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Home My WebLink About2008/01/15 Item 5 CITY COUNCIL AGENDA STATEMENT ~f:.. CITY OF CHULA VISTA c:. 1/15/08, Item~ SUBMITTED BY: REVIEWED BY: RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR OTAY RECREATION CENTER EXPANSION IN THE CITY OF CHULA VISTA, CALIFORNIA (CIP NO. PR- 277), PROJECT TO RANDALL CONSTRUCTION IN THE AMOUNT OF $392,030 AND APPROPRIATING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS THEREFOR l\ lY\ GENERAL SERVICED J<J 7/ CITY MANAGER ASSISTANT CITY ITEM TITLE: 4/5THS VOTE: YES 0 NO [gJ BACKGROUND On January 2,2008 at 2:00 p.m., the Director of Engineering and General Services received five (5) sealed bids for the "Otay Recreation Center Expansion in the City of Chula Vista, California" (CIP No. PR-277)" project. Prior to this, on August 22, 2007, the City had advertised and opened bids on this project. Due to the contractors being non-responsive and with advice from the City Attorney's Office, staff rejected all previous bids and re-advertised the project for new bids. After re-advertising and conducting a pre-bid question and answer session, valid bid packages were submitted and staff recommends awarding the contract for "Otay Recreation Center Expansion in the City of Chula Vista, California (CIP No. PR-277)" project to Randall Construction Co. ENVIRONMENTAL REVIEW The Environmental Review Coordinator 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 project consists of minor alterations to an existing public facility involving no expansion of the facility's current use. Thus, no further environmental review is necessary. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. 5-1 1/15/08 Item~ Page 2 of 3 DISCUSSION On Wednesday, August 22, 2007 at 2:00 p.m., the Director of Engineering and General Services received six (6) sealed bids for the "Otay Recreation Center Expansion (CIP No. PR-277)" project. Strict adherence to the contract administration guidelines established by the State of California and by the Federal Community Block Grant programs is required to avoid potential loss of future funding. Upon close examination of the bid documents from all bids received, and with advice from the City Attorney's Office, several errors by the contractors cause the received bids to be non-responsive. On November 13,2007, by Resolution 2007-266, Council rejected all six (6) bids and directed staff to re-advertise the project. Staff re-advertised the project and on December 12, 2007, a mandatory pre-bid meeting was held. Staff conducted a "question and answer" session with all interested prospective bidders to assist them in understanding the documents required for Community Block Grant projects. On January 2, 2008, the Director of Engineering and General Services received five (5) valid sealed bids for the "Otay Recreation Center Expansion in the City of Chula Vista, California (CIP No. PR-277)" project. The work consists of construction of an expansion to the existing facility of 1,376 sq. ft. to be used as a classroom for the community. Proiect Bid Results With the aid of architectural consultant, Davy Architecture, and the City of Chula Vista's Engineering and General Services Department, the plans, contract documents and technical specifications for the "Otay Recreation Center Expansion in the City of Chula Vista, California (CIP No. PR-277)" project were prepared and the project was re-advertised. Staff received and opened bids on Wednesday, January 2, 2008 at 2:00 p.m. The lowest responsive bidder for the project was the contractor who submitted all required documents detailed in the contract documents and who submitted the lowest base bid for the project construction. The following contractors met all the project requirements and submitted all required documents detailed in the contract documents. Bids from the five (5) contractors were received as follows (bids sorted by the base bid amount): CONTRACTOR BASE BID l. Randall Construction - San Diego, CA $392,030.00 2. Michael Minos Construction - San Diego, CA $399,000.00 3. Fordyce Construction - Santee, CA $406,596.00 4. DEZ Construction - El Cajon, CA $451,700.00 5. Structures West - Escondido, CA $457,000.00 The low bid from Randall Construction is comparable to the low bid of $391,754.00 that was rejected in November of 2007, a deviation of $276 or .07%. The original Architect's estimate for the project was $250,000, based upon the budget that was established in fiscal year 2005-06. City staff will incorporate the unit price bid results received into a database for future project cost estimates. 5-2 1/15/08 Item S Page 3 of 3 Disclosure Statement Attachment 1 is a copy of the Contractor's Disclosure Statement. Wage Statement The work to be performed under this contract is a project assisted under Community Block Grant (CDBG) program providing direct Federal financial assistance from the Department of Housing and Urban Development (BUD) and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170 lu. Contractors are obligated to pay prevailing wages to persons employed by them for work under this contract. Federal prevailing wages are those determined by the U.S. Department of Labor. Wages must be paid weekly. 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. FISCAL IMPACT There is no impact to the General Fund. The funds for these improvements have been provided from the Southwest Town Center Redevelopment Fund, Community Block Grant, and State Recreation Grants. Upon completion of the project, the improvements will require only routine City building maintenance. FUNDS REQUIRED FOR CONSTRUCTION A. Contract Amount $392,030.00 B. Contingencies (approx. 15%) $58,804.00 C. Design & Survey Costs $76,360.00 D. Construction Inspection & Special Inspections Costs $80,406.00 TOTAL FUNDS REQillRED FOR CONSTRUCTION $607,600.00 PROJECT BUDGET FOR CONSTRUCTION A. State Recreation Grants $80,000.00 B. Community Block Grant (CDBG) $220,000.00 C. Additional CDBG funds from available fund balance $7,600.00 D. Redevelopment Funds $300,000.00 TOTAL BUDGET FOR CONSTRUCTION $607,600.00 ATTACHMENTS 1. Contractor's Disclosure Statement Prepared by: Don Brown, Sr. Project Supervisor, Engineering and General Sen;ices Department M:\General Services\GS Administration\Council Agenda\Otay Rec Center Expansion (PR277)\PR277 Re-advemsed.12192007 .mLdoc 5-3 ATTACHMENT / CITY OF CHULA V1STADISCLOS1JRE STATE:M:ENT , , Pursuantto Counci1Policy 101-01, prior to anyac:tion upon matterS that willrequi:re discretionary action by the Council, Planning Commission and all other official bodies of the City, a statement of disclosure of certain ownership or financial interests, payments, or campaign contributions for a City ofCbula Vista election must be filed. The following information must be disclosed: 1. List the names of all persons having a financial interest in the property that" is .thesubject of the application or the cOIIl:ract, e.g., Q;'I"!ler, applicant, contractor, subcontractor, material supplier. ~fA 2. If any person" identified pursuant to (1) aboye is a corporation or partnership, list the names of all individuals with a $2000 investment in the business (corporationlpartnershi:p) entity. ;vIA- 3. If any person" identified pursuant to (1) aboye is a non-profit organization fIr trust, list the names of any person serving as director of the non-profit orgmrization or as trustee or beneficiary or trustor of the trust. NfA 4. Please identify every person, including any agents, employees, consultants, or independent con1ractars you haye assigned to represent you before the City in I:bis matter. tllA I 5. Has anyper:son" associated with I:bis contract.ha.d my ~qat9:~gS ~-~~l1i~alr of the City ofCbula VIsta as ItreLrtes to I:bis contractmthin thepast.12,l;t\\>Dith~? 'tea~fio~ ,;1/(4 .-.,':' 5-4 If Yes, briefly describe the nature of the financial interest the official"" may have in this contract. AI/A 6. Have you made a contr;cuti~ of m= i:hllI! $2~ within the past twelve (1~) months to a =ent member of the Chula VISta CIty Council? No JL Yes:..... If yes, which Councll member? i1/(A 7. Have you provided more than $340 (or an item of equivalent value) to an official"" of the City of ChuIa Vista in the past twelve (12) months? (This includes being a source of income, money to retire a legal debt, gift, loan, etc.) Yes _ No.JL:. ' If Y esj;hiCh official" and what was the nature of item provided? ^';.4 Date: 12-/Cf-07 (2 Signature of ontractor/Applicant 'fpYlrlaLl Gv1Sf>r'I('-h~ (/11 C. Pnnt or type name of Con'(;fTJCJ~d.af/ " Person is defined as: any individual, firm, cO-Partnership, joint venture, association, social club, fraternal organization, corporation, estate, trust, receiver, syndicate, any other county, city, municipality, district, or other political subdivision, -or any other group or combination acting as a "unit. - . "u. . , .. Official includes, but is not limited to: Mayor, COUIlcil member, Planning Commissioner, Member of a board, commission, or committee of the Qty, employee, or staff members. 5-5 RESOLUTION NO. 2008- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING CONTRACT FOR OTAY RECREATION CENTER EXPANSION IN THE CITY OF CHULA VISTA, CALIFORNIA (CIP NO. PR-277) PROJECT TO RANDALL CONSTRUCTION CO. IN THE AMOUNT OF $392,030 AND APPROPRIAnNG COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS THEREFOR WHEREAS, on Wednesday, August 22, 2007 at 2:00 p.m., the Director of Engineering and General Services received six (6) sealed bids; and WHEREAS, strict adherence to the contract administration guidelines established by the State of California and by the Federal Community Block Grant program is required to avoid potential loss of future funding; and WHEREAS, upon close examination of the bid documents from all bids received, and with advice from the City Attorney's Office, several errors by the contractors cause the received bids to be non-responsive; and WHEREAS, on November 13, 2007, by Resolution 2007-266, Council rejected all bids and directed staff to re-advertise the project; and WHEREAS, staff re-advertised the project and conducted a "question and answer" session for the prospective bidders to assist the bidders in understanding the documents required for Community Block Grant projects and better assure the City of Chula Vista receive responsive bids; and WHEREAS, the work consists of construction of an expansion to the existing facility of 1,376 sq. ft. to be used as a classroom for the community; and WHEREAS, on January 2, 2008 at 2:00 p.m., the Director of Engineering and General Services received five ()) sealed bids for follows: CONTRACTOR BASE BID 1. Randall Construction Co. - San Diego, CA $392,030.00 2. Michael Mihos Construction Co. - San Diego, CA $399,000.00 3. Fordyce Construction Co. - Santee, CA $406,596.00 4. DEZ Construction Co. - EI Cajon, CA $451,700.00 5. Structures West - Escondido ,CA $457,000.00 5-6 WHEREAS, staff has reviewed this bid, verified references on the contractor and recommends awarding the contract to Randall Construction for $392,030; and WHEREAS, there is no impact to the General Fund as the additional funding necessary to complete the project will be provided for from the Southwest Town Center Redevelopment Fund; Community Block Grant; and State Recreation Funds. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Chula Vista does hereby accept bids and award contract for the "Otay Recreation Center Expansion in the City of Chula Vista, California (CIP No. PR-277)" project to Randall Construction in the amount of $392,030 and appropriate Community Development Block Grant (CDBG) Funds therefo r. Presented by Approved as to form by ~Oi\A~n Ann Moore City Attorney Jack Griffin Director General Services 5-7