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HomeMy WebLinkAbout06 - CC-6 - Citywide School Zone Traffic Calming Pro - 4/19/2016CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 19, 2016 ITEM NUMBER: CC -6 SUBJECT: CITYWIDE SCHOOL ZONE TRAFFIC CALMING PROJECT, FEDERAL PROJECT NO. SRTSL-5312 (090), CITY PROJECT NO. 15-04 DATE: APRIL 7, 2016 FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION PRESENTATION BY: ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR FOR FURTHER INFORMATION CONTACT: BALTAZAR MEJIA, ACTING CITY ENGINEER, (714) 754-5335 RECOMMENDATION: Adopt the plans, specifications and working details for the Citywide School Zone Traffic Calming Project, Federal Project No. SRTSL-5312 (090), City Project No. 15-04. 2. Waive the minor irregularities in the bid submitted by the apparent low bidder and award a construction contract to Asplundh Construction Group, 3972 Barranca Parkway, Suite J-283, Irvine, CA 92606, in the amount of $442,557.00. 3. Authorize the Mayor and the City Clerk to execute the Public Works Agreement. BACKGROUND: The intent of the project is to improve school zone safety by installing speed feedback signs, pedestrian countdown timers, school zone flashers, minor striping and signing improvements throughout Costa Mesa. The Federal "Safe Routes to School" Project includes traffic calming to improve the safety of pedestrians traversing arterial routes as well as the creation of consistent approaches to school zones. The speed feedback signs and school zone flashers will utilize green technology including solar power and intelligent programming. The improvements will have the capability of collecting data on speed and volume in school zones as well as other traffic information. The devices will be activated and programmed from a central location thus eliminating the need for field visits to program the devices. The project will also include the equipment necessary to update all other City speed feedback signs with remote activation and programming technology. ANALYSIS: The City Clerk received and opened ten (10) bids for this project on January 20, 2016. Asplundh Construction Group was the apparent low bidder with a bid proposal of $442,557.00. The Engineer's estimate for this work was $626,800.02 and the average of the ten (10) bids received amounted to $530,681.80. An analysis of the bids indicates that the apparent low bidder's proposal is 29.4% percent lower than the Engineer's estimate. The variance between the low bidder and the Engineer's estimate may be attributed to the highly competitive conditions prevalent in the construction industry at this time. The Bid Abstract is included as Attachment 1. On January 28, 2016, a written protest (Attachment 2) was received from St. Francis Electric requesting that the apparent low bidder's proposal be rejected due to irregularities found on the bid forms. The letter of protest outlines four items as follows: 1. "P-2: Missing Tax Payer ID" — Tax Payer ID Number is provided on P-3. This omission does not change the amount bid or the response of the bid to the City's proposal. 2. "P-3: Did not list President, Secretary, Treasurer or affix corporate seat — City staff have determined that these items were provided by Asplundh Construction on Page P-3. 3. "P-4: Did not acknowledge that there were zero addendums" — City staff have determined no addendums were issued on this project and bidder acknowledged by signing. 4. "P-15: Affirmative Action is not signed or dated" — City staff have determined that program compliance was signed and dated by Asplundh Construction as required. City staff has identified the discrepancies and found them to be minor or nonexistent. As such, it is believed that the protest from St. Francis Electric is not sufficient to reject the apparent low bidder's proposal. The license and references of Asplundh Construction Group were checked and staff found them to be in good standing. ALTERNATIVES CONSIDERED: The alternative to this Council action would be to reject all the bids. If all the bids were rejected, the City would then be required to re -advertise or to cancel the project. Staff believes that re - advertising the project will not result in lower bids. FISCAL REVIEW: Staff captured a Safe Routes to School (SRTS) grant in the amount of $796,200.00 for the purchase, installation, education and construction phases of this project. The project is 100% Federally funded and therefore no City funds are required. LEGAL REVIEW: Asplundh Construction Group has furnished the necessary bonds and insurance which have been approved as to form by the City Attorney's office. After the award and subsequent execution of the contract, a "Notice to Proceed" will be issued. CONCLUSION: The City has received bids for the Citywide School Zone Traffic Calming Project, Federal Project No. SRTSL-5312 (090), City Project No. 15-04. Staff has evaluated all of the bids and recommends that the City Council adopt the plans, specifications and working details for said project. Staff also recommends that the City Council waive the issue of the minor irregularity in the bid submitted by Asplundh Construction Group and award the contract, in the amount of $442,557.00, to them and authorize the Mayor and the City Clerk to execute the Public Works Agreement. 2 ERNESTO MUNOZ BALTAZAR MEJIA Public Services Director Acting City Engineer ATTACHMENTS: 1 - Bid Abstract 2 - Letter dated January 28, 2016 DISTRIBUTION: Chief Executive Officer Assistant CEO City Attorney City Clerk Transportation Services Manager Staff File 3 Bidder ATTACHMENT 1 CITY OF COSTA MESA DEPARTMENT OF PUBLIC SERVICES CITYWIDE SCHOOL ZONE TRAFFIC CALMING, PROJECT FEDERAL PROJECT NO. SRTSL-5312(091}), CITY PROJECT NO. 15.04 BID OPENING DATE: JANUARY 20, 2015 BID OPENING RESULT cI ty1 Total Base Bid 1. ASPLUNDH CON STRUCTIDN CARP ANAHEIM 2. ST FRANCIS ELECTRIC, LLC SAN LEANDRO .3. STE[NY AND COMPANY BALDWIN PARK 4. PRO TECH ENGINEERING, COPR ANAHEIM 5. TRAFFIC ©EVELOPMENT SERVICES MOORPARK 5. PTM GENEARL ENGINEERING SERVICES RIVERSIDE -T-VT ELECTRIC �INTARIO S. CALIFORNIA PROFESSIONAL ENGINEERING L4 PUENTE 9. ELECHOR BELCO EELECTRIC, fNC _..... _ _ CHIN❑ 10. MINAKO AMERICAN COMPANY GARDENA Average Engineer's Estimate; $ $449,599.00 $488,095,00 $502,150.00 $508,280,001 $514,010.00 $530,610.00 $533,437.00 $587,630.00 $750,450.00 $630,681.84 626,800.42 ATTACHMENT 2 January 28, 2016 St. Francis Electric, LLC. 975 Carden Street San Leandro, CA 94577 City of Costa Mesa Public Works Department 77 Fair Drive Costa Mesa, CA 92628 Attn: Irina Gurovich RE: Bid Protest - Project No. 15-04, Federal Project No. SRTSL-537.2 (098) Citywide Safe Routes to School Project Dear Ms. Gurovich This letter serves as St. Francis Electric, LLC.'s hid protest against the respective low -bidder, Asplundh Construction Corporation for the referenced Sid mentioned above. We have reviewed their bid forms and although Asplundh Construction Corporation appears to be the Iowest responsive bidder, we have found a concern in regard to their bid forms: ■ P-2: Missing Tax Payer ID ■ P-3: Did not list President, Secretary, Treasurer or affix corporate seal + P-4: Did not acknowledge that there were zero addendutns ■ P-15: Affirmative Action is not signed or dated Please consider this a formal bid protest to any decision by the public entity to award the bid to Asplundh Construction Corporation based upon the fact that they were nonresponsive on the bid forms. Thank you for your time and I look forward to your reply. Yours sincerely, Guy Smith P.O. SOX 2057, 975 CARDEN STREET, SAN LEANRDO, CA 94577 - PHONE (51 of 634-0639 - FAX (510) 639-4653