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Home My WebLink AboutAGENDA REPORT 1992 0916 CC REG ITEM 08DMOORPARK I TEM 8* :D• 799 Moorpark Avenue Moorpark, California 93021 (805) 529.6864 u TO: The Honorable City Council FROM: Ken Gilbert, Director of Public Works DATE: September 8, 1992 (Meeting of 9- 16 -92) SUBJECT: Consideration of Bids for Award of a Contract for the Construction of Phase I Site Improvements to Arroyo Vista Community Park DISCUSSION In an effort to structure this project to conform to budget constraints, it was necessary to significantly scale back the site improvement efforts initially anticipated. The addendum which made this design change, extended the bid period to, Friday, September 11, to allow prospective bidders adequate time to review the revised plans. Staff will evaluate the bids received and present a written report to the City Council by September 15. �, "OOR ?ARK, CALIFOR,A.La City COU if Me -efing of ` �d 99-1 ACTION: (� BY z Wp\avp -c -av PAUL W. LAWRASON JR. JOHN E. WOZNIAK SCOTT MONTGOMERY BERNARDO M. PEREZ ROY E. TALLEY JR. Mayor Mayor Pro Tem Councilmember Councilmember Councilmember Printed On Recycled Paper /i V,V53 ffpK ATEm18-- ofir, Ati MOORPARativaisoam' atiw, 799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864 % MEMORANDUM TO: The Honorable City Council FROM: Ken Gilbert, Director of Public Works DATE: September 15, 1992 (Meeting of 9-16-92) SUBJECT: Consideration of Bids for Award of a Contract for the Construction of Phase I Site Improvements to Arroyo Vista Community Park OVERVIEW This presents a summary of the bids received for the subject project and recommends award of a contract for said construction. BACKGROUND On July 15, 1992, the City Council approved the plans for this project and authorized staff to advertise for receipt of bids. DISCUSSION A. Project Design The purpose of this project is to construct certain site improvements in anticipation of the building and landscaping construction to follow. The elements of work will include: • rough grading, • final site grading, • storm drains, • water and sewer mains, • other utilities, • street improvements, • parking lots • and related improvements. B. Reduced Project Scope In an effort to re-structure this project to be more compatible with budget constraints , it was necessary to significantly scale back the site improvement efforts previously anticipated. The estimated cost of constructing all of the site improvements required in the Phase I area was in excess of $1. 3 million. The PAUL W.LAWRASON JR. JOHN E.WOZNIAK SCOTT MONTGOMERY BERNARDO M.PEREZ ROY E.TALLEY JR. Mayor Mayor Pro Tern Councilmember Councilmember Councilmember Printed On Recycled Paper Arroyo Vista Community Park Site Improvements September 1992 Page 2 estimated cost of the "scaled-back" project is less than $450,000. This dramatic cost reduction was accomplished by doing two things: 1) re-designing the park grading to reduce the amount of earth work required, as well as the length of storm drain system required to serve the park; and 2) deferring all but those elements of work required for the scope of the park improvements to be constructed at this time. The items of work to be deferred to a later phase of construction include the following: • construction of gravel road and parking lot surfaces, in lieu of asphalt paving, east of the entry parking lot; • termination of the storm drainage system near the proposed end of paved road (the drainage of the park will rely on surface drainage to the interim upstream terminus of the storm drain; and, • termination of all other underground utilities in the vicinity of the Community Building (the sewer main and other utilities will be extended at a later date to serve future park rest rooms and other facilities) . These design changes were distributed to prospective bidders by addendum which also extended the bid period to allow sufficient time for the review of these changes. C. Add Deduct Alternates The bid documents include two Add/Deduct alternates, which are summarized and assessed as follows: • Add/Deduct Alternate #1 provided for the substitution of reinforced concrete pipe (RCP) with a "rib reinforced" polyvinyl chloride (PVC) pipe, on a portion of the storm drain system to be constructed. This alternate did not generate the cost savings anticipated. The low bid shows this alternate as an add item. It is not recommended that this alternate be selected. • The City may consider requesting Urban West Communities (UWC) defer the placement of the top lift of asphalt on the park access road immediately west of the park. If such a request is made, this work could be added to the Scope of Work through the approval of Add/Deduct Alternate #2. In that the final schedule of construction for this and related projects, , Arroyo Vista Community Park Site Improvements September 1992 Page 3 it is not recommended that this Add Alternate be approved at this time. The feasibility of adding this to the contract at a later date will be evaluated. D. Bid Summary_ On September 11, 1992, bids were received, opened and tabulated. A summary of the bid results is attached as Exhibit 1. A summary of the bid results with Item #9 : Gravel Road & Parking Lot deleted is attached as Exhibit 2 . The apparent low bidder in both summaries is D. W. Burhoe Construction, Inc. E. Bid Error The apparent low bidder, D. W. Burhoe Construction, Inc. has indicated that a clerical error was made in the calculation of their bid (see letter attached as Exhibit 3) . Burhoe claims that the quantity of material used for the calculation of Bid Item #9: Gravel Road & Parking Lot, was not properly entered into the final bid calculations. A review of the unit prices submitted by this and other bidders, for the calculation of addition and deletion to the Scope of Work, tends to support the alleged error. For this reason Burhoe requests that they be allowed to withdraw the bid presented for all items of work. F. Deferral of Item #9 : Gravel Road and Parking Lot The bid documents allow for the deletion of any part of the proposed work from the contract to be awarded. The apparent low bidder under this scope of work is D. W. Burhoe Construction, Inc. They have indicated that they are prepared to proceed with the construction of the project less this item. Should the City Council select this course of action, the gravel road and parking lot could be constructed in one of the following ways: 1) as a separate project, or 2) as a part of the park landscape improvement project. G. Options The options available to the City Council include the following: a) consent to the withdrawal of the low bid and bid bond, and award a contract to the next lowest bidder ($81,785 increase) ; Arroyo Vista Community Park Site Improvements September 1992 Page 4 b) reject the low bidder as non-responsive, retain the bid bond, and award a contract to the next lowest bidder ($81,785 less the bid bond of $43 ,737 = $38,048) ; c) reject all of the bids and readvertise for bids with a bid opening in ten days; d) delete the construction of the gravel road and parking lot (Item #9) from the Scope of Work of this contract and award a contract to D. W. Burhoe Construction, Inc. H. Qualification The apparent low bidder, D. W. Burhoe Construction, Inc. is experienced in the type work called for in the specifications. This firm has been a contractor for the City on prior projects and has performed well. Should this bidder be declared unresponsive, the lowest responsive bidder would be Weisz & Kennedy. An investigation of this bidder has also revealed that they are a qualified and experienced in this type of work. I. Fiscal Impact The funding source for this project, as well as the building and landscaping improvement projects to follow, is the Community Zone of Fund 05. As previously discussed by the City Council, it is the goal of the City to construct all of the park improvements defined in the Reduced Scope project described by the Landscape Architect at the City Council meeting of September 9, 1992, with the funds available. It is anticipated that bids for the construction f the Community Building will be presented to the City Council in late November. It is the intent of staff to present a full analysis of projected costs and available funds at that time. J. Project Schedule It is anticipated that construction of the subject project will commence this month and be completed by February 1993 . The contract documents require the building pad to be constructed first to allow for construction of the Community Building to proceed unimpeded. Arroyo Vista Community Park Site Improvements September 1992 Page 5 RECOMMENDATION Staff recommends that the City Council take the following actions: 1. Defer the construction of the gravel road and parking lot at this time. 2. Award a contract for the construction of the project as redefined to the lowest responsive bidder, D. W. Burhoe Construction, Inc. , for the bid amount of $409, 193 . 00 . 3 . Approve a ten per cent (10%) contingency for the project and authorize the City Manager to approve additional work, if required, for an amount not to exceed ten per cent (10%) of the contract price. 4 . Authorize the Mayor to sign necessary contract documents. iT\gt\ag_cJw • 1 T CITY OF MOORPARK Bidder Engineer's Estimate VENDOR 1 VENDOR 2 VENDOR 3 VENDOR 4 Bid Results NAME: D.W. Burhoe Constr. Weisz & Kennedy Berry Gen. Eng. Contr. Javaid Contractor's Arroyo Vista ADDRESS: 270 Quail Court 650 W. Cochran St. #5 4045 No. S. Bank Rd. 2005 Desire Ave. Community Park CITY, STATE: Santa Paula, CA 93060 Simi Valley, CA 93065 Oxnard, CA 93031 Rowland Hts., CA 91748 Site Improvements PHONE NUMBER: (805)525-7474 (805)522-9872 (805)485-9826 (818)965-5120 CONTACT PERSON Douglas Burhoe, Jr. Sam LaLima Dan Berry Khalid Javaid 11-Sep-92 ITEM DESCRIPTION TOTAL BID TOTAL BID TOTAL BID TOTAL BID TOTAL BID 1 Construction Staking 20,000.00 21,011.00 18,180.00 12,735.00 18,834.00 2 Grading and Site Prep 151,541.00 168,871.00 200,000.00 224,673.00 227,909.00 3 Soils Testing & reporting 20,000.00 15,526.00 18,000.00 28,650.00 5,248.00 4 Water System 29,955.00 26,020.00 29,450.00 26,725.00 27,335.00 5 Sewer System 9,200.00 7,923.00 9,016.00 7,986.00 6,192.00 6 Storm Drain System 50,854.00 52,926.00 59,652.00 53,346.00 48,830.00 7 Curbs, gutters, etc. 27,655.00 20,972.00 _38,600.00 29,963.00 26,376.00 8 Sidewalks / H C ramps 2,700.00 9,986.00 5,150.00 9,850.00 3,069.00 9 Gravel Road & Parking Lot 58,064.00 28,178.00 52,770.00 58,392.00 20,933.00 10 A/C & Base (road & parking lot) 48,944.00 68,766.00 68,962.00 68,554.00 137,376.00 11 Utility Installation 24,736.00 17,192.00 19,376.00 17,320.00 18,853.00 I Total 443,649.00 437,371.00 519,156.00 538,194.00 540,955.00 Add/Deduct #1 (10)ao-o . )) 10,000.00 20,000.00 (100.00) (4,169.00) Add/Deduct #2 itiS,ao 13,440.00 22,400.00 14,560.00 12,461.00 I a um VI emit CITY OF MOORPARK Bidder VENDOR 5 VENDOR 6 VENDOR 7 VENDOR 8 VENDOR 9 Bid Results NAME: Union Engineering Co. Kajima Engineering & Co C.A. Rasmussen Inc. R & H Paving, Inc. Banner Construction Arroyo Vista ADDRESS: 3658 North Ventura Ave. 200 S Los Robles #400 2360 Shasta Way 1497 Los Angeles Ave. 299 No. Fairview #D Community Park CITY, STATE: Ventura, CA 93001 Pasadena, CA 91101 Simi Valley, CA 93065 Saticoy, CA 93004 Goleta, CA 93116 Site Improvements PHONE NUMBER: (805)648-3373 (818)440-0033 (805)527-9330 (805)647-3286 (805)967-4593 CONTACT PERSON Ernest L. Ford Koji Hayashi R. Dean McElroy Charles R. Rasey Erbie Daw Jr. 11-Sep-92 ITEM DESCRIPTION TOTAL BID TOTAL BID TOTAL BID TOTAL BID TOTAL BID 1 Construction Staking 9,900.00 10,838.00 12,000.00 9,700.00 10,000.00 2 Grading and Site Prep 280,588.00 134,857.00 292,750.00 314,000.00 427,260.00 3 Soils Testing & reporting 6,600.00 7,226.00 21,000.00 16,500.00 25,600.00 4 Water System 31,900.00 33,688.00 26,000.00 26,000.00 29,400.00 5 Sewer System 7,700.00 7,220.00 8,000.00 8,000.00 6,300.00 6 Storm Drain System 55,000.00 64,597.00 53,500.00 52,800.00 54,075.00 7 Curbs, gutters, etc. 24,403.00 117,068.00 23,000.00 36,000.00 32,760.00 8 Sidewalks / H C ramps 3,216.00 3,726.00 3,000.00 2,600.00 3,650.00 9 Gravel Road & Parking Lot 50,400.00 73,224.00 78,500.00 81,700.00 48,970.00 10 A/C & Base (road & parking lot) 63,539.00 94,798.00 66,500.00 133,965.00 65,010.00 11 Utility Installation 22,895.00 32,455.00 14,400.00 17,200.00 28,300.00 Total 556,141.00 579,697.00 598,650.00 698,465.00 731,325.00 Add/Deduct #1 (700.00) 3,780.00 10,000.00 None (4,000.00) Add/Deduct #2 11,500.00 29,400.00 11,500.00 12,600.00 14,000.00 Ni• Al .i, me CITY OF MOORPARK Bidder VENDOR 10 VENDOR 11 VENDOR 12 VENDOR 13 VENDOR 14 Bid Results NAME: A-C Construction Arroyo Vista ADDRESS: 4875 Spring Rd Community Park CITY, STATE: Moorpark, Ca Site Improvements PHONE NUMBER: (805) 529-3220 CONTACT PERSON Steven Anderson 11-Sep-92 ITEM DESCRIPTION TOTAL BID TOTAL BID TOTAL BID TOTAL BID TOTAL BID 1 Construction Staking 15,000.00 2 Grading and Site Prep 338,200.00 3 Soils Testing & reporting 6,000.00 4 Water System 61,198.00 5 Sewer System 33,385.00 6 Storm Drain System 105,724.00 7 Curbs, gutters, etc. 16,000.00 8 Sidewalks / H C ramps 14,000.00 9 Gravel Road & Parking Lot 4,000.00 10 A/C & Base (road & parking lot) 133,965.00 11 Utility Installation 43,124.00 Total 770,596.00 0.00 0.00 0.00 0.00 Add/Deduct #1 0.00 Add/Deduct #2 16,000.00 0"1 CITY OF MOORPARK Bidder Engineer's Estimate VENDOR 1 VENDOR 2 VENDOR 3 VENDOR 4 Bid Results NAME: D.W. Burhoe Constr. Weisz & Kennedy Berry Gen. Eng. Contr. Javaid Contractor's Arroyo Vista ADDRESS: 270 Quail Court 650 W. Cochran St. #5 4045 No. S. Bank Rd. 2005 Desire Ave. Community Park CITY, STATE: Santa Paula, CA 93060 Simi Valley, CA 93065 Oxnard, CA 93031 Rowland Hts., CA 91748 Site Improvements PHONE NUMBER: (805)525-7474 (805)522-9872 (805)485-9826 (818)965-5120 CONTACT PERSON Douglas Burhoe, Jr. Sam LaLima Dan Berry Khalid Javaid 11-Sep-92 ITEM DESCRIPTION TOTAL BID TOTAL BID TOTAL BID TOTAL BID TOTAL BID 1 Construction Staking 20,000.00 21,011.00 18,180.00 12,735.00 18,834.00 2 Grading and Site Prep 151,541.00 168,871.00 200,000.00 224,673.00 227,909.00 3 Soils Testing & reporting 20,000.00 15,526.00 18,000.00 28,650.00 5,248.00 4 Water System 29,955.00 26,020.00 29,450.00 26,725.00 27,335.00 5 Sewer System 9,200.00 7,923.00 9,016.00 7,986.00 6,192.00 6 Storm Drain System 50,854.00 52,926.00 59,652.00 53,346.00 48,830.00 7 Curbs, gutters, etc. 27,655.00 20,972.00 38,600.00 29,963.00 26,376.00 8 Sidewalks / H C ramps 2,700.00 9,986.00 5,150.00 9,850.00 3,069.00 9 Gravel Road & Parking Lot 0.00 0.00 0.00 0.00 0.00 10 A/C & Base (road & parking lot) 48,944.00 68,766.00 68,962.00 68,554.00 137,376.00 11 Utility Installation 24,736.00 17,192.00 19,376.00 17,320.00 18,853.00 Total 385,585.00 409,193.00 466,386.00 479,802.00 520,022.00 Add/Deduct #1 10,000.00 20,000.00 (100.00) (4,169.00) Add/Deduct #2 13,440.00 22,400.00 14,560.00 12,461.00 .MO IMO O I!' 406 0 CITY OF MOORPARK Bidder VENDOR 5 VENDOR 6 VENDOR 7 VENDOR 8 VENDOR 9 Bid Results NAME: Union Engineering Co. Kajima Engineering & Co C.A. Rasmussen Inc. R & H Paving, Inc. Banner Construction Arroyo Vista ADDRESS: 3658 North Ventura Ave. 200 S Los Robles #400 2360 Shasta Way 1497 Los Angeles Ave. 299 No. Fairview #D Community Park CITY, STATE: Ventura, CA 93001 Pasadena, CA 91101 Simi Valley, CA 93065 Saticoy, CA 93004 Goleta, CA 93116 Site Improvements PHONE NUMBER: (805)648-3373 (818)440-0033 (805)527-9330 (805)647-3286 (805)967-4593 CONTACT PERSON Ernest L. Ford Koji Hayashi R. Dean McElroy Charles R. Rasey Erbie Daw Jr. 11-Sep-92 ITEM DESCRIPTION TOTAL BID TOTAL BID TOTAL BID TOTAL BID TOTAL BID 1 Construction Staking 9,900.00 10,838.00 12,000.00 9,700.00 10,000.00 2 Grading and Site Prep 280,588.00 134,857.00 292,750.00 314,000.00 427,260.00 3 Soils Testing & reporting 6,600.00 7,226.00 21,000.00 16,500.00 25,600.00 4 Water System 31,900.00 33,688.00 26,000.00 26,000.00 29,400.00 5 Sewer System 7,700.00 7,220.00 8,000.00 8,000.00 6,300.00 6 Storm Drain System 55,000.00 64,597.00 53,500.00 52,800.00 54,075.00 7 Curbs, gutters, etc. 24,403.00 117,068.00 23,000.00 36,000.00 32,760.00 8 Sidewalks / H C ramps 3,216.00 3,726.00 3,000.00 2,600.00 3,650.00 9 Gravel Road & Parking Lot 0.00 0.00 0.00 0.00 0.00 10 A/C & Base (road & parking lot) 63,539.00 94,798.00 66,500.00 133,965.00 65,010.00 11 Utility Installation 22,895.00 32,455.00 14,400.00 17,200.00 28,300.00 Total 505,741.00 506,473.00 520,150.00 616,765.00 682,355.00 Add/Deduct #1 (700.00) 3,780.00 10,000.00 None (4,000.00) Add/Deduct #2 11,500.00 29,400.00 11,500.00 12,600.00 14,000.00 4 RI w 14 CITY OF MOORPARK Bidder VENDOR 10 VENDOR 11 VENDOR 12 VENDOR 13 VENDOR 14 Bid Results NAME: A-C Construction Arroyo Vista ADDRESS: 4875 Spring Rd Community Park CITY, STATE: Moorpark, Ca Site Improvements PHONE NUMBER: (805) 529-3220 CONTACT PERSON Steven Anderson 11-Sep-92 ITEM DESCRIPTION TOTAL BID TOTAL BID TOTAL BID TOTAL BID TOTAL BID 1 Construction Staking 15,000.00 2 Grading and Site Prep 338,200.00 3 Soils Testing & reporting 6,000.00 4 Water System 61,198.00 5 Sewer System 33,385.00 6 Storm Drain System 105,724.00 7 Curbs, gutters, etc. 16,000.00 8 Sidewalks / H C ramps 14,000.00 9 Gravel Road & Parking Lot 0.00 10 A/C & Base (road & parking lot) 133,965.00 11 Utility Installation 43,124.00 Total 766,596.00 0.00 0.00 0.00 0.00 Add/Deduct #1 0.00 Add/Deduct #2 16,000.00 a to 01 N SEP-14-1992 16:11 FROM D.W.BURHOE CONST. TO 5298270 P.02 BURHOE CONSTRUCTION, INC. 3 GENERAL ENGINEERING CONTRACTOR LICENSE NO. 290939-A 270 QUAIL COURT SANTA PAULA, CA 93060 (805) 5257474 Mr . Ken Gilbert Director of Public Works City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 (805) 529-6864 re: Arroyo Vista Community Park Dear Mr. Gilbert, 9/14/92 As you requested, I am forwarding this letter that conveys my company's position with regard to the bid for the Site Improvements for the Arroyo Vista Community Park, submitted on Friday, 9/11/92. A clerical error was made during the bid process when the quantity for Gravel Road was taken off as 111 ,925 sf but entered into the lump sum calculation as 11 ,925 sf 0 $0.32/sf. This quantity, 11 ,925 sf. , was also used to price the subgrade preparation at 60.05/sf. The result of these two errors is that 100,000 sf of gravel road and subgrade preparation was left out of the bid. This work is worth $0.37/sf or $37,000. We realize that you may be forced to reject the bid in it 's entirety. There is a provision in the bid documents that states "Agency may also omit parts of contract as listed on Bid Proposal . " , which would allow you to drop bid Item #9 from the contract and handle it as a separate item some time in the future. We appologize for the inconvenience this will cause. 271:' Lawrence Faulkne Estimator Burhoe Construction TOTAL P.02 SEP 14 '92 16:17 PAGE.002