Agenda Item A.13
CPMS CONSENT CALENDAR
Meeting Date: July 16, 2024
____________________________________________________________ TO: Mayor and Councilmembers
SUBMITTED BY: Luz “Nina” Buelna, Interim Public Works Director PREPARED BY: Andrew Fuller, Principal Civil Engineer
SUBJECT: Ellwood Mesa Monarch Butterfly Habitat Management Plan Phase I Implementation – Irrigation Main line Project Reject All Bids and Authorize to Call for Bids
RECOMMENDATIONS:
Reject all bids and authorize to call for bids for the Ellwood Mesa Monarch Butterfly Habitat Management Plan Phase I Implementation – Irrigation Mainline Project.
BACKGROUND:
The Public Works Department solicited competitive bids per Municipal Code Section
3.05.210 for the Ellwood Mesa Monarch Butterfly Habitat Management Plan (MBHMP) Phase I Implementation – Irrigation Mainline Project (Project). City Council authorized staff to advertise a notice inviting construction bids f or the Project on May 21 , 2024. On May 24, 2024, bid documents were published to the PlanetBids portal, construction trade journals specified by the California Uniform Construction Cost Accounting Commission were notified, and contractors listed on the City’s Qualified Bidders List were informed of the Project. In addition, a notice was published in the Santa Barbara Independent on June 6, 2024, and June 13, 2024. The bids were opened virtually via PlanetBids on June 24, 2024. The City received a total of one bid. A summary of the bid and the Engineer’s Estimate are shown in Table 1 below.
Table 1: Bid Results
Quincon, Inc Engineer’s Estimate
Bid Amount $694,263.63 $304,418
Due to the variance between the engineer’s estimate and bid amount, which is 128% over the engineer's estimate, Public Works staff recommends rejecting all bids for the Ellwood Mesa (MBHMP) Phase I Implementation – Irrigation Mainline Project and authorizing staff to call for bids.
1 Meeting Date: July 16, 2024
DISCUSSION:
The scope of work for this Project includes installing an irrigation mainline with zone isolation valves to support habitat restoration plantings across 60 acres of eucalyptus grove at the Ellwood Mesa/Sperling Preserve Open Space.
Public Works staff recommend that the City Council reject and rebid the Project. In an effort to reduce the project cost, Public Works staff will work with the design team to refine and provide more clarity in the construction bid documents and specifications based on feedback received from contractors. Public Works staff will also reach out to individual contractors to inform them of the call for bids to increase competition for the Project.
ENVIRONMENTAL REVIEW:
The City Council adopted the Project's environmental document (Initial Study/Mitigated Negative Declaration) at their March 19, 2019 , Council meeting. The MBHMP was determined not to have a significant effect on the environment by adopting a mitigation monitoring and reporting program (MMRP) for the conditions of project approval necessary to mitigate or avoid significant effects. An addendum was prepared to document changes in the Project Description for the approved project since the Council adopted the Final IS -MND. The addendum concluded that no new or more severe environmental impacts beyond those disclosed in the Final IS -MND would occur due to the changes and was adopted by the City Council at its October 17, 2023, meeting.
FISCAL IMPACTS:
Should the City Council choose to award the Project, Table 2 below provides the estimated costs and funding sources. The bid total of $694,263.63 includes a 20 percent contingency, represented in the construction estimate of $833,116.63.
Table 2 – Project Cost Estimated
Project Components Project Costs Funding Source Funding Amounts
Construction $833,116.63 MBHMP Grant (322) $1,040,099.63 Construction
Management, Inspection,
Testing and Monitoring
$206,983
Total $1,040,099.63 Total $1,040,099.63
ALTERNATIVES:
The City Council may award the project to the lowest responsive bidder. Doing so would allow for the Project's construction but will reduce the grant funds available from the Coastal Conservancy for other portions of the Ellwood MBHMP Project, which must be used by February 2025.
2 Meeting Date: July 16, 2024
LEGAL REVIEW BY: Megan Garibaldi, City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. Quincon, Inc Bid Summary for the Ellwood MBHMP Phase I Implementation – Irrigation Mainline Project
3 ATTACHMENT 1
Quincon, Inc Bid Summary for the Ellwood MBHMP Phase I Implementation – Irrigation Mainline Project
4 PROJECT NUMBER: 9112
CONTRACTOR:
SCHEDULE OF BID ITEMS
ITEM
# * ITEM
CODE DESCRIPTION UNIT EST.
QUANT. UNIT PRICE AMOUNT
1 (P) 7-3.4 GENERAL CONDITIONS/
MOBILIZATION LS 1
2 (P) 400-1-3 TEMPORARY TREE
PROTECTION LS 1
3 (P) 304-5.2 TEMPORARY
CONSTRUCTION FENCING LS 1
4 300-1.4 CLEARING AND
GRUBBING SF 13,500
5 301-2.4 AGGREGATE BASE CY 5
6 801-5-7 CONTROL VALVE - 3" @
POC EA 1
7 801-5-7 TRAFFIC RATED VALVE
BOX WITH LID EA 7
8 801-5-7 BALL VALVES EA 17
9 801-5-7 REDUCED BACKFLOW
PREVENTER - 3" EA 1
10 801-5-7 TEMPORARY WATER
METER - 3" EA 1
11 801-5-7 MAINLINE PIPE - 1 1/2" -
PVC SCHED 40 LF 84
12 801-5-7 MAINLINE PIPE - 2 1/2" -
PVC SCHED 40 LF 1,760
13 801-5-7 MAINLINE PIPE - 3" - PVC
SCHED 40 LF 5,703
14 801-5-7 PIPE SLEEVING - 6" - PVC
SCHED 40 LF 75
TOTAL (BID ITEMS #1 TO #14) $
* NOTES:
(P) DENOTES PARTIAL PAYMENT
ELLWOOD MBHMP PHASE I IMPLEMENTATION - IRRIGATION MAIN
PROP -6
PAGE 1 OF 1
ADDENDUM 1
$17,766.83
$17,766.83
Quincon, Inc.
$80,096.38
$80,096.38
$75,471.42
$75,471.42
$4.72
$63,720.00
$937.61
$4,688.05
$2,281.53
$2,281.53
$1,496.17
$10,473.19
$1,077.95
$18,325.15
$13,640.66
$13,640.66
$4,065.50
$4,065.50
$44.43
$3,732.12
$45.85
$80,696.00
$55.35
$315,661.05
$48.61
$3,645.75
694,263.63
5