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Home My WebLink About2010/09/28 Item 9 CITY COUNCIL AGENDA STATEMENT ~lft- CITYOF ~== (HUlA VISTA 9/28/10, Item q ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE "TRAFFIC SIGNAL MODIFICATION AT "E" STREET AND FIRST AVENUE (TF349)" PROJECT TO HMS CONSTRUCTION, INC. IN THE AMOUNT OF $319,362, APPROPRlA TING FUNDS IN THE AMOUNT OF $ 1 LJO,OOO FROM THE AVAILABLE TRAFFIC SIGNAL FUND BALA1'\1CE, AND AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXPEND ALL AVAILABLE FUNDS E PROJECT REVIEWED BY: DIRECTOR OF PUBLIC WORKS ASSISTANT DIRECTOR OF ENGINE CITY MANAGE~ ASSISTANT CI;~"'~AGER ~) SUBMITTED BY: 4/5THS VOTE: YES ~ NO D SUMMARY On September 8, 2010, after a public biding process, the Director of Public Works received two (2) sealed bids for the "Traffic Signal Modification at 'E' Street and First Avenue in the City ofChula Vista, California (TF349)" Project. The project is included in the Capital Improvement Program (CIP) budget to provide protected left-turn phasing and to improve the drivability of "E" Street at the intersection. The proposed action would award the contract to HMS Construction, Inc., appropriate additional funds into the project, and authorize the Director of Public Works to expend all available funds in the project. ENVIRONMENT AL REVIEW The EnVironmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has detemlined that the project qualifies for a Class 1 categorical exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines. Thus, no further environmental review is necessary. RECOMMENDATION Council adopt the resolution. BOARDS/COMiVIlSSION RECOlVllVlENDA TION Not applicable. 9-1 9/28110, Item~ Page 2 of 3 DISCUSSION The "Traffic Signal Madification at "E" Street and First Avenue praject" (TF349) cansists 0,1' the installatlan 0,1' protected left-turn phasing for "E" Street, updated equipment far the entire traffic signal system, new cancrete pedestrian improvements at the intersectian, and redesigned cross gutter and roadway vertical alignment alang "E" Street. In accardance with the City's Starm Water Manual, the extent af the propased roadway recanstructlOn requires that a starm water quality technical repart be prepared, which identified that a starm water treatment facility (Madular Wetland System) must be included in the scape afwark. On September 8, 2010, the Director af Public Warks received a tatal af three (3) bids far the praject. Two, (2) bids were received sealed priar to, the 2:00 p.m. deadline. One (1) bid was receIved unsealed and after the deadline; therefare, that bid was deemed to, be nan-respansive. The fallawing table summarizes the bids received: TOTAL SUBMITTED CONTRACTOR BID 1 HMS Canstructian, Inc. -Ramana, CA $319,362 ) Lekas Electric, Inc - El Cajan, CA $332,710 3 PTM General Engineering Services, Inc. - Nan-respansive Riverside, CA The law bid submitted by HMS Canstruetian, Tnc. is belaw the Engineer's estimate af $345,000 by $25,638, ar approximately 7.4%. The Cantractor has satisfactarily perfanned canstructian projects af similar scape far the City in the past. The Cantractor's License No" 765590 is current and active. Staff has reviewed the law bid and detemlined the bid package was camplete, with no, errars 0,1' amissians; therefare, statl recammends awarding a cantract in the amaunt 0,1' $319,362 to, HMS Canstructian, Inc. Due to, the requirements as set farth in the City's Starm Water Manual, the design and canstructJan casts for this project increased significantly due to, the research and preparatian af a Stann Water Quality Technical Repart, and the required installatian af a starm water treatment facihty far this project. Unfareseen design camplicatians related to, extremely paar native sail canditians and canflicts with shallaw undergraund utilities further increased design and canstructian casts fram what was ariginally estimated far this praject. Therefare, due to, the increased scape and camplexity 0,1' thIS project, it is necessary to, appropriate additianal funds in the amaunt af $190,000 from the unallacated balance af Traffic Signal Fund to, camplete the canstructian afthis project. The prapased resalutian wauld also, autharize the Directar af Public Warks to, approve change arders aver and abave existing palicy limits. Under City Cauncil Palicy No,. 574-01, if an individual change arder causes the cumulative increase in change arders to, exceed the Directar's autharity ("Maximum Aggrcgate Increase in Change Orders"), then City Cauncil approval is reqUIred. The carresponding maximum aggregate cantract increase that may be approved by the Director of Public Warks under Palicy No. 574-01 is $25,355. Approval of the propased 9-2 9/28/10, Item---1- Page 3 of 3 resolution would increase the Director of Public Works' authority to approve change orders, as necessary, up to the contingency amount of$48,000 an increase of $22,645 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 eosts 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, unexpected underground conflicts, etc. If the contingency funds are not used, then they will be returned to the project fund balance. Disclosure Statement Attachment I 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. CURRENT YEAR FISCAL IMPACT Therc is no impact to the Gencral Fund as this project is funded in its entirety by Traffic Signal Funds. A breakdown of the project construction eosts is as follows: FUNDS REQUIRED FOR CONSTRUCTION A. Contract Amount $319,362 B. Contingencies (15%) $48,000 C. Construction Inspection Staff Cost $30,000 D. Design & Survey Staff Cost $150,000 E. Geotechnical/Soil testing $12,638 TOTAL FUNDS REQUIRED FOR CONSTRUCTION $560,000 I FUNDS A V AILABLE FOR CONSTRUCTION I Traffic Signal Fund $370,000 Additional Appropriation (Traffic Signal Fund) $190,000 I TOTAL FUNDS AVAILABLE $560,000 I ON-GOING FISCAL IMPACT Upon completion of the project, changes in maintenance and operation costs for the traffic signal will be negligible from current costs. The Pubhc Works department will incur maintenance cost ill the range of $500 to $1,000 annually for the Modular Welland System installed with this project. ATTACHMENTS 1. Contractor's Disclosure Statement Prepared bv. Boushra Salem, Public Works-Engineering Department j"\Englllt'er',/ICENDA\GIS2010\O?-28 lV\lF349 Contmct 1I,1'(1rd CASdoc 9-3 - ATIACHMENf i ..... ,,' " .......".,..J City of Chula Vista Disclosure Statement Pursuant to Council Policy 101-01, 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 statement of disclosure of certain ownership or [mancial interests, payments, or campaign contributions for a City of Chula Vista election must be filed. The following information must be disclosed: I. List the names of all persons having a financial interest in the property that is the subject of the application o~co If- e.g., owner, applicant, contractor, subcontractor, material supplier. 2. 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. I n If} 3. If any person* identified pursuant to (1) above is a non-profit organization or trust, list the names of any person serving as director of the non-profit organization or as trustee or beneficiary or trustor of the trust. I n Ii} I 4. Please identify every person, including any agents, employees, consultants, or independent contractors you have assigned to represent you before the City in this matter. I II Ii}- I 5. Has any person* associated with this contract had any financial dealings with an official" ~ City ofChula Vista as it relates to this contract within the past 12 months? Yes_ No 19 Q:\Engineering\All Projects\TF\TF349~ First & E\CONTRACT & SPECS\TF349 Contract-FINALpcm.doc 9-4 If Yes, briefly describe the nature of the financial interest the official** may have in this contract. J/11- 6. Have you made a contribution of more than $250,N;ithin the past twelve (12) months to a current member of the Chula Vista City Council? No Jties _If yes, which Council 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 twelve (12) months? (Thisjilcludes being a source of income, money to retire a legal debt, gift, loan, etc.) Yes _ No-1L If Yes, which official'* and what was the nature of item provided? /VI/!- Date: 9~/~(o Signature of Con lfJiM . ~{C~~of' (~cant * Person is defmed as: any individual, finn, 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 gr~:mp or combination acting as a unit. ** Official includes, but is not limited to: Mayor, Council member, Planning Commissioner, Membcr ofa board, commission, or committee of the City, employee, or staff members. 20 Q:\EngineeringWl Projects\TF\TF349- First & E\CONTRA.CT & SPECS\TF349 Contract-FINAL.pcm.doc 9-5 RESOLUTION NO. 2010- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE "TRAFFTC SIGNAL MODIFTCA nON AT "E" STREET AND FIRST AVENUE (TF349)" PROJECT TO HMS CONSTRUCTION, INC. IN THE AMOUNT OF $319,362, APPROPRIATING FUNDS IN THE AMOUNT OF $190,000 FROM THE AVAILABLE TRAFFIC SIGNAL FUND BALANCE, AND AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXPEND ALL A V ATLABLE FUNDS IN THE PROJECT WHEREAS, this project is included in the Capital Improvement Program (CIP) budget to provide protected left-turn phasing and to improve the drivability of "E" Street at the intersection; and WHEREAS, On September 8, 2010, after a public biding process, the Director of Public Works received two (2) sealed bids for the "Traffic Signal Modification at "E" Street and First Avenue in the City of Chula Vista, California (TF349)" Project; and WHEREAS, the Director of Public Works received two (2) bids as follows: TOT AL SUBMITTED CONTRACTOR BID 1 HMS Construction, Inc. -Ramona, CA $319,362 2 Lekos Electric, Inc. - El Cajon, CA $332,710 , PTM General Engineering Services, Inc. - Non-responsive ~ Riverside, CA WHEREAS, the low bid submitted by HMS Construction, Tnc. is below the Engineer's estimate of $345,000 by $25,638.00, or approximately 7.4%; and WHEREAS, the Contractor has satisfactorily performed construction projects of similar scope for the City in the past; and WHEREAS, staff has reviewed the low bid and recommends awarding a contract to HMS Construction, Inc. of Ramona, California; and WHEREAS, due to the increased scope and complexity of this project, it is necessary to appropriate additional funds in the amount of $190,000 to complete the construction of this project; and WHEREAS, in order to approve change orders as necessary, staff is requesting City Council waive Council Policy No. 574-01. 9-6 Resolution No. Page 2 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby accept bids and awards a contract for the 'Traffic Signal Modification at "E" Street and First Avenue (TF349)" to HMS Construction, Inc. BE IT FURTHER RESOLVED, that the City Council of the City of Chula Vista does, authorize an appropriation in the amount of $190,000 from the Traffic Signal Fund into the Proj eel. BE IT FURTHER RESOLVED, that the City Council of the City of Chub Vista does hereby waive Council Policy 574-01 and authorize the Director of Public Works to approve change orders, as necessary, and expend all available contingency funds in the proje / Richard A. Hopkins Director of Public Works Presented by 9-7