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HomeMy WebLinkAboutAgenda Report - February 12, 2019 B-01TM CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM AGENDA TITLE: Adopt Resolution Rescinding Resolution No. 2018-25, Rejecting All Bids, Approving Plans and Specifications, Authorizing Re -Advertisement for Bids, Authorizing City Manager to Award Contract to Lowest, Responsive Bidder for Lockeford Street Improvement Project ($3,400,000), and Appropriating Funds ($3,750,000) MEETING DATE: February 12, 2019 (Special Meeting) PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution rescinding Resolution No. 2018-25, rejecting all bids, approving plans and specifications, authorizing re -advertisement for bids, authorizing City Manager to award Contract to lowest, responsive bidder for Lockeford Street Improvement Project, in an amount not -to -exceed $3,400,000, and appropriating funds in the amount of $3,750,000. BACKGROUND INFORMATION: Council approved the plans and specifications and authorized advertisement for bids on March 7, 2018. This project consists of reconstructing Lockeford Street from the Union Pacific Railroad to Cherokee Lane. The reconstructed roadway will provide bike lanes, a two-way left turn lane, a traffic signal at Stockton Street, sidewalk along both sides of the road, improved lighting, and replacement of a 70 -year old water main. The City received the following eight bids on January 23, 2019: Bidder Engineers Estimate A.M. Stephens George Reed, Inc. United Pavement Maintenance Granite Construction DDS dba Knife River Construction McGuire and Hester Sierra National Construction DOD Construction Location Lodi Modesto Hughson Sacramento Stockton Sacramento Carmichael Bakersfield Above/(Below) Bid Engineer's Estimate $3,125,360.00 $2,999,836.00 ($125,524.00) $3,023,539.00 ($101,821.00) $3,312,348.00 $186,988.00 $3,350,746.00 $225,386.00 $3,434,380.00 $309,020.00 $3,469,674.00 $344,314.00 $3,990,569.00 $865,209.00 $4,410,295.00 $1,284,935.00 Staff performed a review of the bid documents from the lowest three bidders. The review, specifically the Disadvantaged Business Enterprise participation, is based on Title 49 of the Code of Federal Regulation, Appendix A to Part 26 "Guidance Concerning Good Faith Efforts," combined with the Caltrans Exhibit 9-E "Sample Evaluation of Good Faith Efforts." Based on the bid review findings, it is likely that proceeding with award will result in a bid protest causing a project delay. This delay will jeopardize construction in 2019, as the project needs to be paved prior to the September start of the Grape Festival. If the project is not constructed in 2019, Federal funding for this project ($2,984,288) could be compromised. APPROVED: Stephen Schwat5auer, City Manager K:\WP\PROJECTS\STREETS\Lockeford St\Widening Project\CSA — Reject -Rebid doc 2/7/2019 Adopt Resolution Rescinding Resolution No. 2018-25, Rejecting All Bids, Approving Plans and Specifications, Authorizing Re -Advertisement for Bids, Authorizing City Manager to Award Contract to Lowest, Responsive Bidder for Lockeford Street Improvement Project ($3,400,000), and Appropriating Funds ($3,750,000) February 12, 2019 (Special Meeting) Page 2 On March 7, 2018, City Council adopted Resolution No. 2018-25 (Exhibit A) authorizing the City Manager to award the contract on this project to the lowest responsive bidder, in an amount not to exceed $3,300,000. Staff is recommending that Resolution No. 2018-25 be rescinded due to changes in project funding. The specifications are on file in the Public Works Department. The planned re -bid opening date is March 13, 2019. The estimate remains at $3,125,360. Adopt resolution rescinding Resolution No. 2018-25, rejecting all bids, approving plans and specifications, authorizing re -advertisement for bids, authorizing City Manager to award Contract to lowest, responsive bidder for Lockeford Street Improvement Project, in an amount not -to -exceed $3,400,000, and appropriating funds in the amount of $3,750,000. The authorization to award is contingent on receipt of authorization from Caltrans. FISCAL IMPACT: There will be a slight increase in long-term maintenance associated with the traffic signal and street lights, and a short-term decrease in street and water maintenance costs. Approximately 80 percent of the project's funding is Federal. This project does not impact the General Fund. FUNDING AVAILABLE: Requested appropriation RSTP Grant (30799000): $2,708,288 CMAQ Grant (30799000). $ 276,000 Gas Tax (30299000): $ 215,712 Storm Fund (23199000): $ 150,000 Water Fund (56100000): $ 400,000 TOTAL: $3,750,000 nd rew Keys Deputy City Manager/Internal Services Director Prepared by Sean Nathan, Senior Civil Engineer CES/SN/tdb Attachment cc: Deputy Public Works Director/City Engineer Public Works Management Analyst cQ, - Charles E. Swimley, Jr. Public Works Director K:\WP\PROJECTS\STREETS\Lockeford St\Widening Project\CSA — Reject-Rebid.doc 2/7/2019 RESOLUTION NO. 2018-25 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO AWARD THE CONTRACT FOR THE LOCKEFORD STREET IMPROVEMENT PROJECT TO THE LOWEST RESPONSIVE BIDDER; AND FURTHER APPROPRIATING FUNDS WHEREAS, this project consists of reconstructing East Lockeford Street from the Union Pacific Railroad (UPRR) tracks to Cherokee Lane; providing for bike lanes, a two-way left -turn lane, a traffic signal at Stockton Street, sidewalk along both sides of the street, and improved lighting; removing the railroad crossing "humps" in Stockton Street and Washington Street; and replacing the 70 -year old water main in Lockeford Street; and WHEREAS, this project will not be removing any trees and will maintain access to the local businesses and residents within the limits of work; and WHEREAS, staff intends to schedule the project so that the street is paved for the 2018 Grape Festival; and WHEREAS, under normal circumstances, there are a number of procedural and contractual steps that must take place between the time bids are received and issuing the Notice to Proceed, including a Council action awarding the contract, obtaining Caltrans approvals, sending and receiving all contract documents back from contractor (contract, insurance, bonds, etc.), holding a pre -construction meeting, and allowing the contractor time to schedule and mobilize their crew, normally taking between six and eight weeks; and WHEREAS, by authorizing the City Manager to award the construction contract, the Notice to Proceed could be issued approximately three weeks earlier, increasing the chances of starting construction in May 2018 and completing the project in time for the 2018 Grape Festival; and WHEREAS, staff recommends adopting a resolution authorizing the City Manager to award the contract for the Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,300,000; and WHEREAS, staff further recommends appropriating funds in the amount of $1,526,018, from Regional Surface Transportation Program (RSTP) Grant fund balance (30799000), $276,000 from Congestion Mitigation and Air Quality Improvement Program (CMAQ) Grant fund balance (30799000), $600,000 from Transportation Development Act (TDA) Streets fund balance (30599000), $397,982 from Gas Tax fund balance (30299000), and $100,000 from Storm Fund fund balance (23199000) for Fiscal Year 2017/18. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to award the contract for the Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,300,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to continue budget authority up to the full amount of the $3,300,000 for this project from fiscal year to fiscal year until such point as the project is complete and is accepted by Council. At such time, all unspent budget authority will return to the fund for re -appropriation by the City Council; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize an appropriation for Lockeford Street Improvement Project, in the amount of $2,900,000, as set forth above; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute the contract on behalf of the City of Lodi. Dated: March 7, 2018 I hereby certify that Resolution No. 2018-25 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 7, 2018, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None lVNIFEF) . FERRAIOLO ity Clerk 2018-25 RESOLUTION NO. 2019-14 A RESOLUTION OF THE LODI CITY COUNCIL RESCINDING RESOLUTION NO. 2018-25; REJECTING ALL BIDS; APPROVING PLANS AND SPECIFICATIONS; AUTHORIZING RE -ADVERTISEMENT FOR BIDS; AUTHORIZING THE CITY MANAGER TO AWARD CONTRACT TO LOWEST RESPONSIVE BIDDER FOR LOCKEFORD STREET IMPROVEMENT PROJECT; AND FURTHER APPROPRIATING FUNDS WHEREAS, this project consists of reconstructing East Lockeford Street from the Union Pacific Railroad (UPRR) tracks to Cherokee Lane; providing for bike lanes, a two-way left turn lane, a traffic signal at Stockton Street, sidewalk along both sides of the street, and improved lighting; removing the railroad crossing "humps" in Stockton Street and Washington Street; and replacing the 70 -year old water main in Lockeford Street; and WHEREAS, Council approved the plans and specifications and authorized advertisement for bids on March 7, 2018; and WHEREAS, the City received the following eight bids on January 23, 2019: Above/(Below) Bidder Bid Engineer's Estimate A.M. Stephens Construction $2,999,836 ($125,524) George Reed, Inc. $3,023,539 ($101,821) United Pavement Maintenance $3,312,348 $186,988 Granite Construction $3,350,746 $225,386 DSS dba Knife River Construction $3,434,380 $309,020 McGuire and Hester $3,469,674 $344,314 Sierra National Construction $3,990,569 $865,209 DOD Construction $4,410,295 $1,284,935 WHEREAS, staff performed a review of the bid documents from the lowest three bidders, specifically the Disadvantaged Business Enterprise participation, based on Title 49 of the Code of Federal Regulation, Appendix A to Part 26 "Guidance Concerning Good Faith Efforts," combined with the Caltrans Exhibit 9-E "Sample Evaluation of Good Faith Efforts;" and WHEREAS, based on the bid review findings, it is likely that proceeding with award will result in a bid protest causing a project delay, jeopardizing construction in 2019, as the project needs to be paved prior to the September start of the Grape Festival; and WHEREAS, if the project is not constructed in 2019, Federal funding for this project ($2,984,288) could be compromised; and WHEREAS, on March 7, 2018, City Council adopted Resolution No. 2018-25 (Exhibit A) authorizing the City Manager to award the contract on this project to the lowest responsive bidder, in an amount not to exceed $3,300,000; and WHEREAS, staff recommends that City Council rescind Resolution No. 2018-25; and WHEREAS, staff also recommends that City Council reject all bids for the Lockeford Street Improvement Project; and WHEREAS, staff also recommends City Council authorize the City Manager to award the contract for Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,400,000; and WHEREAS, staff also recommends that City Council appropriate funds in the amount of $3,750,000, with $2,708,288 from RSTP Grant fund balance (30799000), $276,000 from CMAQ Grant fund balance (30799000), $215,712 from Gas Tax fund balance (30299000), $150,000 from Storm Fund balance (23199000), and $400,000 from Water Fund balance (56100000) for Fiscal Year 2018/19. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby rescind Resolution No. 2018-25; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby reject all bids for the Lockeford Street Improvement Project; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to award the contract for Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,400,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute the contract on behalf of the City of Lodi; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to continue budget authority up to the full amount of the $3,400,000 for this project from Fiscal Year to Fiscal Year until such point as the project is complete and is accepted by Council. At such time, all unspent budget authority will return to the fund for re -appropriation by the City Council; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize an appropriation for the Lockeford Street Improvement Project, in the amount of $3,750,000, as set forth above. Dated: February 12, 2019 I hereby certify that Resolution No. 2019-14 was passed and adopted by the City Council of the City of Lodi in a special meeting held February 12, 2019, by the following vote: AYES: COUNCIL MEMBERS — Johnson, Kuehne, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Mounce and Nakanishi ABSTAIN: COUNCIL MEMBERS — None r1 'StANA4.4 JE. NIFER . FERRAIOLO City Clerk 2019-14 RESOLUTION NO. 2018-25 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO AWARD THE CONTRACT FOR THE LOCKEFORD STREET IMPROVEMENT PROJECT TO THE LOWEST RESPONSIVE BIDDER; AND FURTHER APPROPRIATING FUNDS WHEREAS, this project consists of reconstructing East Lockeford Street from the Union Pacific Railroad (UPRR) tracks to Cherokee Lane; providing for bike lanes, a two-way left -turn lane, a traffic signal at Stockton Street, sidewalk along both sides of the street, and improved lighting; removing the railroad crossing "humps" in Stockton Street and Washington Street; and replacing the 70 -year old water main in Lockeford Street; and WHEREAS, this project will not be removing any trees and will maintain access to the local businesses and residents within the limits of work; and WHEREAS, staff intends to schedule the project so that the street is paved for the 2018 Grape Festival; and WHEREAS, under normal circumstances, there are a number of procedural and contractual steps that must take place between the time bids are received and issuing the Notice to Proceed, including a Council action awarding the contract, obtaining Caltrans approvals, sending and receiving all contract documents back from contractor (contract, insurance, bonds, etc.), holding a pre -construction meeting, and allowing the contractor time to schedule and mobilize their crew, normally taking between six and eight weeks; and WHEREAS, by authorizing the City Manager to award the construction contract, the Notice to Proceed could be issued approximately three weeks earlier, increasing the chances of starting construction in May 2018 and completing the project in time for the 2018 Grape Festival; and WHEREAS, staff recommends adopting a resolution authorizing the City Manager to award the contract for the Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,300,000; and WHEREAS, staff further recommends appropriating funds in the amount of $1,526,018, from Regional Surface Transportation Program (RSTP) Grant fund balance (30799000), $276,000 from Congestion Mitigation and Air Quality Improvement Program (CMAQ) Grant fund balance (30799000), $600,000 from Transportation Development Act (TDA) Streets fund balance (30599000), $397,982 from Gas Tax fund balance (30299000), and $100,000 from Storm Fund fund balance (23199000) for Fiscal Year 2017/18. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to award the contract for the Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,300,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to continue budget authority up to the full amount of the $3,300,000 for this project from fiscal year to fiscal year until such point as the project is complete and is accepted by Council. At such time, all unspent budget authority will return to the fund for re -appropriation by the City Council; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize an appropriation for Lockeford Street Improvement Project, in the amount of $2,900,000, as set forth above; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute the contract on behalf of the City of Lodi. Dated: March 7, 2018 I hereby certify that Resolution No. 2018-25 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 7, 2018, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None lVNIFEF) . FERRAIOLO ity Clerk 2018-25 00 4•4 4004 Lockeford Street Improvement Project Lockeford Street Improvements • Project Scope • Railroad Tracks —Cherokee, Three -Lane • More Gradual Curve at Main Street • Removing "humps" at Cross -Street tracks • Traffic Signal at Stockton and Lockeford Lockeford Street Improvements • March 7, 2018 Council authorized advertisement for bids - Authorized CM to award up to $3.3M • Staff received bids January 23, 2019 • Excellent Bids — Engineers Est. $3,125,360 • A.M. Stephens - $2,999,836 • George Reed - $3,023,539 • Federal funding required good faith effort for hiring Disadvantaged Business Enterprises • Title 49 CFR Part 26 • "Judgement call" • Caltrans oversees this effort — will comment Lockeford Street Improvements • Facts: • A.M. Stephens was lowest bidder • Performed some good faith effort • Zero percent DBE participation • George Reed was second lowest bidder • "Apparent" more robust good faith effort • Exceeded DBE participation goal (13%) • Good faith effort is "Judgement call" — subjective and contestable — more work needed to complete findings • Awarding to either bidder results in bid protest and delays in award • Compromises construction schedule — Grape Festival • May compromise federal funding ($2,984,288) Lockeford Street Improvements • Recommendation —Adopt Resolution: • Rescinding Resolution 2018-25 • Rejecting all bids • Authorizing City Manager to award to lowest responsive bidder up to $3,400,000 • Appropriate funds $3,750,000 Lockeford Street Improvements Questions???