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Home My WebLink AboutPW Freitas Las Gallinas Intersection Bid RejectionSAN RAFAEL Agenda Item No: 4.h THE CITY WITH A MISSION Meeting Date: February 21, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works 7_ Prepared by: Bill Guerin, City Manager Approval: .- Director of Public Works File No.: 18.01.73 TOPIC: FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENTS SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL REJECTING ALL BIDS FOR THE FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENT PROJECT, CITY PROJECT NO. 11171, (BID OPENING THURSDAY FEBRUARY 9, 2017), AND AUTHORIZING THE CITY CLERK TO CALL FOR BIDS RECOMMENDATION: Staff recommends that the City Council adopt the resolution to reject all bids and authorize the City Clerk to call for new bids. BACKGROUND: Staff analyzed the intersection of Manuel T. Freitas Parkway and Las Gallinas Avenue and recommended it for intersection improvements and modifications. This intersection currently experiences excessive delay from several of its approaches. Intersection improvements include: • Widening the intersection: o to allow concurrent, protected left turns from Las Gallinas Avenue and Freitas Parkway o to extend the bike lanes and close the gap on Las Gallinas Avenue approaching the intersection o to extend the bike lanes on Freitas Parkway to the intersection at Las Gallinas Avenue • Structural modifications to widen the intersection and extend the eastbound and westbound queue pockets to accommodate existing and future traffic volumes • Removal of existing channelizing ("pork chop") islands • Reduction of curb return radii on various corners of the intersection • Traffic signal modification/replacement to install an 8 -phase system with video detection and a CCTV traffic monitoring camera • Storm drain system modifications This project was advertised on April 4, 2016 and the City received two bids for the project on April 26, 2016. On April 29, 2016 Thompson Builders requested relief from their bid in accordance with Public Contact Code Section 5103 and on June 6, 2016, the San Rafael City Council rejected both bids received FOR CITY CLERK ONLY File No.: 4-1-695 Council Meeting: 02/21/2017 Disposition: Resolution 14283 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 and instructed staff to re -advertise the project in January 2017 in order to generate a larger pool of bidders. The project was re -advertised in accordance with San Rafael's Municipal Code on January 11, 2017. The engineer's estimate was $2,500,000. The following bids were received and read aloud on February 9, 2017, at 10:30 AM: NAME OF BIDDER AMOUNT Maggiora & Ghilotti, Inc. $2,585,585.00* Ghilotti Construction Company $2,477,652.50 Ghilotti Bros., Inc. $2,721,055.90 Argonaut Constructors $3,050,977.50 *At the bid opening, the bid from Maggiora & Ghilotti, Inc. was read as $2,585,585. Upon evaluation of the bid, staff discovered that the Contractor had left the "Clearing and Grubbing" bid item blank, rendering the price for that item to be $0. Because of this error by the Contractor, the actual bid would have been for $2,061,605.00 --more than one-half million dollars below Maggiora & Ghilotti's intended bid noted in the table above. Not surprisingly, on February 10th, Maggiora & Ghilotti, Inc. requested relief from their bid in accordance with Public Contact Code Section 5103. Staff believes that Maggiora & Ghilotti could successfully obtain relief from its bid from a court, and recommends that the City should consent to the requested relief. ANALYSIS: Upon evaluation of the remaining bids, discrepancies were discovered between the Bid Alternative and the Base Bid. Some of these discrepancies are substantial, such that staff does not recommend awarding the construction contract at this time. Staff recommends rejecting the current bids and rebidding the project as soon as possible in order to construct these improvements this summer/fall. OPTIONS: 1. Adopt the resolution rejecting all bids and direct staff to re -advertising the project. 2. Do not award the contract and direct staff to stop work on the project. ACTION REQUIRED: Adopt the resolution rejecting all bids and authorizing the City Clerk to re -advertise the project. ATTACHMENTS: 1. Resolution RESOLUTION NO. 14283 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL REJECTING ALL BIDS FOR THE FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENT PROJECT, CITY PROJECT NO. 11171, (BID OPENING THURSDAY FEBRUARY 9, 2017), AND AUTHORIZING THE CITY CLERK TO CALL FOR BIDS WHEREAS, on the 9th day of February, 2017, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: "Freitas and Las Gallinas Intersection Improvement Project" City Project No. 11171 in accordance with the plans and specifications therefore on file in the office of said City Clerk; and WHEREAS, the low bid from Maggiora and Ghilotti, Inc. contained one major clerical mistake and the firm requested relief from their bid in accordance with Public Contract Code Section 5103; and WHEREAS, the San Rafael Municipal Code Section 11.50.100 states that the awarding authority has the sole discretion to reject all bids. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Rafael that all bids received for the Freitas and Las Gallinas Intersection Improvement Project, City Project No. 11171, are hereby rejected in accordance with the San Rafael Municipal Code Section 11.50.100; 1 project. BE IT FURTHER RESOLVED, that the City Clerk is authorized to call for bids on said I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Tuesday, the 21st day of February, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Colin, McCullough and Vice -Mayor Bushey NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Gamblin and Mayor Phillips A ESTHER C. BEIRNE, City Clerk 2 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 2/21/2017 From: Bill Guerin Department: Public Works Date: 2/14/2017 Topic: FREITAS AND LAS GALINAS INTERSECTION IMPROVEMENT PROJECT Subject: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL REJECTING ALL BIDS FOR THE FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENT PROJECT, CITY PROJECT NO. 11171, (BID OPENING TUESDAY FEBRUARY 9, 2017), AND AUTHORIZING THE CITY CLERK TO CALL FOR BIDS Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: Approved -Van Bach 2/15/17 ® City Attorney Remarks: LG- Approved 2/14/17 with recommended revisions. ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: