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STAFFREPORT CITY CLERK
DUBLIN CITY COUNCIL File # ^~~~-3~0
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 ProjectAmount $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
Page 1 of 2 ITEM NO. •~
Assistant City Manager
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 $255,284 remaining grant funds. Staff will pursue
additional turF and irrigation improvements to the area immediately west of the base bid area.
The area is approximately one acre in size and serves as the outfield of Baseball Diamond #5
and is used for youth soccer fields. Staff will prepare a change order at a later date for City
Council approval on proposed improvements.
The schedule for the project is as follows:
1) Award Contract June 1, 2010
2) Project Construction July 2010 - March 2011
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Staff has communicated with sports user groups to coordinate the timing of construction in
order to minimize impact on league schedules. With the opening of Fallon Sports Park this
summer much of the impact is mitigated with the new facility. Advertisement of project was
listed as a public notice in the Tri-Valley Herald; in addition plans and specifications were
submitted to plan rooms throughout the Bay Area.
ATTACHMENTS: 1. Site Plan of Proposed Renovation Area
2. Bid Results
3. Notification to Blossom Valley Construction
4. Resolution awarding Contract #10-03 to Suarez and Munoz
Construction Incorporated for Dublin Sports Grounds Phase IV
Page 2 of 2
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~ESIGNED HY DRAAN HY c~c~n HY ~ CITY OF DUBLIN DR9WING No.
REVIEW BY: '
AEF' PCD 11E}'
`~ ~ PUBLIC WDRKS DEPARTMENT ~~•Q
P~urs rxePexcn urmex suPEavrs~ox ae /(/ ~ 11\
* ~ : . EROSION CONTROL PLAN ~'
\`\ ~ ~~ cITY QF DtJ$I,IN PUBLIC S40RAS DIRECTOR/CITY ENGINEER a~~~3 ~~'
REGISTERID LANDSCAPE ARCfiCfECT (~~
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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
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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
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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