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Home My WebLink About2012/10/23 Item 06CITY COUNCIL AGENDA STATEMENT ~`~~ CITY OF CHULA VISTA 10/23/12, Item ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AMENDING THE FISCAL YEAR 2012/2013 CIP BUDGET TO ESTABLISH A NEW CAPITAL IMPROVEMENT PROJECT "ADA CURB RAMPS FYll/12 IN CDBG ELIGIBLE AREAS CIP NO. STL392", REDUCING THE STL374 CIP BUDGET BY $87,236 AND APPROPRIATING THE EQUIVALENT AMOUNT TO STL392; ACCEPTING INFORMAL BIDS AND AWARDING A CONTRACT FOR THE "ADA CURB RAMPS FYl 1/12 IN CDBG ELIGIBLE AREAS CIP NO. STL392" PROJECT TO H&D CONSTRUCTION COMPANY, INC., IN THE AMOUNT OF $49,740, WAIVING CITY COUNCIL POLICY 574-O1 AND AUTHORIZING THE EXPENDITURE OF ALL AVAILABLE CONTINGENCY FUNDS IN AN AMOUNT NOT TO EXCEED $10,000 SUBMITTED BY: DIRECTOR OF PUBLIC WORKS ~~~ ~4t1- I, J ASSISTANT DIRECTO OF ENG RING ~Y~" REVIEWED BY: CITY MANAGER ASSISTANT CITY NAGER ~~ 4/STHS VOTE: YES ~ NO SUMMARY In accordance with Section 1009 of the City Charter, City staff solicited three informal bids for the "ADA Curb Ramps FYll/12 in CDBG Eligible Areas CIP No. STL392" Project and recommends that the City Council award a contract in the amount of $49,740 to H&D Construction Company, Inc. (General Engineering Contractor License No. 504788) for same. On September 20, 2012, the Director of Public Works received two (2) sealed bids in response to a request for informal bids from three qualified contractors for the "ADA Curb Ramps FY11/12 in CDBG eligible areas CIP No. STL392" Project. The proposed resolution, if approved, would amend the Fiscal Year 2012/2013 budget to establish a new Capital Improvement Project "ADA Curb Ramps FYl 1/12 in CDBG eligible azeas CIP No. STL392", reduce the STL374 CIP budget by $87,236 and appropriating the equivalent amount to STL392; accept informal bids, award a contract for the "ADA Curb Ramps FYl 1/12 in CDBG eligible areas CIP No. STL392" Project to H&D Construction Company, Inc. in the aznount of $49,740, waive City Council Policy 574- 01, and authorize the expenditure of all available contingency funds in an amount not to exceed $10,000. 6-1 10/23/12., Item Page 2 of 4 ENVIRONMENTAL REVIEW The Development Services Director has reviewed the proposed Project for compliance with the California Environmental Quality Act (CEQA) and has determined that the Project qualifies for a Class 1 categorical exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines because the proposed ADA improvements and sidewalk and street repair involve negligible or no expansion of an existing use. Thus, no further CEQA environmental review is required. Additionally, because the proposed Project ti~ill be utilizing federal Community Development Block Grant (CDBG) funds, the Development Services Director has also reviewed the Project proposal for compliance with the National Environmental Policy Act (NEPA) as implemented by the U.S. Department of Housing and Urban Development (HUD) Environmental Guidelines. The Development Services Director has determined that the Project proposal qualifies for a previously certified Categorical Exclusion (subject to 58.5) pwsuant to Code of Federal Regulations (CFR) Title 24, Section 58.35(a). Thus, no further NEPA environmental review or determination is required. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION The "ADA Curb Ramps FY 2011/2012 in CDBG Eligible Areas CIP No. STL392" Project consists of the installation of ADA pedestrian ramps and associated improvements in CDBG Eligible Areas in the City. The pedestrian ramp locations selected for this Project aze from a comprehensive priority list that is maintained by the Engineering Division of the Public Works Department. Staff prepared and solicited three informal bids from qualified contractors that had previously worked for the City and had performed similar work satisfactorily. On September 20, 2012, the City received two proposals, resulting in the following rankings: Contractor Pl-o osal Amount Contractor Rankin H&D Construction Com any, Inc. $49,740 First Negotiation Preference Koch-Armstrong General En ineerin ,Inc. $72 282 Second Negotiation Preference American Concrete, Inc. Did Not Res and N/A The low bid submitted by H&D Construction Company, Inc. is above the Engineer's estimate of $49,000 by $740, or approximately 2%. H&D Construction, Inc. has satisfactorily performed similar work for the City of Chula Vista in the past. Staff reviewed the low bid and determined that the bid package is complete, with no errors or omissions. Therefore, staff recommends awarding a contract to H&D Construction Company, Inc. in the base contract amount of $49,740. H&D Construction, Inc. is a licensed Contractor under California License No. 504788. Their license status is current and active per the Department of Consumer Affairs Contractors State License Board. 6-2 10/23/12, Item ~i Page 3 of 4 The proposed resolution would also authorize the Director of Public Works to approve change orders over and above existing policy limits. Under City Council Policy No. 574-01, if an individual change order causes the cumulative increase in change orders to exceed the Director's authority ("Maximum Aggregate Increase in Change Orders"), then City Council approval is required. The corresponding maximum aggregate contract increase that may be approved by the Director of Public Works under Policy No. 574-01 is $4,974. Approval of the resolution would increase the Director of Public Works' authority to approve change orders, as necessary, up to the contingency amount of $10,000, an increase of $5,026 over Policy No. 574-01. Increasing the contingency funds will allow staff to continue the Project without delay should unforeseen circumstances resulting in increased Project costs arise during the course of construction as well as make adjustments to bid item quantities. Unforeseen conditions include such items as utility conflicts, hazardous materials, other unexpected underground conditions, eta If the contingency funds are not used, then they will be returned to the Project fund balance. Minority Business Enterprise/Women Business Enterprise Goal Federal Housing & Urban Development Department Section 3 requirements aze not applicable for this Project since the contract is less than $100,000. Disclosure Statement Attachment 1 is a copy of the Contractor's Disclosure Statement. DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council and has found no property holdings within 500 feet of the boundaries of the property which is the subject of this action. Staff is not independently awaze, nor has staff been informed by any City of Chula Vista Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter. CURRENT YEAR FISCAL IMPACT A breakdown of construction costs is as follows: CONSTRUCTION FUNDING A. Base Contract Amount $49,740 B. Contingencies (a roximately 20%) $10,000 C. Construction Inspections Staff Costs $20,000 D. Desi n Su ort/Survey/Monument Preservation $7,496 TOTAL FUNDS REQUIRED FOR CONSTRUCTION $87,236 There is no direct fiscal impact to the General Fund as the CDBG funds will be appropriated to CIP Project STL392 from CIP Project STL374. 6-3 10/23/12, Item Page 4 of 4 ONGOING FISCAL IMPACT upon completion of the Project, the improvements will require only routine City maintenance. ATTACHMENTS 1. Contractor's Disclosure Statement Prepared by: Boushra Salem, Senior Civil Engineer, Public Works Department J:\Engineer\AGENDA\CAS2012\10-23-12\STL392 Contract Awazd CAS-BFS revl.doc 6-4 ATTAC~INtEN7 CITY OF CI3ULA VISTA DISCLOSURE STATEMENT d to Council Policy 101-01, prior to any action ugon matters that will require discretionary action by [Heil, Planning Commission and all other official bodies of the City, a statement of disclosure of ov~mership or financial interests, payments, or campaign coatribuuons for a City of Chula Vista t must be filed. The following information must be disclosed: List the names of all persons having a fmanciai interest in the property that is the subject of the application or the contract, e.g., owner, applicant, contractor, subcontractor, material supplier. If any person* identified pursuant to (I) above is a corporation or partnership, list the names of all individuals with a $2000 investment in the business (corporation/partnership) entity. Tf any person`" identified pursuant to (1) above is a non-profit organization or trust, list the names of any Berson sensing as director of the non profit organization or as trustee or beneficiary or trustor of the trust. Please identify every person, includmg any agents, employees, consultants, or independent contractors you lrave assigned to represent you before the City in this matter. Has any person* associated with this contract had any financial dealings with an official*k of the City of Chula Vista as it relates to this contract within the past 12 months? Yes_ No~ QaEneineerin~Wl Projects\STL\STi392 ADA Ramps r~'1:?r~69 ontr~et-Sper.'STLi9? Contract-Final.dvc If Yes, briefly describe the nature of the financial interest the official*" may have in this contract (. Have you made a contribution of mare than $25~ithin the past twelve (12) months to a current member of the Chula Vista City Council? No ~ Yes _ if yes, which Cotmcil member? 7. Have you provided more than $340 (or an item of equivalent value) to an official*~` of the City of Chula Vista in the past rivelve Q 2) months? ( cludes being a source of income, money to retire a legal debt, gift, loan, etc.) Yes ' No ' If Yes, which official** and what was the nature of item provided? v ~ G~~ Date: _ ~~~ Signature ofContractor/App t~ II lt`c~ 7JulG~t , ~~1~ Print or type name of Contractor/Applicant * Person is defined as: any individual, firm, co-paztnership, joint venture, association, social club, fraternal organization, corporation, estate, trnst, receiver, syndicate, any other county, city, municipality, district, ar other political subdivision, -or any other group or combination acting as a unit. ** Official includes, but is not limited to: Mayor, Council member, Planning Commissioner, Member of a boazd, commission, or committee of the City, employee, or staff members. G 74 ProjcctsV"rL\ST[392 P=DA IZemP~F142-U\Contract-Spec1STL392 Contract-Final.doc RESOLUTION NO. 2012- RESOLUTION OF THE CTI'Y COUNCIL OF THE CITY OF CHULA VISTA AMENDING THE FISCAL YEAR 2012/2013 CIP BUDGET AND ESTABLISHING A NEW CAPITAL IMPROVEMENT PROJECT "ADA CURB RAMPS FY11/12 IN CDBG ELIGIBLE AREAS" (STL392), REDUCING THE STL374 CIP BUDGET BY $87,236 AND APPROPRIATING THE EQUIVALENT AMOUNT TO STL392; ACCEPTING INFORMAL BIDS AND AWARDING A CONTRACT FOR THE "ADA CURB RAMPS FY1 ]/12 IN CDBG ELIGIBLE AREAS CIP NO. STL392" PROJECT TO H&D CONSTRUCTION COMPANY, INC., IN THE AMOUNT OF $49,740, WAIVING CITY COUNCIL POLICY 574-O1 AND AUTHORIZING THE EXPENDITURE OF ALL AVAILABLE CONTINGENCY FUNDS IN AN AMOUNT NOT TO EXCEED $10,000 WHEREAS, the "ADA Curb Ramps FY 2011/2012 in CDBG eligible areas (CIP NO. STL392) Project" consists of the installation of ADA pedestrian ramps and associated improvements in CDBG Eligible Areas in the City. The pedestrian ramp locations selected for this project are from a comprehensive priority list that is maintained by the Engineering Division of the Public Works Department; and WHEREAS, the work also includes all labor, materials, equipment, transportation, protection and restoration of existing improvements and traffic control necessary for the project as shown on the drawings; and. WHEREAS, in accordance with Section 1009 of the City Charter, City staff prepared and solicited three informal bids for the "ADA Curb Ramps FYl1/12 in CDBG eligible areas (CIP NO. STL392)" Project; and WHEREAS, on September 20, 2012, the Director of Public Works received two (2) sealed bids in response to a request for informal bids from three qualified contractors that had previously worked for the City and had performed similar work satisfactorily for the "ADA Curb Ramps FY11/12 in CDBG eligible areas (CIP NO. STL392)" Project; and WHEREAS, the three (3) bids were as follows: Contractor Pro oral Amount Contractor Rankin H&D Construction Company, Inc. $49,740 First Negotiation Preference Koch-Armstrong General Engineering, Inc. $72 282 Second Negotiation Preference American Concrete, Inc. Did Not Res and N/A WHEREAS, the low bid by H&D Construction Company, Inc. of $ 49,740 is above the Engineer's estimate of $49,000 by $740, or approximately 2%; and 6-7 Resolution No. Page 2 WHEREAS, H&D Construction, Inc. has satisfactorily completed several projects for the City and their Contractor's License No. 504788 is current and active per the Department of Consumer Affairs Contractors State License Board; and WHEREAS, staff has reviewed the low bid and determined that the bid package is complete with no errors or omissions; and WHEREAS, per the Federal Housing & Urban Development Department, Section 3 requirements are not applicable for this Project since the contract is less than $100,000; and WHEREAS, staff recommends awarding a contract in the amount of $49,740 to H&D Construction, Inc of San Diego, California; and WHEREAS, in order to approve change orders as necessary, staff is requesting City Council waive Council Policy No. 574-01. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby amend the Fiscal Year 2012/2013 budget and establish a new Capital Improvement Project "ADA Curb Ramps FY11/12 in CDBG Eligible Areas (STL392)", reduce the STL374 CIP budget by $87,236 and appropriate the equivalent amount to STL392, accept informal bids, and award a contract for the "ADA Curb Ramps FYll/12 in CDBG Eligible Areas (STL392)" Project to H&D Construction Company, Inc. in the amount of $49,740. BE IT FURTHER RESOLVED that the City Council of the City of Chula Vista does hereby waive Council Policy No. 574-01 and authorize the Director of Public Works to expend all available contingency funds in an amount not to exceed $10,000. Presented by Approved as o by ~ _ __~ __._ __ _ _ . Richard A. Hopkins Director of Public Works R. 6-8