HomeMy WebLinkAboutCupples & Son's Construction 2009-07-06CITY OF UKIAH
MEMORANDUM
DATE: July 6, 2009
TO: Jane Chambers, City Manager 1~j
THROUGH: Tim Eriksen, Director of Public Works / City Engineer
FROM: Rick Seanor, Deputy Director of Public Works - Engineering & Streets
SUBJECT: Award of Bid for Ukiah Railroad Depot Rehabilitation, Spec. No. 08-09
The City distributed plans and specifications to 17 builder's exchanges and 21 contractors for the
Ukiah Railroad Depot Rehabilitation, Specification No. 08-09. The City publicly advertised this
project on June 15 and 22, 2009, in the Ukiah Daily Journal. A copy of the Notice to Bidders was
sent to 62 contractors including all License Class B contractors on the City's 2009 Qualified
Contractors List. In addition, electronic copies of the plans and specifications were posted on the
City's website. Three sealed proposals were received and opened by the Deputy City Clerk on July
6, 2009. The lowest responsive, responsible bidder is Cupples & Son's Construction, Inc. of Ukiah,
California with a total bid of $389,517. The Engineer's Estimate for the project is $393,363. The bid
tabulation is attached for your reference.
As with construction projects, there may be cost overruns by reason of unforeseen work. Policy
Resolution No. 13, authorizes the responsible Department Head, with approval of the City Manager,
to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is
greater provided that no change, when added to the original contract sum, exceeds the amount
budgeted for the project. Therefore staff recommends the purchase order be authorized for
$428,468 which is 10% more than the base bid.
Per attached Resolution No. 2009-25, the City Manager is authorized to award the bid for the Ukiah
Railroad Depot Rehabilitation.
RECOMMENDATION:
1. Award the bid for Ukiah Railroad Depot Rehabilitation, Specification No. 08-09, to Cupples &
Son's Construction, Inc. in the amount of $389,517.2. Designate funding in the amount of $38,951
for authorized change orders.
CONCURRENCE:
By signature below, I concur with the above recommendation:
a e Chambers, City Manager
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RESOLUTION NO. 2009- 25
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
AUTHORIZING THE CITY MANAGER TO AWARD THE BID FOR THE
REHABILITATION OF THE UKIAH RAILROAD DEPOT LOCATED AT
EAST PERKINS STREET AND THE RAILROAD TRACKS IN THE CITY
OF UKUH, SUBJECT TO THE CONDITIONS SPECIFIED HEREIN.
WHEREAS:
1. At its regular meeting on May 20, 2009, the City Council approved the plans and
specifications, No. 08-09, for the rehabilitation of the Ukiah Railroad Depot ("the Project"); and
2. The Project is funded, in part, by a combination of grants under the
Transportation Enhancement Activities ("TEA") and State Transportation Improvement Program
("STIP") grants and funds from the Ulciah Redevelopment Agency; and
3. Under the STIP grant, the contract to construct the Project must be awarded by
June 30, 2009, or the City could lose these sources of funding for the Project; and
4. The notice to bidders must be published and distributed not less than 14 days
before bid opening and the plans and specifications must be available for public inspection for
not less than 30 days before bid opening; and
5. The California Department of Transportation ("Caltrans") must approve the plans
and specification before they can be made publicly available for inspection; and
6. The regular City Council meetings of June 3 and 17 will occur before the bids can
be lawfully opened; and
7. The bids are due to be opened on June 29, 2009; and
8. In order to preserve the STIP funding the bid must be awarded to the lowest
responsive and responsible bidder before the City Council can convene and meet; and
9. Ukiah City Code Section 1521, the award of bids requiring formal public bidding
is presumed to be approved by the City Council, but no provisions specifically requires the
award of the bid to be performed by the City Council; and
10. Unusual circumstances require the contract for the construction of the Project to
be awarded after the bid opening by the City Manager, acting as the City's Purchasing Officer,
subject to the requirements in the City Code and state law governing the award of public projects
costing more than $125,000;
NOW, THEREFORE, BE IT RESOLVED, as follows:
I . The City Manager is hereby authorized to award the contract for the Project in
compliance with Ukiah City Code Section 1521 and the Uniform Construction Cost Accounting
Act to one of the bidders who filed a bid prior to the bid opening ("a bidder").
2. The City Manager shall award the contract, provided the lowest responsible and
responsive bid does not exceed the engineer's estimate of $501,636, and provided, further, that if
the lowest responsible and responsive bid exceeds the engineer's estimate by no more than 20%,
the City Manager may award the bid. The TEA and STIP grants will fund $283,384 and the
Ukiah Redevelopment Agency will fund up to $323,579; and
3. If any bid is rejected as non-responsive, the City Manager shall report to the City
Council at its next regular meeting occurring not less than 10 days following the award of bid on
the basis for such rejection.
4. Any awarded bid shall be accepted subject to the resolution of any bid protest
filed by a bidder in writing with the City Manager not more than five calendar days following the
bid opening. If any such timely written protest is filed, all bidders shall be provided a copy of
the pro-test within 2 calendar days of its receipt, which may be delivered to the bidders as an
email attachment or by fax. All such bidders may file with the City Manager a written objection
or other response to the protest. All objections or responses filed not more than 5 days after
receipt of the written protest will be presented to the City Council at its next regular meeting
occurring not less than 12 calendar days following the bid opening. The City Council will
resolve the bid protest at that meeting based on the written protest, any staff reconunendation and
all timely written objections and responses. In accordance with the Brown Act, any person may
address the City Council on this item during the meeting. The City Council action on the protest
shall represent a final decision by the City on the protest and the award of the contract.
PASSED AND ADOPTED this 3rd day of June, 2009, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Councilmembers Landis, Thomas, Crane, Rodin, and Mayor Baldwin
None
None
None
ATTEISTE,
Lida ro Clerk
Philip . Baldwin, Mayor
C3 -llklab, Ca
Ce ' ~To Bea
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