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HomeMy WebLinkAboutAGENDA REPORT 2016 0420 CCSA REG ITEM 10N ITEM 10.N. CATV OF i.1OORPARK.CALIFORNIA City Council Meting of __toga Actiorl:__ e AOS *MOORPARK CITY COUNCILBY: 91-7. .b AGENDA REPORT TO: The Honorable City Council FROM: Jeremy Laurentowski, Parks and R .�eation Directo BY: Jessica Sandifer, Program Manag 4 DATE: April 12, 2016 (CC Meeting of April 20, 2016) SUBJECT: Consider Rejection of Bids for the Recreational Trail Project at Arroyo Vista Community Park (AVCP) (CIP Projects 7852) BACKGROUND On October 2, 2013 the City Council approved a conceptual plan for a proposed recreational trail system at Arroyo Vista Community Park (AVCP) and on November 20, 2013, Penfield and Smith was hired to prepare the plans and specifications for the Recreational Trail Improvements at AVRC. On February 5, 2014, the City Council approved the project plans and specifications in order for staff to apply for the Land and Water Conservation Fund Grant. On January 20, 2016, the City Council approved the revised plans and authorized staff to go to bid on the project. The City Council will recall that the Recreational Trail Project incorporates a safe route of travel for both pedestrians and bicyclists from the existing pedestrian bridge at the east end of the park, to the Arroyo Vista Recreation Center. Approximately 17 new parking spaces will be added to the park. The design was able to accommodate a separated bicycle path and pedestrian walkway along the entire length of the portion of the trail system that parallels the access road, from the east end of the park to the west, separated by lodge pole fencing on both sides of the bicycle path. Internally, the proposed trail system will incorporate an approximate one mile fitness loop around the perimeter of AVCP, with exercise stations set along the route. The design proposes the use of permeable concrete in the new parking areas, permeable asphalt for the bicycle trail, concrete for the sidewalks and decomposed granite paving for the surface material of the loop trail. The use of permeable pavement 386 Honorable City Council April 20, 2016 Page 2 minimizes the storm water retention requirements of this project and increases the amount of storm water that will infiltrate back into the groundwater supply. The design proposes the creation of a detention basin at Parking Lot B to capture the portion of runoff from the non-permeable surfaces, such as the proposed concrete sidewalks, as well as existing surfaces, such as the asphalt parking lots and access road. In addition, the design provides for ADA compliant walkways to the softball fields and other open turf areas throughout the park. The project was also revised to include additional parking adjacent to Parking Lot D; modifications to the Countrywood Drive corner to create a safer entry and exit out of the park for vehicles, pedestrians and cyclists; the addition of lighting along the trail, access road and Parking Lots C and D; as well as landscaping for the various areas of improvements. Due to the estimated project costs for the bid exceeding one million dollars ($1,000,000), a contractor pre-qualification process was started in February 2016. Notices of the request for contractor pre-qualification were sent out to various trade magazines, contractor organizations, and posted on the City's website. Staff was able to pre-qualify seven of the eight contractors that submitted pre-qualification paperwork. DISCUSSION Once the pre-qualification process was completed, a request for bids for the project was posted in the paper on March 4, 2016, and March 7, 2016. The original bid due date was April 5, 2016 but was extended to April 11, 2016, due to some questions that arose during the bidding process. Three bids were received from pre-qualified contractors by the extended bid due date of April 11, 2016. The results are: Berry General Engineering, Inc. $3,938,275.00 R.C. Becker and Sons, Inc. $3,729,238.00 Lee Construction Company $3,675,507.00 During the proposal evaluation, it was noted that the low bidder, Lee Construction Company did not meet the self-performance requirement. Self-performance requires that no less than 50% of the work be completed by the contractor's own forces. Lee Construction Company's sub-contractor performance was 52.5% of the bid. The City Attorney has opined that the City cannot waive the self-performance requirement because it may have given the low bidder an advantage in the bidding process. Lee Construction Company has indicated that there was a mistake on their sub-contractor listing that led to the higher percentage listing. However, there is no way to substantiate that the error was a true error. In addition to the error with the bids, the project costs came in almost $400,000 higher than staffs estimate. Given the two problems with this bid, staff is recommending rejecting all the bids and re-authorizing the project to go out to bid. 387 Honorable City Council April 20, 2016 Page 3 The original project completion date was August 2016. Staff estimates that re-bidding the project will cause an additional six to eight week delay. This will still allow the project to be completed by the end of calendar year 2016. FISCAL IMPACT There will be minimal fiscal impact related to re-bidding the project. Costs of approximately $1,000.00 will be incurred as a result of re-advertising for the bid in the newspaper. STAFF RECOMMENDATION Reject all bids and authorize staff to re-advertise for bids for the Recreational Trail Project at Arroyo Vista Recreation Center. 388