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Home My WebLink About10 - Balboa Blvd Landscapingo�atiWPOR� CITY OF NE WPORT BEACH c'g41 Fp0.�,P City Council Staff Report Agenda Item No. 10 November 12, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department David A. Webb, Public Works Director 949 - 644 -3330, dawebb(ct7newportbeachca.gov PREPARED BY: Iris Lee, Senior Civil Engineer 949 - 644 -3323, ilee @newportbeachca.gov APPROVED: � Q TITLE: Balboa Boulevard Landscaping —Award of Contract No. 4842 ABSTRACT: Staff received construction bids for the Balboa Boulevard Landscaping project and is requesting City Council's approval to award a contract to GMC Engineering, Inc. RECOMMENDATIONS: 1. Approve the project drawings and specifications; 2. Declare the bids submitted by Pima Corporation and Environmental Construction, Inc. as non - responsive; 3. Award Contract No. 4842 to GMC Engineering, Inc., (GMC) for the total bid price of $2,247,357.75 and authorize the Mayor and City Clerk to execute the contract; 4. Establish a contingency of $224,642.25 (approximately 10 percent) to cover the cost of unforeseen work; and 5. Approve Budget Amendment No. 14BA -019 appropriating $590,000.00 from the unappropriated General Fund balance to Account No. 7013- C2002063 (Balboa Boulevard Landscaping). FUNDING REQUIREMENTS: Upon approval of the Budget Amendment, sufficient funds are available for this project. The contract costs will be expensed to the Balboa Boulevard Landscaping account 7013- C2002063 as follows: Balboa Boulevard Landscaping —Award of Contract No. 4842 November 12, 2013 Page 2 Account Description Account Number Amount Balboa Boulevard Landscaping 7013- C2002063 $ 2,475,000.00 Total: $ 2,475,000.00 Proposed uses are as follows: Vendor Purpose Amount GMC Engineering, Inc. Construction Contract $ 2,247,35715 GMC Engineering, Inc. Construction Contingency 224,642.25 GMU Geotechnical Geotechnical Testing and Inspection 3,000.00 Total: $ 2,475,000.00 DISCUSSION: Pursuant to the West Newport Citizen Advisory Panel and Neighborhood Revitalization Committee's vision to introduce beautification elements to the area, this contract focuses on landscape improvements along Balboa Boulevard between West Coast Highway and 23rd Street. The project will include removing existing vegetation to accommodate new landscaping, replacing existing outdated irrigation system, constructing asphalt and concrete improvements, introducing architectural features, and installing a new City gateway monument sign. At 10:00 A.M. on October 23, 2013, the City Clerk opened and read the following bids for this project: BIDDER Low Pima Corporation 2 GMC Engineering, Inc. 3 Environmental Construction, Inc. 4 KASA Construction, Inc. 5 Los Angeles Engineering, Inc. 6 Bravo Concrete Construction Services, Inc. TOTAL BID AMOUNT $2,002,142.00* $2,247,357.75 $2,417,201.00 ** $2,418,596.00 $2,437,764.00 * ** $3,620,986.82 As -read: * $2,020,648.00 ** $2,416,511.00 ** *$2,433,764.00 The apparent low bidder, Pima Corporation, failed to submit a completed bid proposal and acknowledgement of addendum, and its bid is therefore non - responsive. The second low bidder, GMC Engineering, Inc., submitted all the necessary forms and possesses a California State Contractors License Classification of "A ", as required by the project specifications. A check of GMC Engineering, Inc., references indicates satisfactory completion of similar projects for the City and other local municipalities. Balboa Boulevard Landscaping — Award of Contract No. 4842 November 12, 2013 Page 3 Although GMC's total base bid amount is 20 percent more than the Engineer's Estimate of $1,875,000.00, the relatively small deviation of the next three bids indicates GMC's bid of $2,247,357.75 reflects the market price to complete the contract improvements. A number of architectural features were included in the contract to address the community's desire to create an identity unique to West Newport. Due to the project's artistic nature and complications of working within the public right -of -way, the bid prices exceeded the Engineer's Estimate. Pursuant to the contract specifications, GMC Engineering, Inc, will have 120 consecutive working days to complete the project, followed by a 90 -day landscape maintenance period. The annual maintenance cost of the completed project is estimated to be $20,000.00. The City's Municipal Operations Department will be responsible for ongoing maintenance of the landscape improvements which will increase the General Fund budget by $20,000.00 beginning in FY 2014 -15. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act ( "CEQA ") pursuant to Section 15304(b) (new landscaping and replacement of existing landscaping) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. NOTICING: The agenda item has been noticed according to the Brown Act the meeting at which the City Council considers the item). Tha this project was advertised in the City's official publication anc publications. Submitted by: David A. Webb Public Works Director (72 hours in advance of Notice Inviting Bids for in construction industry Attachments: A. Location Map B. GMC Engineering, Inc.'s Notice of Bid Protest C. Budget Amendment to m -_ 2 NOT TO SCALE WEST NEWPORT LANDSCAPING PROJECT BALBOA BOULEVARD BEAUTIFICATION LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C -4842 1 11/12/13 =t� s s r I Attn: Iris Lee — Project Manager Re: West Newport Landscaping Project — Balboa Blvd Beautification (C -4842) Sealed Bids received at the office of City Clerk: Wed, 10/23/13 @ 10 AM Notice of BID PROTEST Dear Ms. Lee: ATTACHMENT B The intention of this letter is to serve as our official Notice of BID PROTEST with regard to the above referenced project, which bid to the City of Newport Beach at 10:00 AM this morning. The bids were publicly opened and Pima Corporation was the apparent low bidder. At the conclusion of the bid opening, we requested to review Pima's bid package as a matter of public record. Based on our review, it is our contention that the bid submitted by Pima is "non- responsive" for the following reasons. First, Pima's proposal did not include any pricing for Bid Item 436 (Pavement Markings & Striping) and Bid Item #38 (Import Top Soil) — see attached photo of page PR -7 of Pima's proposal. This alone should be sufficient grounds for considering their bid to be "non- responsive" since their proposal did not include the full scope of work and the total price cannot be tabulated. Essentially, they have submitted an incomplete bid. Additionally, Pima's bid package did not include a signed copy of Addendum No. I, which clearly states that "bidders must sign this Addendum No. 1 and attach it to the bid proposal. Bid may not be considered unless this signed Addendum No. 1 is attached." Finally, Pima only listed two (2) subcontractors in their proposal (Cal Stripe for Striping and AT &TZ for Electrical) — see attached photo of Pima's Designation of Subcontractors. However, there are certain specialty items of work that are part of this project, such as Surveying and the Sign for the Serpentine Wall, that Pima would not qualified or licensed to perform, but are not listed on the Designation of Subs. In consideration of the above information, we trust the City will find GMC Engineering Inc. as the lowest responsible bidder and award the contract accordingly. GMC Engineering Inc. has a substantial track record of having successfully completed numerous projects for various public agencies, including the City of Newport Beach. We look forward to your response. Respectfully submitted, GMC Engineering, Inc f Gennady Chizhil< President Enclosures 1401 Warner Avenue, Suite B, Tustin, California 92780 * (714) 247 -1040 * Fax (714) 247 -1041 City of Newport Beach NO. BA- 14BA -019 BUDGET AMENDMENT 2013 -14 AMOUNT: $5so,000.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance �X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance Transfer Budget Appropriations No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues PX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations in the amount of $590,000 for the Balboa Blvd. Landscaping Project from General Fund reserves. The project will include removing existing vegetation for new landscaping, replacing outdated irrigation systems, constructing asphalt and concrete improvements, including architectural features, and installino a new Citv aatewav monument sign. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 010 3605 REVENUE ESTIMATES (360 1) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Amount Description Debit Credit General Fund - Fund Balance $590,000.00 Description Signed: Q/ of i ancial Ap roval: Finance r Signed: Administra ive Approval: City Manager Signed: City Council Approval: City Clerk $590,000.00 /19-30—/ Date t'�Y t� 11a Date Date Description Division Number 7013 General Fund - Capital Street Projects Account Number C2002063 Balboa Blvd. Landscaping Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Signed: Q/ of i ancial Ap roval: Finance r Signed: Administra ive Approval: City Manager Signed: City Council Approval: City Clerk $590,000.00 /19-30—/ Date t'�Y t� 11a Date Date