DATE:
January 25, 2022
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Shoreline Maintenance Storage Plan,
Project 14-34—Reject Bid, Authorize
for Rebid, and Amend Consultant
Agreement
RECOMMENDATION
1. Reject the bid received for Shoreline Maintenance Storage Plan, Project 14 -34 and authorize staff to rebid the project.
2. Authorize the City Manager or designee to award the construction contract to the lowest responsible bidder if the bid is within the project budget.
3. Authorize the City Manager or designee to amend the professional services agreement with CSG Consultants, Inc., to provide additional services for Shoreline Maintenance Storage Building, Project 14-34, in a not-to-exceed amount of $78,000, for a total compensation amount of $161,855.
BACKGROUND
Shoreline Maintenance Storage Plan, Project 14-34, was created to: (1) conceal material storage from public view; (2) consolidate storage into a more efficient footprint; and (3) place stored materials into a lighted storage building i nstead of shipping containers.
The existing material storage facilities use shipping containers that have exceeded their useful lives, require replacement, and do not include interior lighting. The result will be an upgraded material storage space for staff access and an improved appearance in the park.
In 2015, the City advertised the project and received bids in excess of the project budget.
Council rejected the bids due to the low bid significantly exceeding the Engineer’s Estimate. The project scope was reduced , and new plans were prepared. On May 25, 2021, Council approved the new plans and specifications and authorized staff to advertise the project.
Shoreline Maintenance Storage Plan, Project 14-34—
Reject Bid, Authorize for Rebid, and Amend Consultant Agreement January 25, 2022
Shortly following Council’s authorization to advertise the project, a grey fox den was discovered under one of the existing shipping containers at the project site. Since the grey fox is protected wildlife, the project was placed on hold. On October 4, 2021 , the City’s biologist determined that the grey fox had abandoned the site. New artificial dens for the grey fox were constructed nearby, and the project was able to move forward. The project was advertised for monetary bids on October 18, 2021.
ANALYSIS
Reject Construction Bid
On November 16, 2021, the City received one bid from S&H Construction, Inc. , in the amount of $861,670 plus bid alternates of $30,100 for a total bid of $891,770. The bidder did not follow in structions in the Bid Schedule on two bid items : (1) a limit on the bid amount for the building design to no more that 10% of the fabrication, delivery, and installation bid amount of the building ; and (2) a limit on the bid item for design of the fire line and fire sprinkler system to no more than 10% of the cost to install the systems.
These bid limits were specified to prevent the City from overpaying for work . Staff deems the S&H Construction, Inc., bid submitted to be nonresponsive and recommends rejecting the bid and rebidding the project. Staff will extend the bid period from four weeks to five weeks to allow more time for contractors to prepare bids and possibly generate more bids.
Amend Professional Services Contract
In April 2014, a professional services agreement was entered with CSG Consultants, Inc. (CSG), for design services in the amount of $83,855. The original contract with CSG was partially expended and expired in December 2015. On April 23, 2019, Council authorized a new agreement with CSG for design services in an amount of $53,000 , for a total compensation amount of $136,855. An additional fee of $25,000 is requested for services and support to rebid the project and to provide contingency for additional services as needed. Staff recommends amending the existing contract with CSG in a not-to-exceed amount of $78,000, for a total compensation amount of $161,855.
FISCAL IMPACT
Shoreline Maintenance Storage Plan, Project 14 -34, is funded with $1,297,000 from the Shoreline Regional Park Community Fund.
Shoreline Maintenance Storage Plan, Project 14-34—
Reject Bid, Authorize for Rebid, and Amend Consultant Agreement January 25, 2022
The estimated project cost is as follows:
Construction $ 775,000
Construction Contingency (10%) 70,000
Consultant’s Design and Environmental Services 192,000
City Project Management 45,000
Construction Inspection and Testing 95,000
Permits, Miscellaneous 15,000
Project Contingency 25,000
Subtotal $1,217,000
City Administration 80,000
TOTAL PROJECT COST $1,297,000
The fee for the recommended professional services amendment with CSG is $25,000. The project has sufficient funds for the recommended actions.
ALTERNATIVES
1. Do not authorize staff to rebid the project and direct staff to develop an alternative project.
2. Provide other direction.
Shoreline Maintenance Storage Plan, Project 14-34—
Reject Bid, Authorize for Rebid, and Amend Consultant Agreement January 25, 2022
PUBLIC NOTICING—Agenda posting.
Prepared by:
Rey S. Rodriguez
Senior Project Manager
Reviewed by:
Robert Gonzales
Principal Civil Engineer/Capital Projects
Edward Arango
Assistant Public Works Director/
City Engineer
Approved by:
Dawn S. Cameron
Public Works Director
Audrey Seymour Ramberg
Assistant City Manager/
Chief Operating Officer
RSR/TS/6/CAM
999-01-25-22CR
201640
cc: APWD—Arango, PCE —Gonzales, SPM —Rodriguez, SMA —Goedicke, PA —Li, File 14-34