Title
Report recommending City Council reject all bids received for the 2021 Pavement Rehabilitation Project (st2106). (Angel Torres, Senior Civil Engineer)
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RECOMMENDATION
Recommendation
It is recommended that the City Council, by motion, reject all bids for the 2021 Pavement Rehabilitation Project (st2106).
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BACKGROUND/DISCUSSION
On February 10, 2021, the City Council adopted a resolution authorizing the filing of a grant application for California Department of Resources Recycling and Recovery funds as part of their Rubberized Pavement Grant Program. The City of South San Francisco partnered with City of Brisbane successfully on a joint application to utilize Rubberized Chip Seal as part of the cities’ upcoming Pavement Rehabilitation Project.
On June 3, 2021, the City of South San Francisco issued a Notice Inviting Bids for the 2021 Pavement Rehabilitation project. The project was posted on the South San Francisco E-Procurement Portal for interested contractors to review and submit their bid proposals.
On June 16, 2021, the City held a non-mandatory pre-bid conference via an online Zoom meeting for contractors and vendors to ask questions related to the plans and specifications for the project.
On June 21, 2021, the City issued the first addendum (Addendum No. 01). On June 22, 2021, the City issued a second addendum (Addendum No. 02). These addenda included revisions to some of the plan sheets and to a few sections of the proposal and the specifications for the project.
On June 24, 2021, at 2:00 p.m., the City of South San Francisco received three (3) bid proposals for the project through its E-Procurement Portal. The project was advertised with two bid schedules breaking up the proposed work in South San Francisco from the proposed work in Brisbane.
|
Rank |
Name of Bidder |
SSF Bid Schedule |
Brisbane Bid Schedule |
Combined Total Bid Price |
|
1 |
Interstate Grading & Paving, Inc. |
$2,423,042.10 |
$315,470.30 |
$2,738,512.40 |
|
2 |
G. Bortolotto & Co. Inc. |
$2,455,032.50 |
$362,257.10 |
$2,817,289.60 |
|
3 |
O’Grady Paving, Inc. |
$2,595,964.60 |
$338,189.05 |
$2,934,153.65 |
|
|
Engineers Estimate |
$2,428,032.00 |
$186,415.35 |
$2,614,447.35 |
The proposal documents identified that the basis for selection of the award of the contract would be based on the lowest responsive and responsible bidder on the Combined Total Bid Price, consisting of the sum of the SSF Bid Schedule and the Brisbane Bid Schedule.
The Bid Proposal received from the lowest bidder, Interstate Grading & Paving, Inc., included a deviation from bid specifications in one of the forms that has been reviewed by both Public Works/Engineering and City Attorney staff. Based on the requirements in the City’s bid specifications and advice from the City Attorney’s office, City staff determined that the deviation was not a minor irregularity that the City could waive, and the bid proposal submitted and received from Interstate Grading & Paving, Inc. is not responsive. In addition, Engineering staff has been working collaboratively with its partner, the City of Brisbane, to participate in the Rubberized Pavement Grant program. Brisbane staff have indicated that the bid prices for their portion of work is beyond what they can recommend for approval.
Pursuant to Public Contract Code section 20166, a legislative body may reject any bids presented for a project at its sole discretion. The bid proposal documents identified that the City would determine which, if any, of the Bid Schedules would be awarded and constructed. The City also identified that it reserved the right to reject any or all Bid Schedules submitted.
At this time, City staff has determined that it is in the best interest of the City and the project to reject all bids and not award a contract at this time. Staff intends to revisit the details of the project by separating the street and hardscape improvements. Separating the improvements should help solicit more bids from specialized general contractors, while potentially saving on the markup costs of managing subcontractors. With two separate projects, the underground drainage work, the tree replacement work and all the concrete work can be constructed in the 2021 season. That project will be completed in advance of the pavement rehabilitation work that can be advertised as a separate project this year and constructed in 2022.
This proposed timeframe will still allow time for the Rubberized Pavement Rehabilitation project to be completed and for the City to submit the final grant reimbursement invoice in a timely manner (April 2023), well within the timeline identified by the California Department of Resources Recycling and Recovery (CalRecycle) Rubberized Pavement Grant Program.
FISCAL IMPACT
There is no fiscal impact.
RELATIONSHIP TO STRATEGIC PLAN
Approval of this action will contribute to the City’s Strategic Plan outcome of improved Quality of Life by maintaining and improving infrastructure to serve the public.
CONCLUSION
Staff recommends that all bids received be rejected so that City staff may revisit details of the bid specifications and re-advertise for bids.
Attachment:
1. st2106 Combined Total Bid Price Summary