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HomeMy WebLinkAboutAGENDA REPORT 1990 0801 CC REG ITEM 08K aKto MOORPARK ITEM BERNARDO M. PEREZ aw 4� STEVEN KUENY Mayor City Manager SCOTT MONTGOMERY CHERYL J. KANE Mayor Pro Tern .DOPPAPIC CADFORN City Attorney ELOISE BROWN City Cou IMeeYng =�'�' PATRICK RICHARDS,ctorofA.I.C.P. Councilmember of 199/ �� m° Director of < /• Community Development CLINT HARPER, Ph.D. 9`'Eo R. DENNIS DELZEIT Councilmember ACTION: /,/LI'/i / PAUL W. LAWRASON,Jr. ��r./ City Engineer /l Councilmember - • �i �� ./i A /' • JOHN V. GILLESPIE LILLIAN KELLERMAN sen Chief of Police City Clerk {C ` RICHARD T. HARE City Treasurer MEMORANDUM TO: The Honorable City Council FROM: Kenneth C. Gilbert, Director of Public Work a-- DATE: July 24, 1990 (Council Meeting 8-1-90) SUBJECT: Consideration of Bids for Award of a Contract for the Construction of Landscaping Improvements on Tierra Rejada Road OVERVIEW This presents a summary of the bids received for the subject project and a recommendation to award a contract for the work. DISCUSSION A. Background At the meeting of June 6, the City Council authorized staff to advertise for receipt of bids for the subject project. B. Scope of Work The project consists of the installation of irrigation systems and the planting of trees and other landscaping in certain medians on Tierra Rejada Road as shown on the attached map (Exhibit 1) . 799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864 Tierra Rejada Medians August 1 , 1990 Page 2 C. Bid Alternates During the development of the project design, there was much discussion regarding the appropriate size of the trees to be planted in the medians and the appropriate source for the trees. In order to provide for flexibility in the award of a contract for this project, the bidding documents provide for four Bid Alternates. The Bid Alternates are summarized as follows: Schedule A-1; The construction of the project with the City providing 94 ea. 15 ga. trees and 19 ea. 24" box trees as described on the plans. Schedule A-2; The construction of the project with the City providing all 24" box trees. Schedule B-1: The construction of the project with the Contractor providing 94 ea. 15 ga. trees and 19 ea. 24" box trees as described on the plans. Schedule B-2: The construction of the project with the Contractor providing all 24" box trees. D. Bid Summary Bids were received and opened on July 16. A summary comparison of the bids received is attached as Exhibit 2 (pages 1, 2 and 3) . E. Sources of Trees Supplied by the City 1. Boething Lease Bid Alternates A-1 an A-2 require the City to provide the trees. Should the City select one of these Alternates, the trees could be provided through direct purchase from a tree farm or by Treeland under the terms of the Boething Lease Agreement. As you recall, under the terms of the Boething Lease the City is entitled to two hundred (200) fifteen gallon (15 ga) trees per year. The conversion factor to convert these to twenty-four inch ( 24" ) box trees is four-to-one. The stated value of these fifteen gallon trees is $40 Tierra Rejada Medians August 1 , 1990 Page 3 ($160 for twenty-four inch box trees) . The anticipated utilization and equivalent dollar value of the trees provided under these two Alternates is as follows: 15 Ga Years of Dollar Bid Alternate Oty Equiv Trees Equiv ($l Alternate A-1 . 15 Gallon 94 94 3,760 . 24" Box 76 3 ,040 113 170 0 . 85 $6,800 Alternate A-2 . 24" Box 113 452 2. 26 $18,080 2. Alternate Source of Trees If the City were to supply the trees from other know sources, the anticipated costs are as follows: Bid Alternate A-i . 15 Gallon Trees: 94 ea @ $40 . . . . $3 ,760 . Twenty-Four Inch Box: 19 ea @ $80+. . . . $1,670 $5,430 Bid Alternate A-2 . Twenty-Four Inch Box: 113 ea @ $80+ . . . $9,640 3 . Conclusion Use of the Boething Lease to obtain the trees required is not as cost effective as acquiring the trees through competitive bidding. In addition, this source applied to Alternate A-2 would utilize over two years of entitlement under the Lease. For these reason, should Alternate A-1 or A-2 be selected, it is recommended that the trees be purchase through competitive bidding. Be advised that there will be sufficient time to acquire the trees in this manner. Tierra Rejada Medians August 1 , 1990 Page 4 F. Trees by City or Contractor A comparison of the costs of City supplied trees vs. Contractor supplied trees is as follows: Mixed Tree Sizes All Large Trees A-1 B-1 A-2 B-2 Bidder City Contractor City Contractor 1 5,430 11,795 9,640 25,425 2 5,430 4 ,480 9,640 22 ,000 3 5,430 3 ,384 9,640 15,667 4 5,430 4 ,000 9,640 19 ,000 G. Recommended Alternate The City is able to supply twenty-four inch (24" ) box trees (from a source other than Boething) at a reasonable price ($80.00 per tree plus delivery) . For this reason staff recommends this course of action and that Bid Alternate A-2 be selected for the scope of work. H. Bid Summary for Bid Alternate A-2 A listing of the bids by Bid Alternate is shown on page 3 of Exhibit 2. The apparent low bidder for Bid Alternate A-2 is Classic Construction Services. The amount of their bid for Bid Alternate No. A-2 is $97,460. A representative of that company has confirmed the bid and their company's interest in proceeding with the project. I. Oualifications Staff has reviewed the proposal submitted by the apparent low bidder, Classic Construction Services. The company was found to be in possession of the proper licensed on the date the bid was submitted. The company has experience in a broad range of construction projects and is qualified to perform the work specified. J. Protest The firm of Karleskint-Crum has filed a protest (Exhibit 3) to the award of contract to the apparent low bidder or the apparent second lowest bidder. Karleskint-Crum is the third lowest bidder. The City Attorney has reviewed the protest and the proposals submitted, and can find no substantive basis for the disqualification of the apparent low bidder. Tierra Rejada Medians August 1 , 1990 Page 5 K. Fiscal Impact The following is an update of the cost and budget figures provided in the June 6 report. 1. Cost Estimate Expense Element Est Cost To Date o Design Architect 6,500 5,743 Soils Test 500 487 Printing 530 530 7, 300 o Construction Controller Cabinet 785 785 Warmington Irrigation 1 , 280 1,280 Trees 9,640 Contract 97,460 109 , 165 o Inspection 2 ,000 Sub-Total $118,465 Contingency $11 ,535 TOTAL $130,000 $8,825 2. Project Funding Areas "A" , "B" & "C (see Exhibit 1) will be funded from different sources. An estimate of the funding spread is shown as follows: Per Cent Expense Area Fund Budget Est Cost of Total To Date A AD 84-2 136,948 88,400 68% 6,001 B Gann 50 ,000 19,500 15% 1 , 324 C L A AOC 30,400 22 , 100 17% 1 ,500 Total 217, 348 130,000 100% 8 ,825 Tierra Rejada Medians August 1 , 1990 Page 6 RECOMMENDATION Staff recommends that the City Council take the following actions: 1. Approve the findings set forth herein. 2 . Award a contract for the construction of landscaping and irrigation improvements in the medians on Tierra Rejada Road, in accordance with the scope of work described in Bid Alternate No. A-2, to Classic Construction Services in the amount of $97 ,460. 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. 4 *: P . ." 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Landscape - Erosion.Contro) Engencertnc3 I .Coplit rl s r .,....1,*: s s'ir@ July 19 , 1990 :'~RECEIVED ` F JUL 2 3 90 c, City of Moorpark 1. Director of Public WorksN.N. CITYCFMCJ P;,RK Attn : Kenneth Gilbert k 799 Moorpark Avenue Moorpark , California 93021 Re : Tierra Rejada Road Median Gentleman : After examination of the apparent low bids and reviewing the information with our attorney, we have decided to formally protest any intent by the city to award this project , to either Classic Construction Services or Western Landscapes , Incorporated . The grounds on which we base our protest , are as follows : Both Classic Construction and Western (Landscape failed to provide a Bid Bond for the required amount . Page B-1 " Instructions to Bidders " , paragraph two, states that proposals must be accompanied by a bond " . . . in the amount not less than ten percent of the total amount bid . Any proposal not accompanied by such a guarantee , will not be considered . " These contractors supplied bonds in the amount of the Schedule "A-1 " bid only. In doing so , they have relinquished their ability to perform any of the other three alternate bids . Additionally, by not obtaining adequate bonding , it technically prohibits them from submitting a complete bid . On page B-3 "Alternative Bid Schedules " , " . . . bidders must submit a proposal that includes all four alternative bids or run the risk of having his bid declared invalid or irregular" . These contractors , by not fulfilling the bonding requirements , have therefore submitted incomplete bids . The state of California passed a bill ( SB 853 ) which went into effect January 1 , 1990. This bill provides that all bids to public agencies must contain the bidders license number and classification , the date of expiration , and a statement declaring that the information that is given is true and correct under penalty of perjury. It is the responsibilty of the bidding contractor to have this information on his bid , and if it is not , the bid is to be considered non-responsive . Neither Classic Construction nor Western Landscapes has provided the declaration statement on their bid . This omission makes their bids non conforming under this bill . (' P.O.Box 3453 Thousand Oaks,CA 91359 805/496-0963 r..;, Calif. 0247631 Arizona Nevada 0D 19138 �1(t1-19 l 3 City of Moorpark o Z) Page 2 continued The final issue pertains only to Western Landscapes , Inc . in that they did not acknowledge Adendum No . 2 on their bid . The final paragraph on each addendum requires that it be signed by the contractor , and that failure to do so , may disqualify the bid . In addition , the instructions to bidders , page 8-2 paragraph 1 , " Irregular Proposals " states . . incompleteness , or provisions attached to a proposal will render it irregular and may cause its rejection . " Karleskint-Crum, Inc . recognizes the right of the City of Moorpark to "waive any irregularity" in the bid documents . Clearly with the information provided herein , Classic Construction Services and Western Landscapes , Inc . have exceeded the limits of what can be considered " irregular" , and have submitted what amounts to non complying bids . Ifs-youyhave any questions regarding this matter , please contact me in our Thousand., Oaks office at : (805 ) 496-0963 . Sincerely, KARLESKINT-CRUM, INC . Howard Schau III Office Manager HS : td