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Home My WebLink About09 - CC-11 - Lions Park Sports Lighting Proj., 11-09 - 6/21/2011CITY COUNCIL AGENDA REPORT MEETING DATE: JUNE 21, 2011 ITEM NUMBER: SUBJECT: LIONS PARK (DAVIS FIELD) SPORTS LIGHTING PROJECT AT 570 WEST 18TH STREET, COSTA MESA, CITY PROJECT NO. 11-09 DATE: JUNE 9, 2011 FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION PRESENTATION PETER NAGHAVI, DIRECTOR, DEPARTMENT OF PUBLIC SERVICES BY: FOR FURTHER INFORMATION CONTACT: ERNESTO MUNOZ, CITY ENGINEER, (714) 754-5335 RECOMMENDATION: 1. Adopt plans, specifications, and working details for the Lions Park (Davis Field) Sports Lighting Project at 570 West 18th Street, Costa Mesa, City Project No. 11-09. 2. Waive a bid irregularity in the bid proposal submitted by RMF Contracting, Inc. dba R&M Electrical Contracting, the apparent low bidder. 3. Award a construction contract to RMF Contracting, Inc. dba R&M Electrical Contracting, 26301 Dimension Drive, Lake Forest, California, 92630, in the amount of $309,066.25 (Base Bid minus Bid Item No. 3 plus Alternate Bid Item No. 3A). 4. Authorize the Mayor and the City Clerk to execute the Public Works Agreement. BACKGROUND: On March 15, 2011 the City Council authorized the purchase of sports lighting equipment from Musco Sports Lighting for Davis Field at Lions Park. Davis Field at Lions Park is currently used as a multipurpose facility that allows the Recreation Manager flexibility to program different user groups and to utilize the site as either a baseball field or a utility sports field. After the improvements are completed, the City plans to continue to use the site in the same manner in order to satisfy the demand for game and practice fields throughout the year. Overall, the facility is well maintained; however, the existing sports lighting equipment generates a high energy demand due to its advanced age. The electrical control system has also reached the end of its useful life and needs to be replaced with energy efficient equipment. The construction documents call for updating the existing lighting system to an energy efficient system similar to the lighting systems that were installed at the TeWinkle Park Athletic Complex and the Farm Sports Complex. The proposed lighting system includes the latest lighting control equipment designed to be programmed for the hours of operation, and is also equipped to control the light fixtures so that only those needed for the specific activity are activated. The new system is also designed to provide a higher quality of light onto the field while reducing the amount of spilled light and glare projected onto adjacent properties. ANALYSIS: The scope of work for this project includes the installation of City -purchased energy efficient sports field lighting and light poles, including upgrading the system with a new transformer; removal and replacement of the existing chain link fencing; installation of protective netting on the south and west side of the field; repairing the landscaping and irrigation; and incidental work necessary to complete the project as designed. On June 1, 2011 the City Clerk received and opened four (4) bids for this project. RMF Contracting, Inc. dba R&M Electrical Contracting was the apparent low bidder with a base bid proposal of $296,156.25. The Engineer's estimate was $392,900.00. An analysis of the bids indicates that the apparent low bidder submitted a base bid proposal that is 25% 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 ". Staff's review of the apparent low bid revealed that the extension of the unit bid prices did not match the subtotal price that the bidder entered on Proposal Page P-1 a Rev1, yet the subtotal prices for the two proposal pages added up to the total bid price that was submitted by the contractor. Based on this analysis, it was determined that the bid proposal's total amount submitted by the bidder reflects a true summation of the various bid items, and it is clearly written elsewhere in the bid proposal indicating that the total price was the intended amount of the bid and it reflects the true intent of the bidder. The City Council has the authority to waive minor irregularities in bids, and waiving this minor irregularity does not give RMF Contracting, Inc. dba R&M Electrical Contracting any advantage over the other bidders. Staff recommends that this bid irregularity be waived by Council. During the bidding process, staff required all of the bidders to submit a proposal for an alternate bid item that was to be taken into consideration if the proposal for the base bid was below the Engineer's estimate. Consideration would be given for the inclusion of the alternate bid item to the contract award only if the bid price was favorable in cost and funding was available. Alternate Bid Item No. 3A is for the installation of protective netting along the west side of Davis Field, which would supplement the minimum netting requirements. The incorporation of this alternate bid item of work will result in a net increase to the contract of $12,910.00. Considering the favorable bid received for this work, staff recommends the inclusion of this Alternate Bid Item to the contract. The recommended action results in the deletion of Bid Item No. 3 from the base bid and the addition of the alternate Bid Item No. 3A to the base bid contract. The license and references of RMF Contracting, Inc. dba R&M Electrical Contracting have been checked and staff has found them to be in good standing. RMF Contracting dba R&M Electrical Contracting successfully completed the installation of sports lighting at the Farm Sports Complex on Field No. 5 & 6 in 2010. ALTERNATIVES CONSIDERED: City Council may chose not to waive the bid irregularity in the apparent low bidder's proposal and direct staff to award the contract to the next apparent low bid. This action would require an additional expenditure of $65,458.75 to complete the project at the price submitted by the second lowest bidder. Another alternative to this Council action would be to reject all the bids. If all the bids were rejected, the City would need to readvertise or cancel the project. Staff believes that readvertising the project will not result in lower bids and canceling the project is not recommended because the flood lighting and controls are in need of replacement. The Council may also consider awarding only the base bid. However considering the favorable bids received for this work, staff does not recommend this option. E FISCAL REVIEW: Funding for this project is available from the Costa Mesa Redevelopment Agency Capital Improvement Project's budget. LEGAL REVIEW: RMF Contracting, Inc. dba R&M Electrical Contracting will furnish the necessary bonds and insurance prior to the commencement of work, scheduled for July 2011, subject to the approval by the City Attorney. After award and subsequent execution of the contract, a Notice to Proceed will be issued. CONCLUSION: The City has received bids for the Lions Park (Davis Field) Sports Lighting Project at 570 West 18th Street, City Project No. 11-09. Staff has evaluated all of the bids and recommends that the City Council adopt the plans, specifications, and working details for said project; waive a bid irregularity in the proposal submitted by RMF Contracting, Inc. dba R&M Electrical Contracting; and award the contract to the apparent low bidder, RMF Contracting, Inc. dba R&M Electrical Contracting, in the amount of $309,066.25 (Base Bid minus Bid Item No. 3 plus alternate Bid Item No. 3A); and authorize the Mayor and the City Clerk to execute the Public Works Agreement. ERNESTO MUNOZ City Engineer PETER NAGHAVI, Director Department of Public Services LARRY HURST Interim Finance Director ATTACHMENT: "1" Bid Abstract DISTRIBUTION: Chief Executive Officer City Attorney City Clerk Interim Development Services Director Staff File 3 ATTACHMENT CITY OF COSTA MESA DEPARTMENT OF PUBLIC SERVICES LIONS PARK (DAVIS FIELD) SPORTS LIGHTING 570 W. 18TH STREET, COSTA MESA CITY PROJECT NO. 11-09 BID OPENING DATE: JUNE 1, 2011 BID OPENING RESULTS Bidder City Total Base Bid Alternate Bid Total 1. RMF CONTRACTING, INC. DBA R&M ELECTRICAL CONTRACTING LAKE FOREST $296,156.25 $309,066.25 2. MAC KENZIE ELECTRIC, INC. HIGHLAND $361,615.00 $374,915.00 3. ACE ELECTRIC, INC. SAN DIEGO $410,120.00 $422,620.00 4. NEI CONTRACTING & ENGINEERING, INC. CHULA VISTA $480,568.00 $526,869.00 Average $387,114.81 $408,367.56 Engineer's Estimate: $392,900.00 $392,900.00