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HomeMy WebLinkAboutAgenda Report - December 1, 1993 (30)+ o► CITY OF LODI COUNCIL COMMUNICATION c�4s AGENDA TITLE: Contact Award for Lodi Lake Soil Removal, 1301 West Turner Road MEETING DATE: December 1, 1993 PREPARED BY: Public Works Director RECOMMENDED ACTION: Review the proposal and take the appropriate action. BACKGROUND INFORMATION: The bid opening for the soil removal project is November 24, 1993, after the Council Communication deadline. Assuming the bids go well, a recommendation will be made at the Council meeting. FUNDING: Capital Outlay Reserve Ja L. Ronsko Publi Works Director Richard C. Prima Jr., Assistant City Engineer JLR/RCPfw cc: Parks 3 Recreabon Director APPROVED THOMAS A PETERSON reacted Daoer City Manager CC -1 lAJE 5041 DOC 11123/93 os CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Contract Award for Lodi Lake Soil Removal, 1301 West Turner Road MEETING DATE: December 1. 1993 PREPARED BY: Public Works Director RECOMMENDED ACTION: Review the proposal and take the appropriate action. BACKGROUND INFORMATION: This project involved the removal of soil from the bottom of Lodi Lake. The work was broken into two phases. The first, for 3,000 cubic yards, would remove the high spots in the north and east ends of the Lake to elevation 34.0 which would provide a depth of between 4% feet and 7 feet depending on the River elevation as controlled by the Woodbridge Irrigation District dam. The second phase involved removing another 30,000 cubic yards and filling and grading the low spots in the south and west sides and grading the slopes. The phasing was developed to provide more flexibility in the bids and the award process given our limited budget of $10.000.00. The bid opening was November 24, 1993, and only one bid was received. The bid, from Ford Construction of Lodi, was as follows: Phase 1 3,000 CY Q $10.00/CY Total: $30,000.00 Phase 2 30,000 CY (M $1.31/CY Total: $39,300.00 Grand Total: $69,300.00 Given the obvious disparity in the unit prices, we checked with the bidder to be sure there was no misunderstanding. The owner, Don Ford, affirmed the prices and indicated that the smaller project was uneconomical and he was only interested in doing the whole project. His work plan is attached (Exhibit A). The City has a number of choices at this point: 1) Award the contract - This would mean taking an additional $20,000.00 to $59,300.00 from the Lodi Lake Fund which has just under $100,000.00 available. The Parks and Recreation Director does not favor this option as it would severely deplete the Fund and there are many other Lodi Lake projects that need to be considered such as replacing the manual irrigation system with automatic sprinklers. Another concern is that the work plan calls for stockpiling the excavated material in the undeveloped area west of the Lake. While this was allowed under the specifications, stockpiling for up to two years will be a dust problem even if control is the contractor's responsibility. For these reasons, staff does not recommend this option. If the City Council does elect to award the contract. a resolution would be necessary for the award and the appropriation of additional funds. 2) Rebid the project - We received one comment from a potential bidder that he did not have enough time to prepare a bid plus the necessary submittals. We routinely get calls and questions from contractors at the last minute, indicating that preparing bids at the last minute is normal practice. APPROVES ----- – -- — --- --- %. THOMAS A PETERSON •e<.roea cape, Crty Manager GG-' Contract Award for Lodi Lake Soil Removal, 1301 West Turner Road December 1, 1993 Page 2 The project was advertised on November 13 and IS in accordance with State law and plans and specifications were mailed on November 16. Since we got one bid, it was obviously possible to prepare a bid in time for the November 24 bid opening. Given the wet weather, R is unlikely any work could be done in the near future. In fad, if we have a wet season like last year, we may not get any work done this year. Also, with a wet year, the River flow will be such that the Lake depth problems experienced in the drought years should not occur. 3) Reject all bids and do the work by day labor- This would mean the City would do the work with labor and equipment hired on an hourly basis. To do so would require that a resolution be adopted by at least a four-fifths vote of the Council after making a finding that the work could be done more cheaply that way. While we could certainly say that some of the work could be done for less money, we are not prepared to say that all the work described in the plans and specifications could be done for less. 4) Reject the bids and defier the project - If the Council is serious about converting Lodi Lake to a year- round facility, there may be an advantage in deferring the soil removal project. While we earlier thought that the soil removal project would have no effect on the Lake project, that may not be the case based on some recent information we received about man-made lakes. Also, the development and maintenance costs may not be as expensive as we thought, although we have not had enough time to research this further. To address the depth and fish entrapment problem, we could find someone with specialized equipment to do some minor regrading (i.e., moving the high spots into the low spots) and hire them on an hourly basis. We would then find out just how much work could get done at what cost and make a decision as to what to do within our budget. (Actually, we will have to stay under $5,000.00 to comply with State law regarding public works projects.) The depth gained would only be comparable to the Phase 1 work, but the work could be done on relatively short notice when (or if) the Lake bottom dries sufficiently. RECOMMENDED ACTION: If the Council wishes to proceed with removing soil and deepening and regrading Lodi Lake soon, we recommend rebidding the project. Staff should also be given the flexibility to make minor changes to the plans and specifications based on comments from potential bidders, and to set the bid date accordingly. However, Public Works and Parks and Recreation staffs feel that the project can be deferred and that we should attempt the minor work described in Option 4. More effort should be placed on researching the design and costs associated with making Lodi Lake a permanent lake if Council wishes to pursue that long-term project. Either of these actians can be done by motion action. FUNDING: Lodi Lake Fund. 1 JL. Ronsko aiis Works Director Prepared by Richard C. Prima Jr., Assistant City Engineer JLR/RCPAm attachment cc: Purchasing Officer Parks and Recreation Director Ford Construction EXHIBIT A ford construction company, inc. 639 E. LOCKEFORD STREET • LODI. CALIFORNIA 95240 TELEPHONE (209) 333.1116 • FAX (209) 333-8597 WORK PLAN: LODI LAKE SOIL REMOVAL 1. MOBILIZATION OF EQUIPMENT TO THE CITY UNDEVELOPED AREA WEST OF LODI LAKE. 2. DEWATERING BY PUMPING EXISTING POND TO NORTH INTO EXISTING CHANNEL. 3. BUILD HAUL ROAD FROM UNAPPROVED AREA 20 FT WIDE THROUGH EXISTING LEVEE DOWN SLOPE TO LAKE BOTTOM. DRAINAGE PIPE TO BE PLACED AT HAUL ROAD EMBANKMENT WHERE IT WILL INTERSECT EXISTING CHANNEL AT WEST SIDE OF LAKE. 4. EXCAVATE LAKE WITH CONVENTIONAL SCRAPERS AND STOCKPILE MATERIAL IN UNDEVELOPED AREA. MATERIAL TO BE REMOVED WITHIN 2 YEARS. AREA OF STOCKPILE I 2 ACRES 10 FT. HIGH. 5. REMOVAL OF HAUL ROAD AND RESTORATION OF LEVEE.