HomeMy WebLinkAbout10 - 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accommodate new landscaping, replacing existing outdated irrigation system,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