1997-0912_ALL AMERICAN ASPHALT_Staff Memo MEMORANDUM September 12, 1997
TO: William M. Huber, Director
FROM: Brian Perry, Senior Civil Engineer
Department of Engineering&Building
SUBJECT: Preventative Street Maintenance 1997-1998
1. Peppertree Bend
2. Mission Hills Ranch
3. Silver Creek Drive
4. Calle Arroyo Bike Trail
5. Rancho Viejo Road
Bids were opened September 9, 1997 for the above subject construction project. The low bidder,
Excel Paving,called me later that afternoon to say there was an error in his bid of$318,258. A letter
of bid withdrawal has been received September 12, 1997 and is attached. The bid error is greater,
covering more items that I had understood when I told you this withdrawal was likely to happen.
In order to move the project along, I will begin processing to award the contract to the second low
bidder, All American Asphalt, at$325,984.30.
Please review the situation with the City Attorney. The Agenda Item for award of contract will need
to deal with the issue of calling or not calling the bonds.
If you need any other information, please let me know.
BP/st p
„V„,,,
cc: Cheryl Johnson, City Clerk
;-.
EXCEL CO.
A GENERAL ENGINEERING CONT'RACT'OR
P.O BOX 16405 LONG BEAM,CA. 908065195
STATE LICENSE NO. 688659 A (562)599-5841 FAX(562)591-7485
DATE: -/). -9 7
TO:
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FROM . 1// c
SENDING / PAGES,INCLUDING COVER sub:E'1'
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PLEASE CALL IF YOU DO NOT R. ;CF.IVE ALL PAGES
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EXCEL PAVING COMPANY • P.O. BOX 16405
A GENERAL ENGINEERING CONTRACTOR LONG BEACH, CA 90806-6196
STATE LICENSE NO. 454186 A (213) 599 5841
SEPTEMBER 11, 1997
CITY OF SAN JUAN CAPISTRANO
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO, CA 92675
ATTN: BRIAN PERRY
RE: RPEVENTATIVE STREET MAINTENANCE 1997-1998
SUBJECT: REQUEST FOR BID WITIIDRAWL DUE TO CLERICAL ERROR
GENTLEMEN:
THIS LETTER IS TO NOTIFY YOU THAT EXCEL PAVING COMPANY (EXCEL) MADE AN
INADVERTENT CLERICAL ERROR IN OUR BID PROPOSAL WHICH RESULTED IN OUR
BID BEING MATERIALLY LOWER THAN INTENDED. THE TOTAL BASE BID AMOUNT
SHOULD HAVE BEEN $333,559.50 RATHER THAN THE AMOUNT OF $313,735.50,
WHICH WAS SUBMITTED IN ERROR. THIS ERROR RESULTED IN A $19,824.00
OR 6.3 PERCENT LOWER BASE BID THAN EXCEL INTENDED. INCLUDING THE
ALTERNATE, EXCEL'S BID WAS $26,941 .50 OR 8.5% LOWER THAN INTENDED.
THE MISTAKE THAT OCCURRED AFFECTED BID ITEMS #11 - DEEP LIFT ASPHALT,
AND ITEMS e15 & 122 - SUBDRAIN. WHILE TRANSPOSING THE WORK SHEETS TO
THE FINAL BID SUMMARY, THE ESTIMATOR TRAINEE ASSISTING ME INADVERTENTLY
LEFT OUT THE ASPHALT MATERIAL AND MADE A TRANSPOSITION ERROR ON THE
SURDRAIN ITEMS.
THE ESTIMATOR TRANIRE SHOULD HAVE FACTORED THE COST OF $22.37 FOR
ASPHALT MATERIAL IN ITEM 11. ALSO. THE ACTUAL COST OF $24.00 FOR ITEM
15 AND 22, SUBDRAIN, WAS ERRONEOUSLY ENTERED AS $4.00. BY ADJUSTING
EACH BID ITEM TO INCLUDE THE INTENDED COST PLUS MARKUP, EXCEL'S TOTAL
AMOUNT SHOULD HAVE BEEN $333,559.50 WITH AN ALTERNATE OF $11,640.00
(SEE ENCLOSURES) .
UNFORTUNATELY, WITH THE TIME PRESSURES OF CLOSING OUT THE BID, LAST
MINUTE CUTS AND OTHER PROJECTS ALSO BIDDING, I WAS UNABLE TO DETECT THE
MISTAKE AT THE TIME OF BID.
IN LIGHT OF THE ABOVE. PURSUANT TO THE PROVISION OF CALIFORNIA PUBLIC
CODE SECTION 5100, EXCEL HEREBY REQUESTS THAT IT BE RELIEVED OF ITS
BID AND THAT OUR BID BOND BE RETURNED.
SINCERELY.
EXCEL PAVING COMPANY
WILLIAM F. CRAUTEN
ESTIMATOR
WB/CG
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YFi1c: SANJUANI 1
Agncye C1;! S:NP:UAN
OF CAP
•
Final Bid
No. . Description Unit : Quantity : Unit cost : Total coat Units Total Bid
1 : SURVEY is 1 : 2,590.00 : 2,590 2,000.00 2,000.00
2 : TIE9 : LS 1 : 6,000.00 : 6,000 5,000.00 5,000.00
3 : SIGNS : EA 5 : 600.00 : 3,000 600.00 3,000.00
4 : TC : LS 1 : 2,500.00 : 2,500 _ 2,500.00 2,500.00
5 : MILL : SF 76,770 : 0.12 : 9,289 0.15 11,515.50
6 : AC OVERLAY : fN 3,216 : 30.13 : 96,910 34.00 109,344.00
7 : AOJ MN : EA 26 . 150.00 : 3,900 1/0.00 4,420,00
8 : AOJ uv : EA 31 : 165.00 : 5,115 185.00 5,735.00
9 : R/R AC : TN 1,362 : 41.58 : 56,636 47.00 64,014.00
1' ' RMV ' 1 - 14 22.00 16 /64.00
(11 : DEEP LIFT AC : TN 348 . 8.07 : 2 810 8.00 2,784.00
R/R PCc C+Q42.12 4,002 4 ,rr
13 : BIKE TRAIL AC : TN 400 : 42.60 ; 17,030 48.00 19,200.00
1 BIKE ;. L AB got : 25.28 • 20 226 29.00 so so
' 15 : SUBORAIN : LF 00 : 4.00 : 2,000 4.50 2,450.00
1 N IN : EA 1 r 500.00 -'1'W.OU 76U.U0~
17 : D10 BARRIER : LF 80 r 20.00 : 1,600 22.00 1,760.00
18 : 810 BARRIER : LF 1,385 : 20.00 : 27,700 22.40 31,024,00
19 : PROJECT SICNS : LS 1 : 3,8/0.00 : 3,810 3,000.00 3,000.00
20 : STORAGE COST : LS 1 : 1,200.00 : 1,200 1,200.00 1,200.00
* SUBIOIAL BASE BID 281,43/ BASE DID 313,735.50
21 : TRAF.CONTROL VIEJO RD : LS 1 : 1,500.00 1 500.00 • 500.00 500.00
22 SUB DRAIN 325 : 4.00 : 1,300.00 4. 0 162.50
23 : ECT SUBDRAIN : EA 1 : 500.00 : 500.00 560.00 560.00
24 : LOOPS : EA 10 : 178.00 : 1,780.00 200.00 2,000.00
• SUBTOTAL ALTERNATE OID 5,080 ALFERNATE 810 4,522.50
TOTAL COST ABOVE ITEMS 286,517 FINAL BIO 318,258.00
IndIrects super 1,200
taffic 0
stripe 0
permits 1,000
0
0
cleanup 700
TOTAL COST 289,417
OH/Profit/Bond 1.100
TARGET BID 318,359
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• File; SANJUAN2
Agncy: CITY OF SAN JUAN CAP. Y\- --1-43r- b lb
Job: VARIOUS
Date: 9/9/9/ a 1 PM
_ _ = Final Did
No. . Description Unit : Quantity : Unit cost : Total cost Units Total Bid
1 : SURVEY : LS 1 : 2,590.00 : 2,590 2,000.00 2,000.00
2 TIES LS 1 : 6,000.00 : 6,000 5,000.00 5,000.00
i : SIGNS : EA 5 : 600.00 : 3,000 600.00 3,000.00
4 : TC : LS 1 : 2,500.00 : 2,500 2,500.00 2,500.00
5 : MILL : SF 76,770 : 0.12 : 9,289 0.15 11,515.50
6 : AC OVERLAY : TN 3,216 : 30.13 : 96,910 34.00 109,344.00
7 : ADJ MM - EA 26 - 150.00 : 3,900 _ 170.00 4,420.00
8 ADJ WV EA 31 : 165.00 : 5,115 185.00 5,135.00
9 : R/R AC : TN 1,362 = 41.58 = 56,636 47.00 66,014.00
10 : RMVL : CY ' 0, 55 T___L____.,_ • $. 6 /64.00
11 : DEEP LIFT AC TN 348 : 30.44 : 10 595 33.50 11 658.00
R/R P G LF 42.12 : 4,002 47.00 4,465.00
13 BIKE FRAIL AC IN 400 : 42.60 : 17,038 : 48.00 19,200.00
14 BIKE T L4X_� TN _____;_______Q12_;__, X
28 _ 20,226 : 29.00 3 200.00
15 : SUBORAII : LF 500 : 24.00 : 12,000 26 40 13,200.00
h •NNECT SUBDRAIN EA 1 . 500.00 . 50$ 560.00 560.0$
17 : BIO BARRIER LF 80 ; 20.00 : 1,600 22.00 1,760.00
18 : 810 BARRIER : LF 7 1,385 : 20.00 : 21,/00 22.40 51,024.00
19 : PROJECT SIGNS LS 1 : 3,870.00 : 3,870 3,000.00 3,000.00
20 : STORAGE COST l5 1 : 1,200.00 : 1,200 1.200.00 1,200.00
• SUBTOTAL BASE BIO 299,222 BASE BID 333,559.50
21 : TR1lF•GON`TJ( O RO s 1 1 500.00 1 500.00 500.00 500. 0
--t---
22
-Ir22 : SUBDRAIN : LF 325 : 24.00 : 1,800.00 - 26.40 8,580.00
COSUIJORAIN FA 500.00 . 500.0, 560.00 .0.00
24 LOOPS EA 10 : 178.00 : 1, .0.00 200.00 2,000.00
• SUBTOTAL ALTERNATE BID 11,580 ALTERNATE BID 11,640.00
TOTAL COST ABOVE ITEMS 310,802 FINAL BID 45,199.50
Indirecte super 1,200
taffic 0
S b stripe 0 �� Go
5. s.. --7 perm 1,000 3
r- t 3 � ''79' S� 0 00
J cleanup 100 Vx
1cJ S ,
14'1,-)Si
TOTAL COST 313,702 .94, 7'-ii
4' 7� / -
0H/Profit/Bond 1.100 D
E b
TARGET BIO 345,072 & Q. C
r,VI/4.T 4 4 14, T 0 I It 1s?T 7 VI T ,T L JA' ,!,{,T S'i(11 T`0'1,4T r' 11 I 1 II>>r 4
•
1 : AC OVERLAY : TN 3216
Motto: AC .SZ16 X 42.33 S\u 71,813.28
OIL 228000 SF 11 x 155 f\u 1,705.00 '
Notes:
tabor\Equipment Qty $\hr
roller 5-12 1 65.00
AC Machine Crew(no sk 1 617.00
011 Truck 1 155.00 •
broom 1 96.00
933.00 X 24 Hre 22,392.00
Miscellaneous Charges:
Moves is 1,000.00
Total Unit Coet 30.13 I Total 96,910.28
eea5a333.5 s»vaMa
2 : R/R AC : TN • 1362
Molls: AC 1:562 x 22.33 SW 30,413.46
Notes: RMVL • 768 CY 2 3" AC
tabor\Equipment: city $\hr
Foreman 1 56.00
laborer 1 34.50
ldr 950b 1 103.00
Truck & Pup 7 60.88
stomper 1 95.00
saw pcc 4"cut 1 9/.00
811.66 x 16 Mrs 12,986.56
Notes: F/GR0 83000 SF
labor\Equlpmcnt Qty $\hr
Foreman 1 56.00
laborer 2 34.50
skip 50 1 83-00
blade 12G 1 95.00
wtr tk 4,000g1 1 65.00
roller 5-12 1 65.00
431.00 X 16 Mrs 6,928.00
bte9- PAVE
tabor\Equipment Qty 11\hr
AC Machine Cr•ew(no 3k 1 617.00
AC Skip Crew 3 320.00
1,57/.00 x 4 Mrs 6,108.00
,IA i' bttt l•lta,T '(nT T ,o`l.t���T. 5X1(1 TSS,tibl r1I 7 N11?1
3 : RPM CY •
762
Notes: DEEP LIFT AREAS - 160 CY
Labor\Equipmcnt: Qty i\hr
Foreman 1 56.00
laborer 1 34.50
1dr 950b 1 103.00
Truck & Pup 7 60.88
stomper 1 95.00
maw pcc 1."cut 1 97.00
811.66 X 4 Hrs 3,246.64
Notes: BIKE BATH = 600 CY
Labor\Equipment Qty i\hr
Foreman 1 56.00
laborer 1 34.50
skip 50 1 83.00
ldr 950b 1 103.00
Truck 8 Pup 5 60.88
stomper 0. 95.00
628.40 X 16 Mrs 10,054.40
Notes:
Labor‘Equlpsont Qty i\hr
0.00 X 0 Mrs 0.00
Miscellaneous Charges:
Moves LS 750.00
Dump Fees LS 500.00
Total Unit Cost 19.10 I Total 14,551.04
3 3
4 : DEEP LIFT AC : TN 348
Notes:
Labor\Equipment Qty t\hr
AC Skip Crew 1 320.00
320.00 X 8 Mrs 2,560.00
Miscellaneous Charges:
MOM LB 250.00
Total Unit Coat 8.07 I Total 2,810.00
2.bT,t 141-11,1 ,0T 't F,VI'LFSF t 5."i0IFF,bbt1. (ii : WOH {
5 : R/R PCC CsG : Lf 95 :
Math: C+G 95 X 20.95 '!\U 1,990.25
Notes: RMVL 8 CY
Labor\Equipment: Oty t\hr
Truck & Pup 1 60.88
stomper 1 95.00
saw pcc 4"cut 1 91.00
252.88 x 4 Mrs 1,011.52
Notes: B/F
Labor\Equipment Oty i\hr
250.00 X 4 firs 1,000.00
Notes:
Labor\Equipment Oty i\hr
0.00 X 0 Mrs 0.00
Total Unit Cost 42.12 I Total 4,001.77
6 : BIKE TRAIL AC : TN 400
Mutts- AC 23.43 X 400 $\U 9,372.00
Notia:
Labor\Equipment Oty f\hr
AC Skip Crew 1 320.00
320.00 X 8 Mrs 2,560.00
Notes: F/GRD
Labor\Equipment Oty S\hr
Foreman 1 56.00
laborer 1 34.50
skip 50 1 83.00
wtr tk 4,000g1 1 65.00
roller 5-12 1 65.00
303.50 X 16 Firs 4,856.00
Miscellaneous Charges:
Moves L9 250.00
Total Unit Cost 42..60 ` Total 1/,U38.00
i,c ,?rI'.{ l.t•T.h WNI-,T ,PIT �'1 f�Pf'l.E,F,T S�;OITSf,bbT/. - [ll l-J1)N 1
r 7 : BIKE TRAIL AB : TN 800
Marts: AB 800 X 8.13 SW 6,504.00
Motes:
labor\Equipment City SW
Foreman 1 56.00
laborer 2 34.50
skip 50 2 83.00
wtr tk 4,000x1 1 65.00
roller 5-12 1 65.00
421.00 X 32 Hrs 13,472.00
Notes:
lobor\Equipment sty S\hr
0.00 X 0 firs 0.00
Miscellaneous Charges:
Moves LS 250.00
Total Unit Cost 25.28 I Total 20,226.00
1,1/RO'd 1.t'tq Wt1c,t :Ot ?t F�1`/.F,F,t SSOtTEA7t7 /. 01 : W(l?1 1
RETT 71. 31 7i40 Peet
8ARflETf CONSTRUCTION COMPANY BID PROPOSAL P.O. Box Ire'.
General Engineering Contractors & Newport Bomb, CA 92659-42).
Califotnia J.i'i r+*e A-191075 543-1901 Phone: 71,11DXYXV
CONTRACT 543-1470 Fax. 7144150ii 7144150m-
Page _L.__4f__..
Bio TO: DACE: September 9 , 1997
EXCOL Paving Company
2230 Lemon Avenue
Long tela:h, California LOCATION: Provontative Street
Maintenance Project- 97-9e
San :Wan Capistrano, California
We propose to furnish you labor and material as noted below at the Unit Price shown for the construction of
ITEM NO. 1 -- DESWIIPTION I QUANTITY I UNIT'
MICE I
15. 4" SC`t1Adn16A 40 Sub-Drain System 500 LP 24 .00 $1200:.
22 . A1tArnah.e Bid :
4" Schedule 40 vub-Drain 325 I,F 24 .00 $.'786('
Noteel
I . Engineering, inspection fool or permit fees are not included.
2. Removal or replacement of permanent Coneroto or Asphalt is not
included.
When accepted by the buyer this bid constitutes a firm contract between both parties hereto for the labor and mate,
herein referred to according to the terms and conditions on both sides hereof.
Dwyer: .` _ _ _ BAitRETT CONSTItUCTVON COMPANY
Approved:
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