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Home My WebLink About2011-09-27 - AGENDA REPORTS - NEWHALL METROLINK T2005 (2)Agenda Item:. io CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: Curtis Nay DATE: September 27, 2011 SUBJECT: NEWHALL METROLINK PARKING EXPANSION, PROJECT T2005, FEDERAL TRANSIT ADMINISTRATION, AMERICAN RECOVERY AND REINVESTMENT ACT, FUNDING PROJECT CA -96-X071-01 -APPROVE PLANS AND SPECIFICATIONS AND AWARD CONSTRUCTION CONTRACT DEPARTMENT: Public Works RECOMMENDED ACTION City Council: 1. Approve the plans and specifications for the Newhall Metrolink Parking Expansion, Project T2005, Federal Transit Administration, American Recovery and Reinvestment Act, Funding Project CA -96-X071-01. 2. Reject the bid protest by KASA Construction. 3. Award the construction contract to R.C. Becker and Son, Inc., in the amount of $583,769 and authorize a contingency in the amount of $116,750, for a total contract amount not to exceed $700,519. 4. Authorize an increased expenditure in the amount of $60,000 to the existing professional services contract with Rick Engineering Company for surveying, construction materials testing, and inspection and engineering support services during construction. 5. Authorize the appropriation of $102,982 to Expenditure Account T2005700-5161.001 in available federal transit grant funds, and increase revenues in Account 700-4424.012 by $60,517 in order to account for all grant revenues available for this project. 6. Authorize the appropriation of $28,246 from the Park Development (Quimby) Fund balance (305) into Account T2005305-5161.001. 7. Authorize the City Manager or designee to grant an easement to the Newhall County Water District (NCWD) for water well purposes at a location to be determined later to the satisfaction of the City and NCWD. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The Newhall Community Center (Center), situated adjacent to the Newhall Metrolink Station, opened to the public on January 20, 2006. The project scope for the Center included the construction of the community center and expansion of an existing asphalt -paved Metrolink parking lot. The expanded parking.lot was used by both Metrolink riders and visitors to the Center. The feasibility study for the Center project identified the shared parking demand to be 300 spaces. There are currently 226 parking spaces at the Center/Metrolink joint parking lot. The existing parking capacity for the Newhall Metrolink Station does not meet the existing demand as demonstrated by the lots being routinely filled to capacity during weekdays with the vehicles of passengers commuting to employment centers outside the City. Furthermore, street parking in the vicinity of the project is limited due to the competing demands for parking generated by the numerous commercial establishments in downtown Newhall. On February 17, 2009, President Barack Obama signed into law the American Recovery and Reinvestment Act (ARRA). The $787 billion federal economic stimulus funds are one-time funds with very specific eligibility requirements for individual projects, and funds may not be used for any other purpose. City staff successfully applied for $950,000 in ARRA grant funds to construct an additional 95 parking spaces at the Newhall Metrolink Station on an existing 38,000 -square -foot, grass -paved area and unimproved land. The proposed parking expansion project will increase the number of available shared parking to 321 spaces. The grass -paved area is currently utilized by the Center as a passive recreation area for the local community. In order to offset the loss of this passive recreation area, a new passive recreation area will be constructed directly east of the Center as part of this project (see Location Map, Area "A"). All work associated with the construction of the new passive recreation will be financed by Quimby Funds, not ARRA Grant Funds. An additional $28,246 in Quimby Funds is needed to completely fund the recreational improvements. There is an existing NCWD easement where the passive recreation area is to be constructed. NCWD has agreed to abandon this easement, but would like to reserve the right to a future easement at a location to be determined to the satisfaction of the City and NCWD. The future NCWD easement will be at no cost to the City. The parking expansion project includes grading, paving, construction of curb and gutter, sidewalks, striping, landscaping, irrigation, and installation of lighting and electrical system. ■ An invitation to bid was published three times: June 26, June 29, and July 3, 2011, and was noticed on the City's website. Plans and specifications were also sent to area plan rooms. Seven bids were submitted to the City and opened by Purchasing on August 10, 2011. The results of the bids are shown below: Company R.C. Becker and Son, Inc. KASA Construction C.A. Rasmussen, Inc. Toro Enterprises, Inc. C.S. Legacy Construction, Inc. Sully -Miller Contracting Co. Excel Paving Company Location Bid Amount Santa Clarita, CA $583,769.22 Ontario, CA $652,591.50 Santa Clarita, CA $669,274.27 Ontario, CA $711,441.35 Chino, CA $741,101.60 Brea, CA $799,654.65 Long Beach, CA $819,328.05 The lowest responsive bid was submitted by R.C. Becker and Son, Inc., in the amount of $583,769.22. Staff recommends the project be awarded to R.C. Becker and Son, Inc., for the bid amount plus a contingency of $116,750. The 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. KASA Construction submitted the attached letter of protest dated August 11, 2011. Based on the recommendation from the City Attorney's Office, staff responded to KASA Construction's protest letter on August 31, 2011. After reviewing the bid protest and receiving advice from the City Attorney's Office, it was determined the protest is without merit. Therefore, staff recommends the City Council reject the bid protest filed by KASA Construction. The construction contingency amount requested will cover the cost of unforeseen site conditions such as removal of existing unsuitable soil and costs associated with an abandoned water well within the project area limits. Soils investigations have been performed indicating variable thickness of unsuitable material that could result in increased costs. The additional spending authority of $60,000 requested for Rick Engineering Company will provide for construction engineering, surveying, and construction materials testing and inspection services during construction. The requested appropriations will fully fund the project, and includes $216,275, of which $61,275 has been spent to complete design and design oversight. The remaining amount will be used for construction costs, including labor compliance services, staff oversight, water connection fees to Castaic Lake Water Agency, electric connection to Southern California Edison, and miscellaneous project administration costs. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT The requested appropriations will fully fund this project. Project Description Current Fund and Account No. Expenditure ARRA Newhall Metrolink Transit Parking Expansion Account T2005700-5161.001 Quimby Newhall Metrolink Parking Expansion Account T2005305-5161.001 Total Budget $695,566 $150,000 $845,566 ATTACHMENTS Location Map Letter from Kasa Construction dated August 11, 2011 Letter to Kasa Construction dated August 31, 2011 Requested Adjustment $102,982 $28,246 $131,228 Total Expenditure Budget $798,548 $178,246 $976,794 c 4\\\ a CA� • N Ln ry CC 0 m C .. y9jh6, 1. ,1._r':c-•-------- — .f �.. LU j JPM ea a).Q) oyo l _ a f =yy it ANtl7 713N - • , f y ■ �, XX.i-x I- � - ■ x it co O� �. r P O NOANH7 o:)3S0O �C l VALLEY STREET _ �O �aSlJybd o z °meg � I • 1l,O z = 8i Q CONSTRUCTION License # 927544 August 11, 2011 City of Santa Clarita Hoon Hahn, Senior Engineer Engineering Division 23920 Valencia Blvd. Santa Clarita, CA 91355 Subject: FORMAL BID PROTEST Project: Newhall Metrolink Parking Expansion ENG -10-11T2005, FTA Project No. CA -96- X071-01 Bid Date: August 10, 2011 at 11:00 a.m. This letter is in regards to the validity of the proposal and their capability to perform without sufficient coverage submitted by the apparent low bidder, RC Becker & Sons. After careful review of their proposal, KASA has discovered a substantial clerical error in their bid schedule that should deem the apparent low -bidder non responsive. In reference to the Bid Schedule per addendum 4, the following are the comments which would support our argument and claim. Item number 40 Site Lighting (Bases, Post, Wiring, Install Fixtures) 9 each of RC Becker's bid schedule is priced at $3,240 each for a total of $29,160. KASA has a price for this line item of $11,500 each for a total of $103,500. The apparent third low bidder has a price for the same line item at $11,000 each for a total of $99,000. It is apparent that RC Becker made a severe clerical error and failed to list the correct and intended amount. The material alone for Area A is over $60,000 and this price is not including mark up. On addendum 4 it states that the light fixtures and lamps will be supplied by the City of Santa Clarita. It is clear to all the other contractors and suppliers that the Contractor Shall Provide Poles, Decorative Arms and Base and Install them Along with City Supplied Lighting Fixtures, as stated on the revised electrical plan sheet E-1. Based on the above, KASA Construction kindly requests that the Agency makes a fair determination to find RC Becker & Sons non-responsive for the error and omissions on the Bid Schedule and in turn, award the contract to KASA Construction. If there are any additional 316 N. Corona Ave., Ontario, CA 91764 Phone: 909.457.8260 / Fax: 909.457.8261 110 J*Pvsdv I CONSTRUCTION License # 927544 questions or concerns, please do not hesitate to contact me at any time at the numbers listed below. Hector Zavala Estimator KASA Construction, Inc. 316 N. Corona Ave., Ontario, CA 91764 Phone: 909.457.8260 / Fax: 909.457.8261 City of SANTA CLARITA 23920 Valencia Boulevard • Suite 300 • Santa Clarita, California 91355-2196 Phone: (661) 259-2489 • FAX: (661) 259-8125 August 31, 2011 WWW.5anta-claiita.com VIA FACSIMILE TRANSMISSION (909.457.8261) AND REGULAR MAIL Hector Zavala, Estimator KASA Construction 316 North Corona Avenue Ontario, CA 91764 Dear Mr. Zavala: Subject: Newhall Metrolink Parking Expansion The City has received your bid protest letter of August 11,.2011 (copy attached for reference). Your letter states that you believe low bidder, R.C. Becker & Son made a severe clerical error and failed to list the correct and intended amount on Item number 40. Bidders are entitled to include in their bid the amounts that they determine are proper. R.C. Becker & Son has submitted its bid and that bid is the lowest responsive bid for this project. City staff intends to recommend to the City Council that the contract for this project be awarded to R.C. Becker & Son and further that the bid protest of KASA be rejected. The City Council will consider this recommendation at its meeting on September 27, 2011 at 6:00 p.m.'in the Council Chambers located at Santa Clarita City Hall, 23920 Valencia Boulevard, Santa Clarita, CA 91355. You may attend this meeting of the City Council if you wish to address the Council on this item. Thank you for your cooperation. S' cerely,, i Hoon Hahn Senior Engineer HH/ce SAPMENG-CIVIU2005 Newhall Metrolink Parking Expansion\Bidding process\Bid\Letter KASA Construction.doc Attachment cc: Joseph Montes, City Attorney Robert G. Newman, Director of Public Works Curtis Nay, Assistant City Engineer Lie