inc., and Psomas and Associates for landscape architectural support, geotechnical services, and construction staking and land surveying, respectively, for the landscape and hardscape. Staff also recommends retaining the services of Psomas and Associates and Willdan Engineering for right-of-way documents and design turnover of the Phase II road improvements required in the previously executed City/County and City/Caltrans Cooperative Agreements. The above-mentioned firms will provide consulting services for a total amount of $90,000. Adequate funds have been appropriated for City staff time for construction management, inspection, and labor compliance services. While the City maintains a'•'Support of Local Businesses" policy that can be utilized by the City Council when warranted, the City is governed by the California Public Contract Code with regard to public works project procurement. In these types of procurement, the Public Contract 3 Code does not permit a City to utilize a "Support of Local Businesses" policy and instead requires the contract be awarded to the "lowest responsible bidder." As confirmed by the City Attorney's Office, this direction precludes the City from applying any superseding criteria for award except in the case of a tie. Thus, in the awarding of Public Works contracts, the City is not permitted to award to the second low bidder just because they are local as the Public Contract Code does not allow the City to recognize them as the "lowest" responsible bidder. ALTERNATIVE ACTIONS Reject all bids and authorize staff to rebid the landscape beautification project. Other action as determined by the City Council. FISCAL IMPACT The total amount of all work requested in this agenda item: Base Bid and Contingency $270,425 Additive Alternative 1 and Contingency $752,300 Reclaimed Water Meter Services $150,000 Valley Crest Design Group $20,000 Fugro West, Inc. $10,000 Psomas and Associates $30,000 Willdan Engineering $30,000 Total $1,262,725 Adequate funds in the amount of $1,262,725 plus staff time have been budgeted in Expenditure Accounts S 1003260-5161.001 and S 1003303-5161.001 (Proposition C grant and Valencia Bridge and Thoroughfare District). TTACHMENTS Location Map 51 y6 Y 2 �dQ H p �•} Z Q 2 7 O S Al 2 H Q"� � 2 W � � x � p Q N �r Y 2 L — isL H p �•} S Al • J, z oz 0 a. j�U 2 r �..� `,�,�►. tri Iai�sJa�e801 �r P�