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Home My WebLink About2011-12-13 - AGENDA REPORTS - ANNUAL CONCRETE REHAB (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT Agenda Item: Z— CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval: Item to be presented by: December 13, 2011 Curtis Nay FISCAL YEAR 2011-12 ANNUAL CONCRETE REHABILITATION PROGRAM (CITYWIDE), PROJECTS M0085, M0086, AND T0034 - AWARD CONSTRUCTION CONTRACT Public Works RECOMMENDED ACTION 1. City Council approve the plans and specifications for the Fiscal Year 2011-12 Annual Concrete Rehabilitation Program (citywide), Projects M0085, M0086, and T0034. 2. Approve the request by John Burgeson Contractors Inc. to withdraw its bid and award the construction contract to the lowest responsible bidder, Encorre Services, Inc., in the amount of $643,254 and authorize a contingency in the amount of $64,326, for a total contract amount not to exceed $707,580. 3. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The annual concrete rehabilitation program consists of three annual efforts awarded under one contract to make the most efficient use of available funding. The sidewalk repair program will construct new wheelchair ramps and replace existing damaged sidewalk. The curb and gutter program will improve the drainage flow into local stormdrains, thereby improving stormwater quality and eliminating ponding water, and the access ramp program will serve our disabled community through the installation of new access ramps, while meeting the requirements outlined in Title 21 of the Americans with Disabilities Act. In addition to these programs, repairs to the concrete pathways along the City's paseos are required. The attached list of locations was generated by residents' requests to the Public Works Department and the City Manager's Office or were areas identified by staff as needing restoration. A, PPOCU i 1�,Vill Eir[z 311� - / - Substantial constraints and controls have been established in the construction documents to reduce potential impacts on local traffic and homeowners during the construction phase. Construction is scheduled to begin January 2012 and is anticipated to be complete within 90 working days following the Notice to Proceed. Staff will appoint inspectors to ensure proper work performance by the contractor and to handle daily field issues. An invitation to bid was published three times (October 9, October 11, and October 13, 2011) and noticed on the City's website. Plans and specifications were also sent to area plan rooms. Eleven responsive bids were submitted to the City and opened by Purchasing on November 8, 2011. The results are shown below: Company Location Base Bid Amount John Burgeson Contractors Inc. Santa Clarita $ 624;986.52 Encorre Services, Inc. Glendale $ 643,253.50 FS Construction Sylmar $ 659,710.50 R.C. Becker & Son, Inc. Santa Clarita $ 676,300.80 Toro Enterprises, Inc. Oxnard $ 730,695.10 Black Rock Construction Brea $ 733,000.00 Kalban, Inc. Sun Valley $ 740,588.05 Martinez Concrete, Inc. Azusa $ 839,793.58 Excel Paving Long Beach $ 963,723.90 C.A. Rasmussen, Inc. Santa Clarita $ 975,558.68 Nye and Nelson Inc. Ventura $1,310,403.50 The bid from John Burgeson Contractors Inc. contained a mistake on Bid Item 11, where the unit price was listed as $725 instead of $1,725. Because of this error, John Burgeson Contractors Inc. requested in writing to withdraw its bid. The City Attorney's Office has advised staff that this error qualifies the bidder to withdraw their bid under Public Contract Code Section 5103 without forfeiture of its bid bond or other penalty, as long as the bidder gave the City notice of the mistake within five days of the bid opening. The bid opening was on November 8, 2011, and the letter withdrawing the bid is dated November 9, 2011, which is within five days. Therefore, the bidder may withdraw its bid under applicable law. Staff recommends the contract be awarded to Encorre Services, Inc., the lowest responsible bidder, with a total contract amount not to exceed $707,580. This contractor possesses a valid state contractor's license and is in good standing with the Contractors State License Board. The contractor's bid has been reviewed for accuracy and conformance to the contract documents and was found to be complete. At the City Council meeting on October 25, 2011, a resident expressed concerns with the condition of the sidewalk and handicap access at 18035 Soledad Canyon Road. After evaluating the resident's concerns, staff started work on the design for the new sidewalk and driveway into the Caravilla Mobile Home Park. Once the design is complete, staff will work with the property owners to obtain sidewalk and construction easements. Staff anticipates including this location in the project after the design and required easements are executed. Other additional work based on 2 each program's prioritized list will be performed for a maximum contract amount of $707,580. The remaining funds will be utilized for project administration and support items, such as tree trimming, labor compliance, surveying, and material testing. 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 California Public Contract 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. In other words, in awarding of Public Works contracts, the City is not permitted to award to a bidder just because they are local, as the California Public Contract Code does not allow the City to recognize them as the "lowest" responsible bidder. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT Adequate funds have been appropriated in Projects M0085, M0086, and T0034 expenditure budget accounts. ATTACHMENTS List of Locations 3 LIST OF LOCATIONS FISCAL YEAR 2011-2012 ANNUAL CONCRETE REHABILITATION PROGRAM PROJECTS M0085, M0086, AND T0034 Abdale Street Emmett Road Snapdragon Place Abordo Drive Empino Lane Soledad Canyon Road Adamsboro Drive Fain Drive Stillmore Street Agramonte Drive Fambrough Street T-2 Old Orchard Alamagordo Road Flowerpark Drive T-42 Circle J Ranch Alaya Drive Fourl Road T-7 Central North Valley Aldbury Street Friendly Valley Parkway T-8 Valencia Summit Park Avenida Cappella Gary Drive T-46 Northbridge Avenida Crescenta Garza Drive Terri Drive Avenida Entrana Gilbert Drive Vermont Drive Avenida Frasca Gregory Lane Via Aranda Barbacoa Drive Harby Drive Via Artina Barcotta Drive Jena Drive Via Avant Bouquet Canyon Road Kalmar Avenue Via Barra Bruces Place Langside Avenue Via Bordeaux Calgrove Boulevard Lost Springs Road Via Brasa Canoes Circle Lotusgarden Drive Via Calinda Cantos Drive Lyons Avenue Via Copeta Cardiff Drive Madigan Drive Via Dalia Carland Drive Marilyn Drive Via Danza Carrousel Drive Meadowcreek Road Via Delfina Catala Avenue Melia Way Via Dia Chestnut Street Mill Valley Road Via Eliso Circle J Ranch Road Newhall Avenue Via Pacifica Collins Road Pamela Drive Via Palacio Creekside Drive Pandy Court Via Princessa Road Crossglade Avenue Plum Canyon Road Via Rana Crosspath Avenue Railroad Avenue Via Saludo Cuervo Drive Renwick Court Via Sistine Cynthia Court Rhododendron Drive Via Tanara Darburn Drive Rosehaven Lane Via Telino Dot Street Sam Place Vicci Street Drycliff Street Sand Canyon Road Vista Delgado Drive Ebelden Avenue Santa Clarita Road Walnut Street Elizabeth Way Sierra Highway SAMENG-CIVI\ConcRehab I I-12\council\List of Locations award.doc 4