HomeMy WebLinkAbout10 - Community Youth Center Parking Lot RehabilitationCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 10
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 overlooked. 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:
Civil Engineer
Submitted by: