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Home My WebLink About04 - Community Youth Center Parking Lot RehabCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 4 March 10, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Fong Tse, Principal Civil Engineer 949- 644 -3321 orftse @city.newport- beach.ca.us SUBJECT: COMMUNITY YOUTH CENTER PARKING LOT REHABILITATION - AWARD OF CONTRACT NO. 4132 Recommendations: 1. Approve the project plans and specifications. 2. Award Contract No. 4132 to L.M.T. Enterprises, Inc., dba Tyner Paving Company for the Total Bid Price of $107,830.00 and authorize the Mayor and the City Clerk to execute the contract. 3. Establish an amount of $7,170.00 (6.6 %) to cover the cost of unforeseen work. Discussion: At its January 27, 2009 regular meeting, the City Council rejected all bids previously received for this project due to a clerical error made by City staff and directed staff to re- advertise the work. At 10:00 a.m. on February 12, 2009, the City Clerk opened and read the following bids for this project: BIDDER TOTAL BID AMOUNT Low L.M.T. Enterprises, Inc., dba Tyner Paving Company $107,830.00 2 D & L Paving $107,905.00 3 All American Asphalt $108,298.00 4 Hillcrest Contracting $111,495.00 5 E.C. Construction Company $123,927.00 6 Golden State Constructors, Inc. $126,471.00 7 Elite Bobcat Services, Inc. $127,300.00 8 GMC Engineering, Inc. $128,000.00 9 Century Paving, Inc. $128,787.00` Community Youth Center Packing Lot Rehabilitation —Award of contract No. 4132 March 10, 2009 Page: 2 10 NPG Corporation 11 Haitbrink Asphalt Paving, Inc. 12 Hardy & Harper, Inc. 13 Excel Paving Company $137,999.00 $138,217.70 $149,000.00 $149,958.00 Corrected Bid Amount is $128,727.00 The low total bid amount is two percent (2 %) percent below the $110,000 Engineer's Estimate. The low bidder, Tyner Paving Company, possesses a California State Contractor License Classification "A" as required by the project specifications. A check of the Contractor's references indicates they have satisfactorily completed similar paving projects for other local public agencies. The existing Community Youth Center (CYC) parking lot is heavily used by Harbor View Elementary School students and parents and CYC users. Although the existing parking lot has served its purposes for many years, its perpendicular parking configuration is not the most efficient design for high volume student drop -off and pick -up queuing on schooldays. This rehabilitation project will extend the existing parking lot pavement eastward to accommodate a circular drive aisle for improved traffic flow and curb -side loading and unloading. The existing pavement ribbon gutter will be eliminated for improved surface drainage. The portion of Iris Avenue roadway adjacent to the Grant Howald Park athletic field will be striped to maintain the current overall number of parking spaces available at the site. With improved traffic circulation and ease of use, staff is hopeful that parents will use this parking lot as an alternate drop -off and pick -up location which could potentially reduce some of the routine congestion on Goldenrod Avenue during peak periods on school days. Pursuant to the Contract Specifications, Tyner will have twenty -five consecutive working days to complete the construction. Since the parking lot must be completed when the CYC reopens, the contract allows Tyner to work after -hours to expedite work completion. Liquidated damages in the amount of $1,000 per calendar day will be assessed if Tyner fails to complete the work within the allotted time. Environmental Review: The project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Implementing Guidelines. This exemption covers the repair, maintenance and minor alteration of existing public facilities with negligible expansion. Community Youth Center Parking Lot Rehabilitation —Award of Contract No. 4132 March 10, 2009 Page: 3 Public Notice: The Notice Inviting Bids was advertised in the City's official publication and in construction industry publications. Prior to starting work two City prepared notices are distributed by the contractor to both residents and the nearby elementary school. The first notice will be distributed ten days before work and the second notice 48 hours prior to starting work. Other Costs: In addition to the contract costs, $1,000 is included for printing and other incidentals. Surveying, geotechnical engineering, and consultant inspection services are not required for this project. Funding Availability: There are sufficient funds available in the following account(s) for the project: Account Description General Fund Proposed uses are as follows: Vendor Tyner Paving Company Tyner Paving Company Various Prepared Account Number 7011- C4120806 Total: Amount $ 116,000.00 $ 116,000.00 Purpose Amount Construction Contract $ 107,830.00 Construction Contingency $ 7,170.00 Printing and Incidentals $ 1,000.00 Total: $ 116,000.00 Submitted Fcfng Jr;#e -�S hen G. Badum Princoal Civil Engineer ublic Works Director Attachment: Project Location Map January 13, 2009 Reject All Bids Council Report A PP OV (. CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT dyt CNity Council Ageri�a Itearr,o.ge io January 27, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Fong Tse, Principal Civil Engineer 949- 644 -3321 orftse @city.newport- beach.ca.us SUBJECT: COMMUNITY YOUTH CENTER PARKING LOT REHABILITATION — REJECT ALL BIDS FOR CONTRACT NO. 4132 Recommendations: 1 _ Reject all received bids_ 2. Direct staff to re- advertise the project for bids. 3. Direct staff to return the Cashier's Check (Bid Bond) in the amount of $12,500.00 submitted by Frank Shariat General Engineering_ Project Description: The existing Community Youth Center (CYC) parking lot is used by Harbor View Elementary School students, parents and CYC users. This parking lot, with its perpendicular parking configuration and dead -end design, does not efficiently serve the center in accommodating the high volume of student drop -off and pick -up queuing on school days. A rehabilitation project has been developed to extend the existing parking lot pavement eastward to accommodate a circular drive aisle for improved traffic flow and curb -side loading and unloading. The portion of Iris Avenue roadway adjacent to the Grant Howald Park athletic field will be striped to maintain the current overall number of parking spaces available on site. With improved traffic circulation and ease of use, staff is hopeful that parents will use this parking lot as an alternate drop -off and pick -up location which could potentially reduce some of the routine congestion on Goldenrod Avenue during peak periods on schooldays. Discussion on Bid Rejection: Two projects were scheduled to bid on January 12, 2009, one at 10:00 am and one at 11:00 am. The CYC Parking Lot Rehabilitation was scheduled for 10:00 am. Due to duplicate printing of the above bid package, an error in submittal times occurred. After the 10:00 am bid opening, the City Clerk's Office notified Public Works that two contractors submitted bids on the CYC Parking Lot Rehabilitation for an 11:00 bid opening. Upon consultation with the City Attorney's Office, these two bids were opened. Community Youth Center Parking Lot Rehabilitation - Reject All Bids For Contract No. 4132 January 27, 2009 Page: 2 NPG, Inc. (NPG) who submitted the bid at 11:00 am was the apparent low bidder with a bid of $99,534.00. Staff spoke to NPG and NPG admitted attending the 10:00 am bid opening. While NPG did not confirm nor deny hearing the bid prices read during the 10:00 am bid opening, Staff could not confirm NPG's claim that its bid package was sealed before the 10:00 am bid opening as it was time stamped by the City Clerk's office at 10:29 am. NPG's bid package did contain a "Notice Inviting Bids" page that showed an 11:00 am bid opening. In light of the confusion over the bid opening time and the inability of Staff to prove conclusively that NPG's bid was not revised before it was accepted by the City Clerk's Office, Staff recommends that all bids be rejected to avoid any sense of impropriety and the project be re- advertised. The reason for this highly unusual situation is as follows: the draft copy of the bid package originally called for an 11:00 am opening. When it was discovered that another project had a bid opening on the same day and time, the CYC bid packages were hand corrected to change the bid opening to 10:00 am. Unfortunately, five bid packages with the 11:00 am bid opening that were stored in a back area were'overtooked. When additional bid packages were needed, these uncorrected bid packages were released to bidders. Staff believes that with a two week re- advertisement, the project can still be completed around the time of the CYC reopening. Prepared by: Submitted by: Fon T e Stephen G. adum Prin .i al Civil Engineer Public Works Director GRANT HOWALD PARK PROJECT rn J u+ ZP LOCATION MAP NOT TO SCALE COMMUNITY YOUTH CENTER PARKING LOT REHABILITION 3000 FIFTH AVENUE, CORONA DEL MAR C -4132