DATE: NOVEMBER 7, 2023
DEPARTMENT: PUBLIC WORKS DEPARTMENT
FROM: DAVID JACOBS, P.E., L.S., PUBLIC WORKS DIRECTOR THRU: ADRIANA ROBLES, P.E., C.F.M., CITY ENGINEER
BY: VICTOR SANCHEZ, JUNIOR ENGINEER
TITLE: ON-CALL JOB ORDER CONTRACT FOR SIDEWALK IMPROVEMENTS RECOMMENDED MOTION:
Adopt a resolution rejecting all bids received for the On-Call Job Order Contract for Sidewalk Improvements 2023.
EXECUTIVE SUMMARY:
On August 18, 2023, the City received three bids for the On-Call Job Order Contract for Sidewalk Improvements request for bids. The three lowest bidders provided proposals received at 165%, 167%, and 264% higher than the engineer’s estimate. Based on the low number of bid proposals received and the significantly higher than anticipated pricing, staff recommends the rejection of all received bids. Future projects would be bid individually without developing an On-Call Job Order Contract list for sidewalk improvements.
BACKGROUND:
On July 24, 2023, following closure of the prior On-Call Job Order Contract (JOC) sidewalk list, the City published a request for bids for a new JOC list. Bids were opened on August 18, 2023, with the following results:
Summary of Bid Results
Rank
Contractor
Total Base Bid
1 JJR Construction Inc.
$97,368.00
2 Hemi’s Landscaping & Concrete Inc.
$98,296.00
3 Coastal Paving & Excavating Inc.
$155,335.00
The engineer’s estimate is $58,819.00, putting the bids received at 165%, 167%, and 264% higher than anticipated.
Staff reviewed the received bids and compared pricing to prior projects. As an example, staff compared the Meadow Drive sidewalk improvements, which were completed as part of the Citywide Sidewalk Repair Project, for a total cost of $336,896.00. Using the pricing provided by the bids received, Meadow Drive repairs would cost between $1,030,613.50 and $2,733,260.00 based on the unit prices received for the On Call JOC for Sidewalk Improvements. (See attached quantities and tabulation for details).
Pursuant to the Project Specifications, “The basis of award shall be the lowest, second lowest, and third lowest Total Base Bids, as noted in the Proposal. The City reserves the right to award or reject the Base Bid or any item(s) within, depending on available funding.” The three lowest bidders were JJR Construction Inc., Hemi’s Landscaping & Concrete Inc., and Coastal Paving & Excavating Inc., with a Total Base Bid of $97,368.00, $98,296.00, and $155,335.00, respectively. These bids significantly exceeded the anticipated costs. They would severely limit the City’s ability to repair sidewalks due to funding.
Staff recommends rejecting all bids for the On-Call JOC for Sidewalk Improvements 2023. Staff may instead utilize the existing On-Call Class A Contractor list to implement future sidewalk improvement projects. Staff may also award contracts by bidding projects for repair sidewalks on a project-by-project basis, similar to the Citywide Sidewalk Repair Project.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378). In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378, this matter is not a project. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
STRATEGIC PLAN INITIATIVE:
This project addresses the current City Council’s Goals of “Infrastructure and Environmental Sustainability” and “Effective and Culturally Responsive Government.” DEPARTMENTAL COORDINATION:
Various divisions within Public Works collaborate to coordinate updates to the Sidewalk Repair Log and to identify trees to be removed/replaced and for selection of tree species.
FISCAL AND SUSTAINABILITY IMPACT:
No fiscal impact would be anticipated with this motion.
ATTACHMENTS:
Resolution
Bid Tabulation
Citywide Sidewalk Repair Project Meadow Drive Repair Quantities Meadow Drive Repair Tabulation
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