HomeMy WebLinkAboutAGENDA REPORT 2017 1018 CCSA REG ITEM 10H ITEM 10.H.
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MOORPARK CITY COUNCIL _ -
AGENDA REPORT
TO: The Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director SL,
PREPARED BY: Chris Ball, Management Analyst ea
DATE: October 10, 2017 (CC Meeting of 10/18/17)
SUBJECT: Consider Rejection of Bids for the Tierra Rejada Road Tree
Irrigation and Landscape Median Renovation Project (Project
No. M0031)
BACKGROUND
On March 16, 2016 the City Council approved a conceptual plan for the redesign of the
landscaping along the Tierra Rejada Road corridor. The conceptual plans developed by
Architerra Inc. (Architerra) incorporate a combination of California native and drought
tolerant plant species specifically chosen to complement the original design intent of the
Mountain Meadows Planned Community. The plans also incorporate water saving
irrigation techniques, such as point irrigation and drip irrigation systems. Given that the
plant material on the south side of Tierra Rejada Road has sustained relatively well, the
renovation activity focuses on the median islands, the north side of Tierra Rejada Road,
and highly visible areas such as street intersections and monument locations.
Landscape construction plans were completed for an initial 700-foot section along Tierra
Rejada Road adjacent to Mountain Meadows School, and on November 2, 2016, the
City Council awarded a contract to Oakridge Landscape, Inc. for construction of the
redesigned landscape. Construction was completed on March 30, 2017 and the
redesigned section has since been well received by the community.
On November 2, 2016, in support of ongoing efforts to maintain the health of the Coast
Redwoods along Tierra Rejada Road, the City Council also authorized Architerra to
prepare a separate plan set for a supplemental irrigation system for the Redwoods
along the south side of the road. These plans were completed and on July 19, 2017 the
City Council authorized staff to prepare bid documents and solicit bids for the
construction of the supplemental irrigation system. At that time, the City Council also
authorized staff to prepare bid documents and solicit bids for renovation work in the
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Honorable City Council
October 18, 2017
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center median islands along Tierra Rejada Road. This renovation work includes the
removal of the existing groundcover, and a bid option for the installation of bark mulch.
DISCUSSION
Removal of the deteriorating groundcover and installation of bark mulch in the center
median islands will not only improve the aesthetics of the Tierra Rejada Road corridor,
but also demonstrate continued progress on the streetscape revitalization project. It is
being conducted in advance of the next phase of the Tierra Rejada Road streetscape
redesign project (Phase 2), which will install the Council-approved redesigned
landscaping along the remaining unimproved areas of Tierra Rejada Road, primarily the
streetscape areas on the north side of the street, the median islands and corners on
both sides of the street. Construction documents for Phase 2 are currently under
development by Architerra Inc. (Architerra), and installation is tentatively planned for
June of 2018.
Construction of the supplemental tree irrigation system and renovation of the center
median islands were bid together in one proposal. A notice inviting bids was published
on September 10 and September 16, 2017. A mandatory pre-bid site meeting was held
on September 20, 2017 and was attended by six contractors. Four bids were received
by the due date of October 3, 2017. The results are:
Landscape Development Inc. $410,357.89
Clean Cut Landscape Inc. $485,428.00
Environmental Construction, Inc. $498,100.00
Oakridge Landscape, Inc. $528,207.00
During the proposal evaluation it was noted that the apparent low bidder, Landscape
Development Inc., omitted a number of documents that were required as part of the bid
package, including a noncollusion declaration. The City Attorney has opined that the
City should reject the bid as nonresponsive due to the omission of the noncollusion
declaration alone. Staff has also received a bid protest from the second lowest bidder,
Clean Cut Landscape Inc., requesting that the low bid be deemed non-responsive and
award of the bid go to the second lowest bidder. The proposal submitted by the second
lowest bidder represents a cost increase of more than $75,000 over the low bid. Given
the significant cost differential between bids, staff is recommending rejecting all the bids
and re-authorizing the project to go out to bid.
The original project completion was planned for January 2018 due to a sixty working
day schedule. 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 prior to
commencement of the Phase 2 Tierra Rejada Road streetscape improvements.
However, the work will most likely not be completed until mid-March 2018.
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Honorable City Council
October 18, 2017
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FISCAL IMPACT
Costs of approximately $1,000 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 Tierra Rejada Road
Tree Irrigation and Landscape Median Renovation Project.
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