Report to Mayor and City Council
Tuesday, November 16, 2021
Consent
SUBJECT:
Title
CONSIDER AWARDING A CONSTRUCTION CONTRACT TO BEADOR CONSTRUCTION COMPANY, INC. FOR PROJECT NO. 1665: 189TH PEDESTRIAN BRIDGE REPAIR AND CONSIDER RESOLUTION NO. 21-159, AMENDING THE FISCAL YEAR 2021-22 GENERAL FUND AND SPECIAL REVENUE BUDGET (CITY COUNCIL)
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I. SUMMARY
Project No. 1665: 189th Pedestrian Bridge Repair is included in the City’s Capital Improvement Program (CIP) list (Exhibit No. 1).
City Council approved the plans, specifications, and estimates (PS&E) and authorized staff to advertise the work and call for bids on May 4, 2021. Given the lack of competitive bids from when the project was first advertised on June 14, 2021, the project was re-advertised on September 23, 2021. One bid was received and opened by City Clerk on October 21, 2021. The lowest responsive and responsible bidder is Beador Construction Company, Inc. with a bid in the amount of $506,700.00.
The construction of this project is subject to the requirement of the City’s Project Labor Agreement (PLA). The selected contractor and all subcontractors have an obligation to comply with all the terms of the PLA.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Construction Contract for Project No. 1665 - 189th Pedestrian Bridge Repair in the amount of $506,700.00 to the lowest responsive and responsible bidder, Beador Construction Company, Inc.
2. AUTHORIZE the expenditure of construction contingency, if necessary, in an amount not-to-exceed $76,005 (15%) for change orders such as the removal and remediation of contaminated soil, substructure conflicts, and other unforeseen construction work that may be required to complete this project.
3. ADOPT Resolution No. 21-159, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2021-22 GENERAL FUND AND SPECIAL REVENUE BUDGET”
4. AUTHORIZE the Mayor to execute a Construction Contract following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT the bid
2. TAKE another action the City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
Project No. 1665 - 189th Street Pedestrian Bridge Repair is listed as one of the City’s Capital Improvement Program (CIP) projects. The Pedestrian Bridge located at 189th Street has previously been determined to be in poor condition and is currently closed for public access. This bridge serves as a direct access from the nearby residential area to the Victoria Golf Course area across the flood control channel.
The City retained services of JMC2, Inc. to conduct a full analysis of the bridge and prepare the plans and specifications necessary to complete the project. The project involves the removal and replacement of metal decking and concrete panels, removal and replacement of pedestrian bridge fencing, and installation of solar lighting.
On May 4, 2021, the City Council approved the Plans, Specifications, and Estimates, and authorized staff to advertise the project for construction bid for Project No. 1665: 189th Street Pedestrian Bridge Repair. The City advertised the Invitation for Bids (IFB) in the Daily Journal and on Planet Bids from May 20, 2021 to June 7, 2021, and only one (1) bid for $558,300.00 was received and opened by the City Clerk. The original estimated project cost was $333,400.00; the bid submitted was $224,900 higher than the amount budgeted.
Given that only one bid was received, staff was not certain if the bid was reasonable due to lack of other bids for comparison. For these reasons, the City Council at its September 7, 2021 meeting rejected the bid and authorized staff to re-advertise the project for construction bids in an effort to receive more competitive and responsive bids.
On September 23, 2021 Purchasing Division re-advertised the project on Planet Bids. In addition, staff reached out to other contractors to increase their interest in bidding on the project.
An optional pre-bid meeting was held at the project location on 189th Street on September 30, 2021. Sealed bids were due on October 21, 2021, and one (1) bid was received and opened by the City Clerk with the result as follows:
BIDDER LOCATION TOTAL BID
Beador Construction Company, Inc. Corona, CA $506,700.00
It should be noted that Beador Construction Company, Inc. (Beador) is the same company who submitted the bid when the project was first advertised and the bid opened on June 14, 2021. Re-advertising the project helped save the City $51,600 given that Beador’s bid is this much lower compared to the first bid.
The Invitation for Bids instructed potential bidders that for their bids to be responsive, Bids for this project must be presented taking into account the requirements of the PLA and required that bidders submit an executed Letter of Assent.
This project will improve the bridge, which provides a means of passage to the pedestrians and bicyclists who use the bridge as their daily access to Victoria Park from the neighborhood to the northwest.
Based on the bids received, Beador Construction Company, Inc. was determined to be the lowest responsive and responsible bidder. The contractor’s references have been checked, and it has been verified that the contractor has previously completed similar projects in an acceptable manner. Based on the above information, staff recommends the award of a Construction Contract to the lowest responsive and responsible bidder, Beador Construction Company, Inc., with a bid amount of $506,700.00.
The accomplished and anticipated timeline for this project is as follows:
Preparation of Plans, Specifications, and Estimates Completed
Advertise Notice Inviting Bids Completed
Award of Construction Contract November 16, 2021
Contract Execution January 2022
PO Issuance March 2022
Start Construction April 2022
Complete Construction September 2022
V. FISCAL IMPACT
The total construction bid amount for this improvement project is $506,700.00. A construction contingency in the amount of $76,005.00, representing 15% of the total construction bid, is requested for change orders and other unforeseen construction work that may be required to complete this project. The total project cost including 15% contingency is $582,705.00. The available balance for funding in the amount of $339,690.64 was originally included in the adopted FY2021-22 budget as follows:
|
225-80-820-904-8013 |
Air Quality Improvement |
$220,000.00 |
|
217-80-820-904-8013: |
Bicycle Pathway TDA Article 3 |
$119,690.64 |
|
Total |
|
$339,690.64 |
If the City Council approves this item as recommended, additional funds in the amount of $243,014.96 need to be appropriated from the following funds (and as identified in the budget resolution 21-159 -Exhibit 3).
|
254-99-999-999-3601 |
Measure R |
$200,000.00 |
|
101-99-999-999-3601 |
General Fund Reserve |
$43,024.36 |
|
Total |
|
$243,014.96 |
With the exception of the last $43,024.36, the entire project is funded from grant funds from outside agencies.
VI. EXHIBITS
1. Location Map (pg. 4).
2. Agreement (pgs. 5-27)
3. Resolution No. 21-159 (pgs. 28-29)
Prepared by: Gilbert Marquez, P.E., City Engineer; Kenneth Young, P.E., Senior Civil Engineer