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Home My WebLink About2009/02/17 Item 4 CITY COUNCIL AGENDA STATEMENT ~ \ 'f:... CITY OF ~. .!~ CHULA VISTA Ji 2/17/09, Item~ ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AJ.~TI AWARDING THE CONTRA.CT FOR THE "GLENHA VEN WAY IMPROVEMENTS BETWEEN FIRST A VENUE MID AJ.vlY STREET IN THE CITY OF CHULA VISTA (CIP NO. STL-304)" PROJECT TO HILLCREST CONTRA.CTING IN THE AJ.\lIOUNT OF $516,812.25, APPROVING A BUDGET TRANSFER FROM EXISTING SOUTHWESTERN CHULA VISTA STREET IMPROVEMENTS PROJECT (S1L-306) TO CIP NO. STL-304 FOR SAID PURPOSE AJ.'ID AUTHORIZING THE EXPENDITURE OF ALL A V AILABLE HINDS IN THE PROJECT ~ DIRECTOR OF PUBLIC WORKS ~ ASSISTAJ.'-.fT CIT~' GER S) CITY MANAGE 4/STHS VOTE: YES r_ J NO 0 SUBMITTED BY: . REVIEWED BY: SUMMARY On January 21,2009, the Director of Public Works received sealed bids for the "Glenhaven Way Improvements between First Avenue and Amy Street in the City of Chula Vista, California (CIP No.: STL-304)" project. The work to be done consists of the sidewalk improvements and related street work along Glenhaven Way between First Avenue and Amy Street. The work also includes all labor, material, equipment, transportation, protection and restoration of existing improvements and traffic control necessary for the project as shown on the drawings. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed project for compliance with the National Environmental Policy Act (NEP A) and has determined that the project qualifies for a Categorical Exclusion (subject to 58.5) pursuant to Section 24 of the Code of Federal Regulations 58.35(a), subsection 1 [Acquisition, repair, improvement, reconstruction, or rehabilitation of public facilities & improvements; e.g. curbs, sidewalks, repaving streets] pursuant to Implementation Guidelines established by the U.S. Department of Housing and Urban Development (HUD). Additionally, the Environmental Review Coordinator has also 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 (c) [Existing Facilities] of the State CEQA Guidelines. Thus, no further environmental review is necessary. 4-1 2/17/09, Item~ Page 2 of 4 RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION The Southwestern Chula Vista Street Improvements (STL-306) project is an eXIstmg CIP established in Fiscal Year 2004/2005 and is programmed for needed street improvements in the Castle Park neighborhood in western Chula Vista. These improvements are funded through a $9.5 million HUD Section 108 Loan. The resolution proposed for City Council approval would authorize construction of full street improvements within Glenhaven Way between First Avenue and Amy Street and authorize a transfer in the amount of $1,040,434.25 from existing HUD Section Loan 108 funds into the project. The remaining funds from the Section 108 Loan will be utilized on future projects in the Ca~t1e Park neighborhood. The general scope of the Glenhaven Way project involves the excavation and grading, removal and disposal of existing improvements, installation of AC pavement, crushed aggregate base, curb, gutter, sidewalk, driveways, drainage improvements, pedestrian ramps, cold-planing, saw- cutting, street lighting, pavement striping and marking. The work also includes all labor, materials, equipment, transportation, protection of existing improvements and traffic control necessary for the project and other work necessary to complete the project. On January 21,2009, the City received and opened bids from 14 contractors as follows: CONTR~CTOR BID AJ"IOUNT 1. Hillcrest Contracting, Inc. - Corona, CA $516,812.25 2. Hazard Construction Company, Inc. - San Diego, CA $528,000.00 3. 3D Enterprises, Inc. - San Diego, CA $533,380.00 4. Southland Paving, Inc. - Escondido, CA $546,943.55 5. HT A Engineering & Construction, Inc. - Poway, CA $548,174.00 6. L.B. Construction, Inc. - San Diego, CA $551,110.00 7. MJC Construction - Bonita, CA $569,603.75 8. New Century Construction, Inc - Lakeside, CA $570,057.50 9. C & B Concrete - San Diego, CA Non-Responsive 10. Heffler Company, Inc. - National City, CA $576,481.50 11. Portillo Concrete, Inc. - Lemon Grove, CA $587,587.00 12. Zondiros Corp, Inc. - San Marcos, CA $595,100.00 13. Scheidel Contracting, Inc. - El Cajon, CA $618,679.65 14. Palm Engineering, Inc. - San Diego, CA $619,713.00 4-2 2/17/09, ItemL Page 3 of 4 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 the advice of the City Attorney's Office, it was determined that C & B Concrete, Inc., had not complied with the regulations and guidelines presented in the bid package, because they failed to provide the necessary documents. Thus, C & B Concrete, Inc. is declared to be non-responsive and their bid package is disqualified. Hillcrest Contracting, Inc., of Corona, CA submitted an acceptable bid package of $516,812.25, which is $176,467.75 (25%) below the Engineer's estimate of $693,280. The Engineer's estimate was based on average prices for similar types of work completed during the last three years. Staff has reviewed the low bid and recommends awarding a contract in the amount of $516,812.25 to Hillcrest Contracting. Design staff has verified the references provided by the contractor and has found their work to be satisfactory. The Contractor's License No. 471664 is current and active. Also for consideration is the authority of 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 contract amount for the subject project is $516,812.25. The corresponding maximum aggregate contract increase that may be approved by the Director of Public Works under Policy No. 574-01 is $39,177. Approval of tonight's resolution will increase the Director of Public Works' authority to approve change orders as necessary up to the contingency amount of $178,540, an increase of $139,363 and will authorize staff to expend all available contingencies and to increase the value of the contract, as necessary, as a result of unforeseeable conditions and unit quantity adjustments. Unforeseen conditions include such items as utility conflicts, hazardous materials, unexpected underground conflicts, etc. If the contingency funds are not used, then they will be returned to the project nmd balance. Disadvantaged Business Enterprise Goal The bid documents set forth participation requirements per Federal Regulation for meeting the disadvantaged and women-owned business goals. Jose Dorado, Community Development Specialist, has reviewed the bid documents submitted by the lowest bidder, Hillcrest Contracting, Inc. Staff also reviewed Hillcrest Contracting, Inc.'s eligibility status with regard to Federal procurement programs and the status of the State contractor's licenses. Hillcrest Contracting, Inc. is not listed as excluded from Federal Procurement Programs (list of parties excluded from Federal procurement or non-procurement programs as of February, 2006). Disclosure Statement Attached is a copy of the contractor's Disclosure Statement as Attachment 1. 4-3 2/17/09, Item~ Page 4 of 4 Wage Statement Contractors bidding on this project were required to pay prevailing wages to persons employed by them for work under this project. No special minority or women owned business requirements were necessary as part of the bid documents. However, the "Notice to Contractors" was sent to various trade publications in order to encourage disadvantaged businesses to bid on the project. DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council and has found no property holdings within 500 feet ofthe boundaries of the property, which is the subject ofthis action. FISCAL IMP ACT FliNDS REQUIRED FOR THE PROJECT A. Construction Contract Award Amount $516,812.25 (Hillcrest Contracting, Inc.) B. Contingencies (approximately 15% of total project costs) $178,540.00 C. City Staff Costs (approx. 33% of total project cost) $395,000.00 (Environmental, Design, Survey, Construction Inspection) D. City Oversight (ie: Soils Testing, Admin Cost) $100,000.00 E. Utilities $50,000.00 TOTAL FUNDS REQli'lRED FOR PROJECT 51,240,352.25 FUNDS A V AILABLE FOR THE PROJECT Existing Funds (Section 108 Loan Funds) - STLJ04 $199,918.00 Transfer from STLJ06 (Section 108 Loan Funds) to STLJ04 51,040,434.25 TOT AL FUNDS A V AILABLE FOR PROJECT $1,240,352.25 There is no direct fiscal impact to the General Fund as the funds for this project will be provided for by the Section 108 Loan, except for routine normal maintenance of the street facilities and storm water best management practices upon completion of the construction and one-year contractor maintenance period. ATT ACHMENTS 1. Contractor's Disclosure Statement Prepared by: Roberto Yano, Sr. Civil Engineer. Department of Public Works M:\General Services\GS Administration\Council Agenda\STL304 Glenhaven Way improvements\STL-304 Award A 113REV ml - 3.doc 4-4 ATTACHMENT / ClTY OF CHULA VISTA DISCLOSURE STATEMENT Pursuant to Council Pol.icy 101-0 I, prior to any action upon matters that will require discretionary action by the Council, Planning Commission and all other official bodies of the City, a sta~ent of disclosure of certain ov.nership or financial interests, payments, or campaign contributions for a City of Chula Vista election must be filed. Tne followini5 info~tion must be disclosoo: 1. List the names of all persons having a financial interest in the property that is the subject of the ~pplication or ':he contract, e.g., owner, applicant, contractor, subcontractor, material supplier. NONE 0 2. If any person" identified pursuant to (1) above is a corporation or partnership, list the names of all individuals with a $2000 investment in the business (corporation/partnership) 'entity. N/A 3. If any person" identified pursuant to (1) above is a non-profit organization or trust, list the names of any person se rving as director of the non-profit organization or as trustee or beneficiary or trustor of the trust N/A 4. Please identiJi' every person, including any agents, employees, consultants, or independent contractors you have ass: gned to represent you before the City in this marter. N/A 5. Has any persllo* associated with this contract had any financial dealings with an official** of the City ofChula Visill as it relates to this contract within the past 12 months? Yes_ No--X- 50 4-5 If Yes, briefly describe the nature of the financial interest the official" may have in this contract. N/A 6. Have you male a contribution of more than $250 within the past twelve (12) months to a current member oftb: Chula Vista City COWlCil? No ...:xYes _ If yes, which COWlcil member? 7. Have you provided more than $340 (or an item of equivalent value) to an official" of the Gty of Chula Vi5"~l in the past twelve (12) months? ('This includes being a source of income, money to retire a leiial debt, gift, loan, etc.) Yes -'- No X- If Yes, which official" and what waS the nature of item provided? Date: 01/2Q/2009 4 -- Signature of Contractor/Applicant GLENN J. SALSBURY, PRESIDENT Print or type name of Contractor/Applicant * Person is deemed as; any iodividual, firm, co-pa..-mership, joint veuture, association, social club, fraternal ofe"lIlization, corporatioo, estate, trust, receiver, syndicate, any other county, city, municipality, district, or other political subdivisioll, -or any other group or combination acting as a unit .. Official includes, but is not limited to: Mayor, Council member, Planning Commissioner, Member of l board, commission, Of committee of the City, employee, or staff members. 51 4-6 RESOLUTION NO. 2009- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE "GLENHA YEN WAY IMPROVEMENTS BETWEEN FIRST AVENUE Ai'lD AMY STREET IN THE CITY OF CHULA VISTA (CIP NO. STL- 304)" PROJECT TO HILLCREST CONTRACTING IN THE AMOUNT OF $516,812.25, APPROVING A BUDGET TRANSFER FROM EXISTING SOUTHWESTERN CHULA VISTA STREET l1\1PROVEMENTS PROJECT (STL-306) TO CIP NO. STL-304 FOR SAID PURPOSE AND AUTHORIZING THE EXPENDITURE OF ALL AVAILABLE FUNDS IN THE PROJECT WHEREAS, the project consists of the sidewalk improvements and related street work along Glenhaven Way between First Avenue and Amy Street in the City ofChula Vista; and WHEREAS, the work also includes all labor, material, equipment, transportation, protection and restoration of existing improvements and traffic control necessary for the project as shown on the drawings; and WHEREAS, City staff prepared plans and specifications for the "Glenhaven Way Improvements between First Avenue and Amy Street in the City of Chula Vista (CIP No.: STL- 304)" project; and WHEREAS, on January 21, 2009, fourteen bids were received as follows: CONTRACTOR BID AMOUNT I. Hillcrest Contracting, Inc. - Corona; CA $516,812.25 2. Hazard Construction Company, Inc. - San Diego, CA $528,000.00 3. 3D Enterprises, Inc. - San Diego, CA . $533,380.00 4. Southland Paving, Inc. - Escondido, CA $546,943.55 5. HTA Engineering & Construction, Inc. - Poway, CA $548,174.00 6. L.B. Construction, Inc. - San Diego, CA $551,110.00 7. MJC Construction - Bonita, CA $569,603.75 8. New Century Construction, Inc - Lakeside, CA $570,057.50 9. C & B Concrete - San Diego, CA Non-Responsive 10. Heffler Company, Inc. - National City, CA $576,481.50 II. Portillo Concrete, Inc. - Lemon Grove, CA $587,587.00 12. Zondiros Corp, Inc. - San Marcos, CA $595,1 00.00 13. Scheidel Contracting, Inc. - El Cajon, CA $618,679.65 14. Palm Engineering, Inc. - San Diego, CA $619,713.00 H:\ENG[NEER\R.ESOS\Resos2009\02.17..o9\Rcso STL.J04 AwatdREV.doc 4 - 7 Resolution No. 2009- Page 2 WHEREAS, Hillcrest Contracting, Inc., which was the apparent low-bidder upon bid opening, met the regulations and guidelines presented in the bid package and is declared to be responsive; and WHEREAS, the low bid by Hillcrest Contracting of $516,812.25 is $176,467.75 (25%) below the Engineer's estimate of$693,280; and WHEREAS, staff has reviewed the low bid and recommends awarding a contract in the amount of $516,812.25 to Hillcrest Contracting, Inc.; and WHEREAS, approval of tonight's resolution will increase the Director of Public Works authority to approve change orders as necessary and authorizing the expenditure of all available funds in the project. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista hereby accept bids and award contract for the "Glenhaven Way Improvements between First Avenue and Amy Street in the City of Chula Vista (CIP No.: STL-304)" Project to Hillcrest Contracting in the amount of $516,812.25, approving a budget transfer from existing Southwestern Chula Vista Street Improvements Project (STLO-306) to CIP No. STL-304 for said purpose, and authorizing the expenditure of all available funds in the project. Presented by Approved as to form by a:~/~ Bart C. Miesfeld? City Attorney D f f'v 7/ I Richard A. Hopkins Director of Public Works H:\ENGfNEER\RESOS\Resos2009\02-17..Q9\Rcso STL-J04 AwaniREV.do<: 4 - 8