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HomeMy WebLinkAboutAGENDA REPORT 1993 1103 CC REG ITEM 08E ITEM _';"A^K, Ca! r.o��Gi PViee',r: 1 199S I,CT10N:� AGENDA REPORT C=TY O F MOORPARK By TO: The Honorable City Council , FROM: Kenneth C. Gilbert Director of Public Works DATE: October 25, 1993 (Council Meeting 11-03-93) SUBJECT: Consider Bids for the Construction of an Access Road to Serve the Sunnyslope Debris Basin BACKGROUND The City maintains a number of storm drain debris/siltation basins located south of certain lots in Tract 2865. Pursuant to the Conditions of Approval for that development, the cost of maintaining these basins is to be funded by a portion of the Zone 2 benefit assessments levied upon the lots in that Tract. One of the storm drain debris/siltation basins is located south of Lot 226 on Sunnyslope Place (See Exhibit 1) . This debris basin was constructed in a manner which does not provide for vehicular access to the floor of the debris/siltation basin. This makes it difficult to impossible to provide required maintenance (silt removal , etc. ) at this location. The purpose of this project is to construct a maintenance access road to enable the City to provide this maintenance. DISCUSSION A. Project Description The proposed project provides for the construction of a retaining wall , drain pipe and an access road to allow vehicular access to the bottom of the debris basin in order to facilitate the maintenance of. this facility. B. Bid Results Bids for the project were received and opened on October 4, 1993 . A summary of the bid results is attached as Exhibit 2 . sunnyamd Sunnyslope Access Road Page 2 C. Request to Withdraw Bid The apparent low bidder at the time of the bid opening was Greg Quigley Concrete. Attached as Exhibit 3 is a letter explaining an apparent misunderstanding in the scope and requirements of the project. This bidder has requested that the City consider approval of either an increase in the amount of the bid (to $19,500) , or the withdrawal of his bid. Approval of a change in the bid amount would not be consistent with the requirements of the Public Contracts Code of the State of California. It is the recommendation of staff that the request for the withdrawal of this bid be granted. In the event all bids were rejected and the project readvertised, Quigley Concrete would not be allowed to submit a bid on this project. In order to lower costs for minor projects (less than $50,000) , it has been the practice of the City to omit the requirement for the submittal of a bid bond. Consistent with that practice, no bid bond was required for this project. D. Second Bidder The apparent second bidder at the time of the opening of the bids was R & H Paving. This firm is qualified to perform the required work. This bidder has stated that their bid is valid and that they are prepared to proceed with the project. E. Schedule If this project is to be constructed prior to the rainy season it is necessary to proceed with the project as soon as possible. If the project funding questions discussed below warrant a reassessment of the project, consideration should be given to the rejection of all bids and re-advertisement at a later date. F. Fiscal Impact 1 . Sunnyslope Project: The Budget for FY 1993/94 includes an amount for the construction of the subject project [page 143. 3 : 143-903 : $21,640] . This project is funded by Fund 023 , Assessment District 84-2 . 2 . Surplus Zone 2 Improvement Assessments: The properties within Tract 2865 are identified as Zone of Benefit #2 . In addition to the maintenance assessments levied each year, the lots within this zone were assessed an amount for the construction of irrigation and landscaping improvements to that portion of the Tierra Rejada Medians within that Tract. These improvement assessments were levied upon all sunnyawd Sunnyslope Access Road Page 3 of the lots within Tract 2865 over a four year period ending in 1991 . The construction of the median improvements was also completed that year. Upon completion of those improvements, the amount of improvement assessments remaining was $52 ,640. 3 . Project Funding: The staff report which accompanied the Budget and Annual Assessments for AD 84-2 for FY 1993/94 included a number of capital improvement projects, including the Sunnyslope Basin Access Road project and the Tierra Rejada Slope Repair project. These two projects were identified in that report as being funded from the above described surplus improvement assessments. 4 . Sunnyslope Access Road: The amount budgeted for the Sunnyslope Access Road Project is $21 , 360. The amount required for the project, as described below, is $31 , 340. 5. Tierra Rejada Slope Repairs: Under separate cover additional funds have been requested for the Tierra Rejada Slope Project. If approved, the amount of the remaining Zone 2 Improvement Assessments will be only $18, 384. 6. Summary: The funding shortfall for this project is summarized as follows: Description Total Design 5,235 Construction 21 ,444 Admin & Insp 3 , 150 Contingency 2 ,171 Total 32 ,000 T. R. Slope Repair Budget 31,000 Adjustment 3 ,256 Revised Budget 34, 256 Total Impr. Assmnt. 52 ,640 Remaining Impr. Assmnts. 18, 384 18, 384 Budget Shortfall 13 ,616 Recommended Budget 14 ,000 Increase 7 . Funding Source: As you may recall , the report which accompanied the Assessment District (AD 84-2) Budget last June, identified surplus prior year assessments for Citywide maintenance in an amount exceeding one hundred sunnyawd Sunnyslope Access Road Page 4 thousand dollars. The City Council decided to hold this amount in reserve, to be considered at a later date for either specified capital improvements or to offset future maintenance assessments. It is recommended that the above described additional appropriation be funded from this surplus of Citywide assessments. It is also recommended that said funding be considered an advance to be repaid by a future additional Zone 2 assessment, subject to ratification via the annual assessment public hearing process. Be advised that the $14 ,000 in additional funds, spread to the 622 lots in Zone 2 (Tract 2865) would equal $23 . 51 per lot. Said amount could be recovered by assessments levied upon the lots in Zone 2 over several years. As stated earlier, the merits of this approach would be discussed, and open to input from those affected, at the public hearings to be scheduled next Spring. RECOMMENDATIONS (Roll Call) Staff recommends that the City Council take the following actions: 1) Approve the request of Greg Quigley Concrete to withdraw their bid. 2) Approve an additional appropriation from Fund 23 and an amendment to the FY 1993/94 Budget for the subject project (23- 400-903-0283) in the amount of $14 ,000, to be funded from surplus AD 84-2 maintenance assessments. 3) Direct staff to include said amount in the proposed Zone 2 assessments for FY 1994/95 to be considered in June 1994 . 4) Award a contract to R & H Paving, Inc. , for the subject work in the amount of $21 ,444.00; 5) Approve a ten per cent contingency for the project and authorize the City Manager to approve additional work, if required, for an amount not to exceed ten per cent of the contract; and, 6) Authorize the Mayor to sign necessary contract documents. sunnyawd t a� 2) O4 2965-2 RANCHO SIMI / Oa Ix TRH, PORTION TRACT M. alsa ..un �e OQ WWII' `Q t O Z74 246 207 O •4 O zoa 273 O 2 O za 3 zOZ ERGREEN q�q m O2 ORQ2 10-20 • 216 O zF 2 � r2 !6 y. 231 105 Ow 1 !4 O _ .`� O 213 _ 20 } 0 21 zu iol 051 ® ??, ZW O 2H 222 ?34 237- S pNCE _ s� Z23 73.3 �3c ;'• 220 �j 237 _ 2222. ® y� © 7" 223 ,{• ©12g 23 z.o ?31 O 0 p J 226 ur z30 Q L ' 520 , .. I • z z i s a EMOTING Vt_J�N x�r• �a I _ FENCE/WALL. FED 3GAlE 1'-l0' i V^�, 1` R�q�6 IN NG WALL 9Z gg6nN of G 19'GM P s (APPROX• (O(ATION) ht.TDP \ f��C �\ o c IN LGT PER 01V6.N0 5 (6 4446 .65 Y ... \ s BOUNpgIZy \ \ \\ X15TING FLDWLINrz - CITY OF MOORPARK Bidder VENDOR 1 VENDOR 2 VENDOR 3 VENDOR 4 BidResults --------------- ----------------------- ----------------------- ----------------------- ---------------------- ---------------------- NAME: Greg Quigley Concrete R & H Paving Pacific Rim Grading Chapparral Constr Sunnyslope ADDRESS: Engineer's Estimate 13512 Adlena P1 1497 L A Ave 6509-1 Twin Circle In 5225 E Vineyard Ave Debris Basin CITY, STATE: Moorpark, CA 93021 Saticoy, CA 93004 Simi Valley, CA 93063 Oxnard, CA 93030 PHONE NUMBER: (805) 529-4288 (805) 674-3286 (805) 584-9470 (805) 647-8606 CONTACT PERSON: Greg Quigley Robert Leslie Mark Capaldi Jesse Castillo 04-Oct-93 --------------------------------------- ----------------------- ----------------------- ----------------------- ---------------------- ---------------------- ITEM DESCRIPTION Est Qty Units UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID --------------------------------------- --------- ------------- --------- ------------- --------- ------------- -------- ------------- --------- ------------ 1 Misc. Work 1 IS 1000.00 1,000.00 3500.00 3,500.00 1307.00 1,307.00 3500.00 3,500.00 600.00 600.00 2 Earthwork 1 IS 1600.00 1,600.00 4000.00 4,000.00 2193.00 2,193.00 4950.00 4,950.00 4200.00 4,200.00 3 24" CMP 31 LF 55.00 1,705.00 96.77 3,000.00 72.97 2,262.00 62.00 1,922.00 95.00 2,945.00 4 Retaining Wall 1 IS 13000.00 13,000.00 2500.00 2,500.00 13800.00 13,800.00 8800.00 8,800.00 14500.00 14,500.00 5 A/C Road 1 LS 800.00 800.00 3500.00 3,500.00 1881.00 1,881.00 5000.00 5,000.00 2100.00 2,100.00 6 Release 1 IS 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Total 18,106.00 16,501.00 21,444.00 24,173.00 24,346.00 N 2 �- CITY OF MOORPARK Bidder VENDOR 5 VENDOR 6 VENDOR 7 VENDOR 8 BidResults --------------- ----------------------- ----------------------- ----------------------- ---------------------- ---------------------- NAME: D W Burhoe Sharma Gen Eng J & H Engineering Ronald Smith Sunnyslope ADDRESS: 270 Quail Ct 6190 Vera St 79 Daily Dr 22401 Plummer St Debris Basin CITY, STATE: Santa Paula, CA 93060 Simi Valley, CA 93063 Camarillo, CA 93010 Chartsworth, CA 91311 PHONE NUMBER: (805) 525-7474 (805) 581-5186 (805) 987-8414 (818) 882-0911 CONTACT PERSON: Sam LaLima Sharma Subhash Howard Janotta Ronald Smith 04-Oct-93 --------------------------------------- ----------------------- ----------------------- ----------------------- ---------------------- ---------------------- ITEM DESCRIPTION Est Qty Units UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID UNIT $ TOTAL BID --------------------------------------- --------- ------------- --------- ------------- --------- ------------- -------- ------------- --------- ------------ 1 Misc. Work 1 LS 3850.00 3,850.00 6020.00 6,020.00 2500.00 2,500.00 5200.00 5,200.00 2 Earthwork 1 LS 2450.00 2,450.00 6000.00 6,000.00 3000.00 3,000.00 10,000 10,000.00 3 24" CMP 31 LF 73.50 2,278.50 200.00 6,200.00 60.00 1,860.00 58.00 1,798.00 4 Retaining Wall 1 IS 14100.00 14,100.00 8700.00 8,700.00 18000.00 18,000.00 14,375 14,375.00 5 A/C Road 1 LS 4000.00 4,000.00 3250.00 3,250.00 6500.00 6,500.00 2675.00 2,675.00 6 Release 1 LS 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Total 26,679.50 30,171.00 31,861.00 34,049.00 0.00 _ r GREG QUIGLEY CONCRETE txNiBi 3 13512 Adlena Place (805) 529-4288 Moorpark, CA 93021 Contractors License #460-034 BID WITHDRAWAL October 11 , 1993 Kenneth C. Gilbert City of Moorpark 799 Moorpark Ave. Moorpark, CA 93021 Re: Sunnyslope Debris Basin Access Road Bid Date: October 4, 1993 Low Bid Amount: $16, 501 . 00 Dear Mr. Gilbert: Due to a misunderstanding on my part with the City of Moorpark Engineering Department, it is with my deepest regret that I must either increase my bid amount to $19, 500 .00 or withdraw my bid as the original bid did not include removal of the wall . I was under the impression that the wall would remain intact and I did not include the cost of removal and replacement for this . I belive that I am still low bidder on this project and would appreciate your consideration of the increase. However, if procedure requires you to award the bid to the second bidder, I certainly understand. I apoligize for any inconvience and would appreciate the opportunity to bid on any future projects. Sincerely, Greg Quigley