At tachment 1
MEMORANDUM
P
ublic Works Department
DA
TE: November 18, 2022
TO: E
d Arango, Assistant Public Works Director
F
ROM: Naveen Govind, Senior Project Manager / Parks & Buildings David Printy, Principal Project Manager/ Parks & Buildings SUB
JECT: Recycling Center Building Retrofit, Project 20 -18 Bid Relief Request and Documentation per Public Contract Code 5101 (b)
On October 27, 2022, the City Clerk’s Office received four bids for the Recycling Center Building Retrofit Project ranging from $697,050 to $1,155,000. The lowest bid was submitted by EVRA Construction, Inc.
On October 28, 2022, one business day after the bid opening, EVRA Construction, Inc. submitted a request to withdraw their bid due to an inadvertent clerical mistake in their bid (Exhibit A).
Sections 5101 to 5103 in Division 2, Part 1 “Administrative Provisions” of the California Public Contract Code (CPPC) allows a bidder to request their bid be relieved without forfeiture of their bid security when a clerical error is made when filling out the bid. Section 5103 entitles a bidder to relief when the bidder demonstrates the following: (a) a mistake was made, (b) written notice was provided within five working days after bid opening specifying in the notice in detail how mistake occurred, (c) the mistake made the bid materially different than intended, and (d) the mistake was made out in filling out the bid and not due to an error in judgement or to carelessness in inspecting the site of the work, or in reading the plans and specifications.
EVRA Construction, Inc. provided a letter of explanation (Exhibit A). The bid tabulation submit ted
with the bid relief request showed pricing for General Conditions, Bond, Project M anager, Overhead Profit and Allowance that were inadvertently excluded from the Base Bid Amount on their submitted Schedule of Values (SOV). The bid tabulation sheet also highlighted several other discrepancies resulting in a wide range of changes from small to large to many other bid items on their SOV which if included would have added approximately $142,000 more to their base bid. After requests by staff to provide more details on how their bid wa s calculated, EVRA submitted a “corrected” SOV based on their internal bid tabulation sheet (Exhibit B).
The revised SOV indicated that EVRA did not transfer costs for multiple large elements of the work including handrails, asphaltic concrete paving, rooftop supports & equipment screens, and ot her smaller
PW-030 (Rev. 04-16-19)
Recycling Center Building Retrofit, Project 20-18,
Request for Relief of Bid Memo
November 18, 2022
PW-030 (Rev. 04-16-19)
elements to the bid forms . The cumulative impact of EVRA’s f ailure to include values for these elements of the work was another material error in preparing their bid.
EVRA Construction, Inc. characterizes each of the errors as a “clerical error in calculating the bid amount”. Staff agrees this was a clerical error due to transcription rather than an error in judgement and that the bidder should be allowed to withdraw their bid. EVRA Construction demonstrated a good faith effort with the timeliness provisions of Section 5103 by regularly and clearly communicating with staff regarding the details of the bid irregularity. Given this good faith effort, the cumulative magnitude of the errors, and demonstrating compliance with section 5103, staff recommends their request for bid relief be granted.
Attachments: Exhibit A – Relief of Bid Request and Letter of Explanation.
Exhibit B – Bid Schedule of Values with Corrected Numbers
Approved: 11-18-2022
Ed Arango, Assistant Public Works Director Date
cc: PCE—Au, PCE—Gonzales, USM, PPM—Printy, SMA—Goedicke, F/c (18-38)
)5=>1%>18/5
)/>)$;>
8!-)">
13,4>$2 37.$/5>
4(3
%>(
(>3)/")2
->1/4538"5)1/>/')/$$3>
>
4531>5>18/5
)/>)$;>>
>
>1/4539"5)1/>/">;)5(#3
;>)54>)#>&3>5($>)5=>1%>18/5
)/>)$;>$"="-)/'>
$/5$3>8)-#)/'>31+$"5>!$"
84$>;$>.
#$>
>"-$3)"
->$3313>)/>"
-"8-
5)/'>5($>!)#>
.18/5 >
8$>51>(8.
0>$3313>;$>(
:$>/15>*/"-8#$#>5($>23)"$>1%>5($>/#)3$"5>145>
/#>--1;
/"$>)/>
6($>
4$>)#>.18/5>$$>
55 "($#>2
'$4>;)5(>!)#>"
-"8- 7)1/>
)/"$3$-=>
-$<
/#3>
8/
,>
3$4)#$/5>>1/4639"5)1/>/">
"
" "
"
""
" "
" !"
"
EXHIBIT - A
5(&<&/,1*&(17(5%8,/',1*5(752),7
3ULFH
',9,6,21(;,67,1*&21',7,216
6HOHFWLYH'HPR
$VEHVWRV$EDWHPHQW
',9,6,21(;7(5,253$9,1*
&RQFUHWH
$&3DYLQJ
',9,6,210(7$/
0HWDO/DGGHU
IDQFHDQGJDWHV
+DQGUDLODQGUDLOOLQJ
',9,6,21:22' 3/$67,&6$1'&20326,7(6
5RXJK&DUSHQWU\
$UFKLWHFWXUDO:RRG&DVHZRUN
',9,6,217+(50$/$1'02,6785(3527(&7,21
%DWW,QVXODWLRQ
5RRI7RS6XSSRUWV)RU(TXLSPHQW6FUHHQV 5RRI+DFKHV
6HDODQWV
',9,6,2123(1,1*
+ROORZ0HWDO'RRUV
'RRUV+DUGZDUH
*OD]LQJ
',9,6,21
),1,6+(6
*\SVXP%RDUG
)ORRULQJ
)53
3DLQWLQJ
',9,6,2163(&,$/7,(6
,QWHULRU6LJQDJH
7RLOHW$FFHVVRULHV
',9,6,210(&+$1,&$/
6SOLW6\VWHP$LU&RQGLWLRQLQJ
',9,6,213/80%,1*
3OXPELQJ
',9,6,21(/(&75,&$/
(OHFWULFDO
727$/
*HQHUDO&RQGLWLRQ
%RQG
3URMHFW0DQDJHU
2YHUKHDGDQG3URILW
%DVH%LG
$OORZDQFH
%DVH%LG$PRXQW
EXHIBIT A
240,000
24,000
29,000
58,000
8,200
108,000
96,500
57,450
48,000
20,700
65,500
4,500
72,000
60,200
69,000
1,029,050
EXHIBIT - B
605,050
1,029,050
One Million Twenty Nine Thousand Fifty Dollars
EXHIBIT - B
RECYCLING CENTER BUILDING RETROFIT Original Bid
SOV
SOV with
corrected
numbers
Price 1a 58,650$ 240,000$
DIVISION 2-EXISTING CONDITIONS 1b 68,000$ 68,000$ 02 41 16 Selective Demo 58,000 1c 43,700$ 24,000$ 02 82 00 Asbestos Abatement 29,000 2a 20,700$ 29,000$ DIVISION 3-EXTERIOR PAVING 2b 32,200$ 58,000$
03 00 00 Concrete 78,200 2c 15,525$ 8,200$ 03 12 16 AC Paving 30,000 3 78,200$ 108,000$ DIVISION 5-METAL 5 11,500$ 96,500$
05 51 33 Metal Ladder(fance and gates) 11,500 6 49,450$ 57,450$ 05 52 00 Handrail and railling 85,000 7 20,700$ 48,000$ DIVISION 6-WOOD< PLASTICS, AND COMPOSITES 8 20,700$ 20,700$ 06 10 00 Rough Carpentry 49,450 9 65,550$ 65,500$ 06 41 00 Architectural Wood Casework 8,000 10 5,175$ 4,500$ DIVISION 7-THERMAL AND MOISTURE PROTECTION 20 77,050$ 72,000$ 07 21 15 Batt Insulation 17,500 22 60,950$ 60,200$ 07 72 16 Roof Top Supports For Equipment Screens 25,000 26 69,000$ 69,000$ 07 72 33 Roof Haches 2,500
07 91 26 Sealants 3,000
DIVISION 8-OPENING 697,050$ 1,029,050$
08 11 13 Hollow Metal Doors 20,700
08 71 00 Doors Hardware -
08 80 00 Glazing
DIVISION 9-FINISHES
09 29 00 Gypsum Board 25,500
09 65 00 Flooring 7,000
09 77 33 FRP 5,000
09 90 00 Painting 28,000
DIVISION 10-SPECIALTIES
10 14 00 Interior Signage 2,000
10 28 13 Toilet Accessories 2,500
DIVISION 20-MECHANICAL
20 81 26 Split System Air Conditioning 72,000
DIVISION 22-PLUMBING 8,000
22 00 00 Plumbing 60,200
DIVISION 26-ELECTRICAL
26 00 00 Electrical 69,000
TOTAL 697,050
General Condition 40,000
Bond 15,000
Project Manager 65,000
Overhead and Profit 120,000
937,050
Base Bid 937,050
Allowance 92,000
Base Bid Amount 1,029,050
Cummulative shortfall of
approx. $323,000
General Conditions overhead and
profit added @ approx. $181k
difference
Missing or different costs for
almost every trade indicates
multiple mistakes made
incorporating line items from Bid
Tabulation to Proposal SOV.
EVRA's INTERNAL BID TABULATION ----
ORIGINAL & CORRECTED SOV
EXHIBIT B