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HomeMy WebLinkAbout7.2 Sports Ground Ph IVSTAFF REPORT CITY CLERK DUBLIN CITY COUNCIL File # ❑©0❑0 -�❑5• DATE: June 1, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJE Dublin Sports Grounds — Phase IV Contract #10-03 Prepared By: Rosemary Alex, Parks and Facilities Development Coordinator EXECUTIVE SUMMARY: Staff is seeking City Council authorization to award Dublin Sports Grounds — Phase IV Contract #10-03. The project covers approximately 5.0 acres east of the lighted soccer field and entails the renovation of the turf and irrigation system. FINANCIAL IMPACT: Project is funded by East Bay Regional Parks District Measure WW Bond Program WW Project Amount $1,021,508 Available WW Funds for Construction $909,784 Bid Proposal from Suarez and Munoz $595,000 Add 10% Contingency for Construction $59,500 Total Construction Estimate $654,500 Grant Funds Remaining $255,284 RECOMMENDATION: Staff recommends that the City Council adopt resolution awarding Contract #10-03 to Suarez and Munoz Construction Incorporated for Dublin Sports Grounds Phase IV. Submitted by: Parks and Community Services Director Assistant City Manager Page 1 of 2 ITEM NO. �• (/r �V DESCRIPTION: As approved in the 2008-2013 Capital Improvement Program, design of Dubiin Sports Grounds Phase IV began in Fiscal Year 2009-2010 and construction will conclude in Fiscal Year 2010- 2011. The project entails removal of existing turfgrass, grading, soil preparation, sand-channel drainage, irrigation system and re-seeding of approximately 5.0 acres (Attachment 1). The project is funded by the East Bay Regional Parks Measure WW Bond Program passed by voters in November 2008. Bids were opened on Thursday, May 13, 2010 and the results are shown in Attachment 2. Although Blossom Valley Construction submitted the lowest apparent bid, on May 14, 2010 they submitted a letter to the City officially retracting their bid. Blossom Valtey made a gross error during the bid process related to confusion as to whether a subcontractor would be supplying specific material for the project. In that regard, Staff recommends awarding the contract to the second lowest bidder, Suarez and Munoz Construction Incorporated, as their bid proposal was deemed responsive and responsible (Attachment 4). As shown in the Financial Statement there is $255,284 remaining grant funds. Staff will pursue additional turF and irrigation improvements to the area immediately west of the base bid area. The area is approximately one acre in size and serves as the outfield of Baseball Diamond #5 and is used for youth soccer fields. Staff will prepare a change order at a later date for City Council approval on proposed improvements. The schedule for the project is as follows: 1) Award Contract June 1, 2010 2) Project Construction July 2010 - March 2011 NOTICING REQUIREMENTS/PUBLIC OUTREACH: Staff has communicated with sports user groups to coordinate the timing of construction in order to minimize impact on league schedules. With the opening of Fallon Sports Park this summer much of the impact is mitigated with the new facility. Advertisement of project was listed as a public notice in the Tri-Valley Herald; in addition plans and specifications were submitted to plan rooms throughout the Bay Area. ATTACHMENTS: 1. Site Plan of Proposed Renovation Area 2. Bid Results 3. Notification to Blossom Valley Construction 4. 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REE ~~ ~/ ~, air omo... ~ao a.K rw. nosua c.uto.w weee ~UBLQ`~ .SPOf~S GflOU~`~S ~VSE 2 D~No.weoo-m ', nn~ oe/ia/az RLA N0. 2637 ~OR~ ""~ "° °ip~°`' °d"~'°~ ~ w''° DATE ~~ ~ BID SEf p~ ~ ' I!O ~• Z ATTACHMENT 1 City of Dublin Dublin Sports Grounds - Phase IV #10-03 2~ ~ Bid Results - May 13, 2010 2:00 p.m. Company Bid Amount 1 Blossom Valle Construction Inc. $458,350.00 2 Suarez and Munoz Construction Inc. $595,000.00 3 Jensen Corporation Landscape Contractor $625,777.00 4 Elite Landscapin Inc. $670,350.00 5 ValleyCrest Landscape Development, Inc. $697,537.00 6 McGuire and Hester $733,835.00 7 Ba Cities Pavin and Gradin , Inc. $759,950.00 ATTACHMENT 2 3~j ~. CITY OF DUBLIN 100 Civic Plaza, Dublin, California 94568 Website: http://www.ci.dubiln.ca.us May 24, 2010 Mr. Eric Battiato Blossom Valley Construction, Inc. P.O. Box 611537 San Jose, CA 95161 Re: Dublin Sports Grounds Phase - IV Contract No. 10-03 NOTICE AND OPPORTUNITY TO SUBMIT MATERIALS CONCERNING RESPONSIVENESS OF BID Dear Mr. Battiato: The City of Dublin is in receipt of Blossom Valley's letter dated May 14, 2010 that notified the City that it had made a mistake. Blossom Valley's letter explained that there was a gross error made during the bid process and there was confusion as to whether a subcontractor would be supplying a specific material and that the material was omitted from the Dublin Sports Grounds Phase - IV bid. Pursuant to Public Contract Code Section 5103, the mistake made the bid materially different than Blossom Valley intended it to be and the mistake was made in filling out the bid and not due to error in judgment or to carelessness in inspecting the site of the work, or in reading the plans or specifications. Based on facts stated above Staff will recommend that the City Council reject Blossom Valley's bid and award contract to the next lowest bidder Suarez and Munoz Construction Incorporated. It is anticipated that the City Council will make a decision concerning award of the project at its meeting on Tuesday, June 1, 2010. If you have any questions, please contact the Parks and Community Service Department at (925) 556-4500. Material concerning bid responsiveness may be faxed to (925)-833-6651. S cerely, Rosemary Alex Parks and Facilities De elopment Coordinator cc: Diane Lowart, Ciry of Dublin Herma Lichtenstein, City of Dublin John Bakker, Meyers Nave ATTACHMENT 3 Area Code (925) • City Manager 833-6650 • City Council 833-6650 • Personnel 833-6605 • Economic Development 833-6650 Finance 833-6640 • Public Works/Engineering 833-6630 • Parks & Community Services 833-6645 • Police 833-6670 Planning/Code Enforcement 833-6610 • Building Inspection 833-6620 • Fire Prevention Bureau 833-6606 ~~ ~ RESOLUTION NO. XX -10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN *********** AWARDING CONTRACT NO. 10-03 DUBLIN SPORTS GROUNDS - PHASE IV TO SUAREZ AND MUNOZ CONSTRUCTION INCORPORATED WHEREAS, the City of Dublin did, on May 13, 2010, publicly open, examine and declare all sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 10-03, which Plans and Specifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, the apparent lowest bid for the Project was the bid of Blossom Valley Construction Incorporated in the amount of four hundred and fifty-eight thousand three hundred dollars ($458,350); and WHEREAS, Blossom Valley Construction Incorporated ("Blossom Valley") by letter, dated May 14, 2010 (`the letter"), notified the City that it had made a mistake, which was within 5 working days of May 13, 2010 bid opening, and the letter indicated in detail how the mistake occurred. In particular, Blossom Valley indicates that there was some confusion about whether it or one of its subcontractors would supply a particular material, and, because of the confusion, the costs associated with the materials were not included in the bid; and WHEREAS, based on the information contained in the letter, the City Council hereby finds, pursuant to Public Contract Code section 5103, that: 1. the mistake made the bid materially different than Blossom Vatley intended it to be, because the mistake resulted in there being no component of the bid for a necessary material for the work; and 2. the mistake was made in filling out the bid and not due to error in judgment or to carelessness in inspecting the site of the work, or in reading the plans and specifications. WHEREAS, the facts described in the proceeding two paragraphs constitute grounds for the City to consent to relieve Blossom Valley of its bid under Public Contract Code section 5101; and WHEREAS, the apparent next lowest bid for the Project was submitted by Suarez and Munoz Construction Incorporated in the amount of five hundred and ninety-five thousand dollars ($595,000). NOW, THEREFORE, the City Council of the City of Dublin does RESOLVE as follows: 1. The City Council of the City of Dublin pursuant to Public Contract Code section 5101(a) relieves Blossom Valley Construction Incorporated of the bid because of mistake, based on the findings and for the reasons specified above; ATTACHMENT 4 ~~ ~ 2. The City Council of the City of Dublin, hereby finds the bid submitted by Suarez and Munoz Construction Incorporated in the amount of $595,000 to be the lowest, responsive bid; and 3. The City Council of the City of Dublin, does hereby award Contract No. 10-03 to the lowest responsible bidder therefor, to wit, Suarez and Munoz Construction Incorporated, at a bid of $595,000 the particulars of which bid are on file in the office of the City Engineer. PASSED, APPROVED AND ADOPTED this 1st day of June, 2010, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk 1432278.1 Mayor ATTACHMENT 4