15-1103_MARK SAUER CONSTRUCTION, INC_Agenda Report_F12City of San Juan Capistrano
Agenda Report
TO: Honorable Mayor and Members of the City Council
FROM: Thorn Coughran, P.E., Interim Public Works and Utilities Direct4
Prepared by: Paul Meshkin, P.E., Senior Civil Engineer~
DATE: November 3, 2015
11/3/2015
F12
SUBJECT: Consideration of Rejecting All Bids and Authorization to Re-Advertise and
Receive Construction Bids for the Bias Aguilar Adobe Site Improvement Project
(CIP 07403)
RECOMMENDATION:
By motion:
1. Reject all bids received for the Bias Aguilar Adobe Site improvement Project (CIP
07403); and,
2. Authorize staff to re-advertise and receive construction bids for the Bias Aguilar Adobe
Site improvement Project (CIP 07403).
EXECUTIVE SUMMARY:
Staff is recommending that the City Council reject all bids received for construction of Bias
Aguilar Adobe Site Improvement Project due to the higher than expected bid amounts
comparing to the Engineer's Estimate. The Notice Inviting Bids for construction was
advertised on September 17, 2015, and September 24, 2015, the bids were due to be
received by the City Clerk's office no later than 2:00P.M. on October 8, 2015. A total of four
(4) bids were received by the City Clerk's office before 2:00P.M. on October 8, 2015. All four
(4) bids were opened by the City Clerk's staff and read aloud.
DISCUSSION/ANALYSIS:
In May 2011, the State of California awarded the City a Nature Education Facility (NEF)
Grant in the amount of $498,434 for repairs to the Bias Aguilar Adobe and certain site
improvements to preserve the adobe and its historical character. The Project is implemented
in two phases. Phase 1, which was completed on September 15, 2015, stabilized the adobe
structure and repaired the southern wall and roof of the adobe and repaired the garage walls.
Phase 2, will improve the site and enhances the grounds to further facilitate its use for
educational and interpretive purposes. Improvements such as reconstruction of historic
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features on the ground including well structure and 'Homo' will be done by the Bias Aguilar
Adobe Foundation (BAAF) that has offered to do this work voluntarily. Other site
improvements such as site grading and earthwork, landscaping, installation of new irrigation
system, stone and tile paving and installation of decorative handrails will be constructed by
the selected contractor. The Notice Inviting Bids for construction of Phase 2 was advertised
on September 17, 2015, and on September 24, 2015, the bids were due to be submitted to
the City Clerk's office no later than 2:00P.M. on October 8, 2015. A total of four (4) bids were
received. Staff evaluated the bids and compared them with the Engineer's Estimate of
$211,193. The lowest bidder amount was $307,724 which is $96,531 higher than the
Engineer's Estimate. Therefore, staff recommends rejecting all bids and working with the
design architect to downsize the project scope of work to lower the cost and readvertise the
project.
FISCAL IMPACT:
Rejection of the bids will incur minor cost to re-advertise the project. The project is included
within the Adopted Fiscal Year 2014-2015 Capital Improvement Program (CIP 07403) and is
currently funded with Nature Education Facility (NEF) Grant funds and Park In-Lieu Fees.
The available budget for construction of Phase 2 is approximately $175,000. Phase 2
portion of the Project will be re-advertised for bids in mid-November 2015, staff
will evaluate Phase 2 bids to determine if additional funds are required to
complete the project.
ENVIRONMENTAL IMPACT:
The City has complied with all applicable provisions of the California Environmental Quality
Act (CEQA) and on May 15, 2012, the City Council adopted a Mitigated Negative Declaration
(MND) and approved a Mitigation Monitoring & Reporting Program (MMRP) for the proposed
project.
PRIOR CITY COUNCIL REVIEW:
• On October 6, 2015, the City Council adopted a Resolution for Notice of Completion
for the Bias Aguilar Adobe Restoration Project.
• On August 4, 2015, the City Council approved Change Order No. 5 in the amount of
$34,322 to reroof the Bias Aguilar Adobe for a total contract amount of $200,817 with
Mark Sauer Construction Inc.
• On April 7, 2015, the City Council awarded a Construction Contract for the Bias
Aguilar Adobe Restoration and Repair project to Mark Sauer Construction, Inc. for
Phase 1 construction.
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• On June 14, 2013, the City Council approved the plans and specifications and a
Memorandum of Understanding (MOU) with the Bias Aguilar Adobe Foundation for the
Bias Aguilar Adobe Nature Education Facility (NEF) Grant Project (CIP No. 07403)
and authorized staff to receive bids for construction.
• On September 4, 2012, the City Council conditionally approved the preliminary design
plans for the Bias Aguilar Adobe property.
• At its May 15, 2012, meeting, the City Council approved a Mitigated Negative
Declaration (MND) for the project and directed staff to assure signage would be
provided along the property frontage. The project plans and specifications include the
design and location of the sign.
• On February 7, 2012, the City Council approved a Personal Services Agreement with
Ed Almanza & Associates for performing the California Environmental Quality Act
(CEQA) review of the Bias Aguilar Adobe project.
• On November 15, 2011, the City Council approved a Personal Services Agreement
with RJM Design Group to prepare the development plans for the proposed project.
• On May 18, 2010, the City Council directed staff to submit grant applications to the
State of California for funding under the Proposition 84 Nature Education Facilities
(NEF) Grant Program including the Bias Aguilar Adobe.
• On October 21, 2008, the City Council approved a Personal Services Agreement with
IS Architecture to prepare the adobe roof and wall repair plans for the proposed
project.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
• On May 28, 2013, staff provided status update for the Bias Aguilar Adobe
Repair/Restoration project to Cultural Heritage Commission. Both the Cultural Heritage
Commission and the Planning Commission have previously reviewed and
recommended City Council approval of the preliminary design plans for the Bias
Aguilar Adobe project.
NOTIFICATION:
C.S. Legacy Construction, Inc.
STL Landscaping, Inc.
Aghapy Group, Inc.
Norse Corporation
A TT ACHMENT(S):
Not applicable.
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