HomeMy WebLinkAboutItem 8.8 DubSportGround Jensen CITY CLERK
File # ~--~[~~~-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 6, 2002
SUBJECT: Award of Contract for Dublin Sports Grounds Renovation Phase II
Report Prepared by: Rosemary Alex, Parks and Facilities
Development Coordinator
ATTACHMENTS: 1) Bid Results
2) Letter of Protest from Sand Channel Greens
3) Resolution of Award
4) Budget Change Form
RECOMMENDATION: /Q/~ Adopt resolution awarding bid to Jensen Corporation
Approve Budget Change ~ ~
FINANCIAL STATEMENT: Three bids were received with the low bid from Jensen Corporation
with a base bid of $794,777 and altemates that decrease the bid to a
low of $732,277 or increase the bid to a high of $852,805.
The source of funds for the project includes State Park Bond Act -
$389,628, Measure D - $23,796 and Park Dedication In-Lieu Fund -
$342,139 for a total of $755,563.
In order to award the Base Bid with Alternate #4, Scoreboards for
Softball Fields #1 and #2, (Staff recommendation) plus a 10%
contingency, an additional appropriation from the Unappropriated
General Fund Reserve for $158,291 is required.
DESCRIPTION: At the meeting of June 24, 2002 the City Council authorized Staff to
advertise for bids for the Dublin Sports Grounds Renovation, Phase II. As part of the bid package Staff
originally included three altemates primarily to achieve some flexibility in meeting the project intent and
budget. During the bid period Staff sought the opportunity to include a fourth altemate item in response
to the City Council's High Priority Goal to purchase and install scoreboards at the Dublin Sports Grounds
softball fields. On July 24, 2002 the City received bids from Jensen Corporation, Valley Crest Landscape
Inc. and Bauman Landscape.
Upon careful evaluation of the bid results and consideration of the overall project, Staff recommends the
award of contract to Jensen Corporation of the Base Bid along with the inclusion of Altemate #4 - the
installation of two scoreboards for Softball Diamonds #1 and #2. Alternates #1-3 are not recommended
for inclusion in the project scope. Alternates #1 and #2 would result in cost savings whereas Alternate #3
would increase costs. Altemate #1 is the deletion of a secondary 8" diameter storm drainpipe along the
COPIES TO: Bidders, Carducci & Associates
ITEM NO. _~
H:XRosemaryXDublin Sports Grounds Phase II award.doc
swale that parallels Interstate 580. Upon further dls~assion with Public Works Staff, the secondary pipe
provides additional capacity for drainage that could benefit future sports field renovation. Alternate #2
changes the sod turf at the soccer and baseball field to seeded turf and increases the maintenance period
from 60 to 90 calendar days. The Base Bid provides for sod turf in the high traffic athletic areas and
seeded turf along the swale and play areas. Considering the time of year for grass seed germination, Staff
recommends retaining the combination of sod and seed installation to ensure that the intensely used turf
areas are well established before the onset of winter. Alternate #3 provides for sod installation throughout
the entire site. As described previously, Staff recommends the combination of seed and sod. A complete
cost breakdown for all three bids is included in Attachment #1.
If the Base Bid including Alternate #4 is approved, the cost would increase to $830,077. Staff
recommends adding a 10% contingency thus bringing the amount of funds needed to $913,854. An
additional appropriation in the amount of $158,291 is needed to award contract.
A protest has been lodged by Sand Channel Greens (Attachment 2). Sand Channel Greens has protested the
substitution of Kwik Drain system by Jensen Corporation for the soccer field drainage system. In regards to
the protest, the two primary concerns included the overall performance of the substituted drainage system
and the process by which the City accepted the substitute. The project's Landscape Architect has reviewed
the technical calculations on drainage capacity, as well as all of the descriptive information on the drain
system and has found that the Quik Drain system will meet the performance criteria outlined in the technical
specifications. In response to the City's process of accepting the substitute, all pertinent information has
been reviewed by the City Attorney. The City Attorney has found the protest to be invalid and is
recommending acceptance of the subcontractor as identified by Jensen Corporation.
RECOMMENDATION:
It is the recommendation of Staff that the City Council adopt the resolution in Attachment 3 awarding the
contract to Jensen Corporation for the Base Bid along with the inclusion of Alternate ~ - the installation
of two scoreboards for Softball Diamonds #1 and #2. Further, it is recommended that the City Council
approve the Budget Change Form in Attachment 4 that will provide for an additional appropriation from
the Unappropriated General Fund Reserve for $158,291.
Dublin Sports Grounds
Bid Results
Alt #1
I DeleteS" Storm Drain Pipe LF 1,200 $ 25.00 ($30,000.00) (1,200) $ 20.00 ($.24,000.00) (1,800 $ 20.00 $ (36,000.00 (1,260) $ 30.00 '$ (37,800.001
Alt #2
1 Additional Cost of Sod SF 60,600; $' 0.23 $13,938.00 62,400 $ 0.36 $ 22,464.00 59,300 $ 0,33 $ 19,569.00 65,000 $. 0.36 $ 23,400.00
2 Reduce Cost of Maintenance SF .. 60,600 $ 0.05 .$ (3,120.00) (62,4005 0.02 $ (936.00) (5{t,306')$ '0.05 $ (2,965.00) (65,000) $ 0.04 $ (2,600.00
Alt #3
1 Delete Cost of Sod 'SF -105,250 $ 0.23 $(23,000.00) (100,000) $ 0.40 '$ (40,000.00) (69,000) $ 0.16 $ (11,040.00 69,300 $ 0.36. $ 24,948.00
2 !n.c. rease CostofMaintenance SF 105~250 $ 0.05 $5,263.00 100,000 $ 0,02 $ 1,500.00 69,000 $ 0.06 $ 4:140.00 (69,300) $ 0.04 $ (2,772.00
Alt #4
1 Score Board LS 1 $ 30,000.00 $:~0,000.00 1 $ 36,000.00 $ 36,000.00 1
40,000.00
$
40,000.00
60,.000.00
$
60,000.00
SN"qD CHANNEL GREENS
Sports Turf Drainage Systems
CiTY
July 29, 2002
Mr. Richard Ambrose, City Manager
City of Dublin
100 Civic Plaza
Dublin, CA 94568
Re: Dublin Sports Grounds Solicitation (Project #95830)
Dear Mr. Ambrose:
In accordance with the requirements of the referenced solicitation, Sand Channel Greens hereby
protests the acceptance of the Kwik Drain system as an approved substitute for the Sand Channel
Drainage System, which was specified for drainage of the soccer field area. Our protest is based
on Kwik Drain's failure to comply with Section 02620, Paragraph 1.07 of the solicitation;
specifically, their failure to provide calculations documenting the performance of their proposed
design. We note that there was no date certain by which the calculations were due.
Notwithstanding the lack of a date certain, we believe that the requ.ested documentation
constituted a pre-qualification requirement, and thus was due no later than the time bids were
due. Failure to provide required documentation in a timely manner should be grounds for
disqualification.
When we were asked to document the performance of our system, it was made clear to us that the
information was required in advance of the bid closing date; that it constituted a pre-qualification
requirement. We understood that the data would be used to determine whether or not a drainage
system could be included in bidders' proposals. We complied. We submitted calculations
describing the drainage capacity of our system, and even included formulas the City could use to
independently evaluate competing designs. To the best of our knowledge, Kwik Drain received a
similar request, and was unable or unwilling to provide the required documentation in a timely
manner. This raises two issues that further reinforce the "pre-qualification" nature of thedata.
First, if Kwik Drain could not document or demonstrate the capacity of their system prior to bid
closing, how can there be any verifiable assurance they will be able to meet the City's needs after
bid closing? Second, granting Kwik Drain a seemingly unconditional qualification unduly
exposes the City to the risks of an after-the-fact disqualification, and the likely need to issue
costly change orders to complete the project.
ATTACHMENT #2
(800) DRY-TURF - (800-579-8873) P.O. Box 1504. Pebble Beach. CA 93953-1504 Fax (831) 722-2247
License No. 569065
We feel .it is unfair that Kwik Drain be given an open-ended opportunity to meet solicitation
requirements. A promise of future compliance should not be acceptable. Information submitted
subsequent to the bid closing date should not be considered. We believe the City of Dublin and
its citizens will best be served by rejecting the untested and unsubstantiated promises of the
Kwik Drain system, in favor of the proven and documented performance of the Sand Channel
Drainage System. We request that Kwik Drain be disqualified, and that t.he existing bids for the
project be adjusted to reflect a price for the Sand Channel Soccer Field Drainage System to be
provided by Sand Channel Greens.
Sincerely,
Sand Channel Greens
Parker Wood
Marketing and Operations
(831) 728-3520
cc: Bauman Landscape; Atto: Ted
Carducci Associates; Atto: Paul Donnelly
City of Dublin; Attn: Rosemary Alex
Jensen Corporation; Attn: Mike Dalke
Valley Crest; Atto: Noel
RESOLUTION NO, -
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING CONTRACT NO. 02-09
DUBLIN SPORTS GROUNDS RENOVATION
TO
JENSEN CORPORATION
WHEREAS, the City of Dublin did, on July 24, 2002, publicly open, examine and declare all
sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 02-09,
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, said bids were submitted to the City Engineer, who has reviewed the bids to
determine the lowest bid which was responsive to the requirements of the bid documents; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award Contract No. 02-09 to the lowest responsible bidder therefOr, to wit, Jensen Corporation, at
a base bid of seven-hundred and ninety-four thousand seven hundred and seventy-seven dollars
($794,777) and alternate #4 at thirty-six thousand dollars ($36,000) the particulars of which bid are on file
in the office of the City Engineer.
PASSED, APPROVED AND ADOPTED, this 6th day of August, 2002.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
CitY Clerk
ATTACHMENT #3
-'CITY OF DUBLIN ~- ~
CHANGE FORM #
New Appropriations (ciW Comcil Approv~ Req~d): Budget Transfers:
X From Umpprophated Rescues From Budgeted Con, gent Reseme (1080-799.000)
Wi~ S~e D~m-mient AcfiviW
From New Revenues Be~een D~ments (CiW Council ApprovM Required)
Nme: Nme: Improvemen~
Accomt S: :. Accost ~001.95830.750.050 $158,291
Nme: Nme:
Acmunt g: Account ~:
Nme: Nme:
Accomt g: Account g:
Nme: Nme:
A~ount ~: Account ~}
Nme: Nme:
Account g: Account ~: ·
Silage
REASON FOR BUDGET CHANGE ENTRY:
Additional resources are necessary for the Dublin Sports Grounds renovation project. The funds will be used
for two scoreboards, as well as provide for construction contingency.
City Manager: Date: Signature
As Approrved at the.,CiW Council Me,ting on: Da;'e;~ ~- .- _
Mayor: Date: Signature
Posted By: Date:
Signature
fo,~,,~.~,*., ATTACH M E NT #4