Both bids are substantially higher than the engineer s estimate of $362, The attached Bid Abstract shows the bid details.

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1 STAFF REPORT MEETING DATE: September 12, 2017 TO: FROM: City Council David Dammuller, Senior Engineer Chris Blunk, Deputy Public Works Director 922 Machin Avenue Novato, CA / FAX 415/ PRESENTER: Russ Thompson, Public Works Director SUBJECT: ADOPT A RESOLUTION REJECTING ALL BIDS AND AUTHORIZING RE-BID FOR THE RETAINING WALL REPLACEMENT SIMMONS LANE AND SUNSET PARKWAY, CIP PROJECT NO REQUEST Adopt a resolution rejecting all bids received and authorizing re-bid for the Retaining Wall Replacement Simmons Lane and Sunset Parkway, CIP Project No DISCUSSION On May 23, 2017, the City Council authorized the advertising for construction bids for the Retaining Wall Replacement Simmons Lane and Sunset Parkway, CIP Project No and staff subsequently advertised the project. A total of two (2) bids were received, opened and read aloud by the Assistant City Clerk at 2:00 p.m. on August 15, 2017, this being the advertised bid opening date and time. The apparent low bid was submitted by Pat Nelson Construction, Inc., Petaluma, CA in the amount of $494, The second bid was submitted by Team Ghilotti, Inc., Petaluma, CA for $537, Both bids are substantially higher than the engineer s estimate of $362, The attached Bid Abstract shows the bid details. The cost of demolition and clearing and grubbing in the bids was higher than anticipated. Staff believes the number of projects being currently bid and lack of competition in this bid resulted in a high bid price, compared to prices on similar projects. Based on the review of the bids, staff recommends that the City Council reject all bids and authorize staff to re-bid the project. The staff believes more favorable prices may be obtained by revisiting the plans (value engineering some bid items). One of the retaining walls may be removed from the project when it is re-bid to ensure that construction can begin this year on the higher priority walls. The California Public Contract Code Section allows agencies to reject all bids received. cc17_155 1

2 PUBLIC OUTREACH The Project has been previously presented to the Novato City Council at the following meetings: April 30, 1014: Entered into Agreement 4542 January 7, 2015: Amendment to Agreement 4542A October 27, 2015: Amendment to Agreement 4542B May 23, 2017: Approve Plans and Specifications and Authorize Bid Advertisement and CEQA Exemption. ENVIRONMENTAL ASSESSMENT This project has been determined to be Categorically Exempt from CEQA pursuant to section (c) as detailed in the staff report presented at the May 23, 2017 City Council meeting. FISCAL IMPACT The Retaining Wall Replacement Simmons Lane and Sunset Parkway CIP Project No is funded by the Gas Tax (272) and Infrastructure Long Term Maintenance (324). This Project is included in the City of Novato Adopted Capital Improvement Program Budget for 2017/2018. The final project funding amounts, and any request for additional funds via a budget amendment, if required, will be submitted at time of bid award. RECOMMENDATION Adopt the resolution rejecting all bids received and authorize re-bid for the Retaining Wall Replacement Simmons Lane and Sunset Parkway, CIP Project No ALTERNATIVES 1. Direct staff to return with a budget amendment and funding source to award the bid. ATTACHMENTS 1. Bid Abstract 2. Resolution 3. Budget Excerpt 2 2

3 CITY OF NOVATO ABSTRACT OF BIDS PROJECT NAME : RETAINING WALL REPLACEMENT - SIMMONS LANE AND SUNSET PARKWAY BID NO. : CIP PROJECT NO. : DATE : 15-AUG-2017 BID OPENING : 2:00 PM BIDDERS Item TOTAL BID Engineer's Estimate $362, Pat Nelson Construction, Inc. $494, Team Ghilotti, Inc. $537, No. DESCRIPTION Unit Qty Unit Price Amount Unit Price Amount Unit Price Amount 1 Temporary Water Pollution Control 1 LS $ 10, $ 10, $ 8, $ 8, $ 24, $ 24, Temporary Traffic Control 1 LS $ 15, $ 15, $ 12, $ 12, $ 21, $ 21, Environmental Permit Measures 1 LS $ 2, $ 2, $ 9, $ 9, $ 1, $ 1, Selective Demolition Site 1 LS $ 30, $ 30, $ 82, $ 82, $ 44, $ 44, Remove Existing Sidewalk 1150 SF $ 5.00 $ 5, $ 6.00 $ 6, $ $ 25, Remove Existing Pedestrain Handrailing 146 LF $ $ 1, $ $ 5, $ $ 7, Clearing and Grubbing 1 LS $ 5, $ 5, $ 66, $ 66, $ 28, $ 28, Existing Tree Removal 2 EA $ $ 1, $ 3, $ 6, $ 5, $ 10, Minor Earthwork 30 CY $ $ 2, $ $ 8, $ 2, $ 87, Soldier Pile Retaining Wall, Site #7 Simmons Lane 1380 SF $ $ 177, $ $ 135, $ $ 86, Aggregate Base Course 25 TONS $ $ 1, $ $ 2, $ $ 20, Construct Concrete Sidewalk at Existing Crib Wall 550 SF $ $ 11, $ $ 13, $ $ 13, Construct Concrete Sidewalk with Turndown Edge 625 SF $ $ 15, $ $ 17, $ $ 20, Construct Reinforced Concrete Deck, Site #7 Simmons Lane 1 LS $ 10, $ 10, $ 18, $ 18, $ 44, $ 44, Reinstall Crib Wall Stretchers 2 EA $ 2, $ 5, $ $ 1, $ 3, $ 7, Install New Crib Wall Stretchers 2 EA $ 2, $ 5, $ 2, $ 4, $ 4, $ 8, Construct Pedestrian Safety Railing 200 LF $ $ 15, $ $ 25, $ $ 55, Drainage Improvements 1 LS $ 1, $ 1, $ 32, $ 32, $ 17, $ 17, Final Site Stabilization 1025 SF $ $ 10, $ $ 18, $ 3.20 $ 3, Site #7 Revegetation 1 LS $ 7, $ 7, $ 20, $ 20, $ 8, $ 8, Allowance for Rock Excavation 1 LS $ 7, $ 7, $ 1.00 $ 1.00 $ 1.00 $ Extra Work Allowance 1 LS $ 20, $ 20, $ 1.00 $ 1.00 $ 1.00 $ 1.00 TOTAL BID $362, $494, $537, of 2 3

4 PROJECT NAME LIST OF SUBCONTRACTORS : RETAINING WALL REPLACEMENT - SIMMONS LANE AND SUNSET PARKWAY CIP PROJECT NO. : NAME DESCRIPTION OF WORK SUBCONTRACTOR TO 1 Neary Landscape Final Site Stabilization & Revegatation Pat Nelson Construction Inc 2 Ahlborn Fence & Steel Inc Framing & Railing Pat Nelson Construction Inc Team Ghilotti, Inc 3 Bayline Cutting & Coring Inc Sawcut Team Ghilotti, Inc 4 Incompli Inc WPCP Plan Team Ghilotti, Inc 5 Cinquini & Passarino Inc Survey Team Ghilotti, Inc 6 Mountain Enterprises Inc Tree Removal Team Ghilotti, Inc 7 Baldry Brothers Drilling Drilling Team Ghilotti, Inc 8 Stormwater Services Erosion Control & Hydroseed Team Ghilotti, Inc 2 of 2 4

5 CITY COUNCIL OF THE CITY OF NOVATO RESOLUTION NO. RESOLUTION REJECTING ALL BIDS RECEIVED AND AUTHORIZING RE-BID FOR THE RETAINING WALL REPLACEMENT SIMMONS LANE AND SUNSET PARKWAY, CIP PROJECT NO WHEREAS, in accordance with California Public Contract Code (CPCC) Section and other applicable laws, the City of Novato solicited bids for the Retaining Wall Replacement Simmons Lane and Sunset Parkway, CIP Project No ; and WHEREAS, the City Council on May 23, 2017 authorized the advertising for construction bids and a total of two (2) bids were received; and WHEREAS, the apparent low bid was submitted by Pat Nelson Construction Inc., Petaluma, CA in the amount of $494, and the second bid was submitted by Team Ghilotti, Inc., Petaluma, CA for $537,786.00; and WHEREAS, the bids are substantially higher than the engineer s estimate of $362,582.00; and WHEREAS, pursuant to CPCC Section 20166, a public entity retains the discretion to reject all bids received on a given project; and WHEREAS, City Staff recommends rejecting of all bids and authorizing re-bid. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Novato does hereby reject all bids received on August 15, 2017 and authorizes re-bid for the Retaining Wall Replacement Simmons Lane and Sunset Parkway, CIP Project No * * * * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the 12 th day of September, 2017 by the following vote, to wit: AYES: NOES: ABSTAIN: ABSENT: City Clerk of the City of Novato Approved as to form City Attorney of the City of Novato res5089 5

6 Capital Improvement Program Retaining Wall Assessment and Group 1 Repairs Project No.: Base Code: 431 Funded Project Objective: Assess the retaining walls throughout the city, establish an inventory of their condition, and implement repairs at priority locations. Project Descr ipt ion and Background: The city owns and maintains over 70 retaining walls throughout the city. A database of city-owned retaining walls is necessary to effectively and efficiently manage this portion of the infrastructure. The study completed in 2014 document the condition of each retaining wall for which the city is responsible, and outline replacement strategies and costs as appropriate. FY 15/16 and 16/17 funding is for repair of the three priority walls identified in the report. Basis for Cost Estimate: Preliminary cost estimates Bas is for Schedule: Study completed in 13/14. in FY 16/17. Initial repairs designed in 15/16 and to be implemented Revenue Cons iderations: Gas Tax funded the intial project phase. The repairs will be funded with Infrastructure Long Term Maintenance. Sub Prior to Project Expenditure Objects 17/18 17/18 18/19 19/20 20/21 21/22 Total Proj Develop , ,000 Construction , , ,000 Construction Mgt ,000 25,000 TOTAL 155, , ,000 Sub Prior to Funding Source Objects 17/18 17/18 18/19 19/20 20/21 21/22 Total Gas Tax (272) ,000 90,000 Infrastructure LTM (324) ,000 30,000 Infrastructure LTM (324) , ,000 Infrastructure LTM (324) ,000 25,000 TOTAL 485, ,000 CARRYOVER 330,000 City of Novato Adopted Budget 2017/18 Page 305 6