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Home My WebLink About12/3/2003 - STAFF REPORTS (3) DATE: December 3, 2003 TO: City Council FROM: Executive Director-Airports SUPPLEMENTAL REPORT - RESIDENTIAL SOUND INSULATION PROGRAM (RSIP) - PHASE IV RECOMMENDATION: It is recommended that the City Council reject all of the submitted bids for the Residential Sound Insulation Program (RSIP), Phase IV(AIP 3-06-0181-29, City Project 2003-10), and authorize re-bidding to the three (3) pre-qualified contractors. BACKGROUND: Bids for the Residential Sound Insulation Program (RSIP) Phase IV(AIP 3-06-0181-29, City Project 2003-10), were received on November 25, 2003: BIDDER BID PRICE DBE PARTICIPATION Great West Contractors, Inc $1,439,000 5.7% Jim Webber&Associates, Inc $1,627,591 0.0% T&M Construction, Inc (no bid received) This fourth and final phase of RSIP followed the methodology of the previous phases and a two step bidding process for a general construction contractor is being conducted. Those contractors who met the requirements outlined in the first step will be eligible to participate in Step II - Invitation for Bid to provide construction services. The only Offerors submitting Step I proposals and found qualified by the City are Great West Contractors, Inc., Jim Webber&Associates, Inc. and T&M Construction, Inc.. There are currently 68 homes registered for this fourth and final phase. There are still approximately 20 homes remaining within the program boundaries and staff is working diligently to include these homes. A map showing the boundaries of the program, as established by the Airport Commission and City Council, is shown on Attachment A. The Disadvantaged Business Enterprise (DBE) goal for this project is 5.9%. The architect's estimate is $1,700,000. After reviewing all of the bids and the DBE (Disadvantaged Business Enterprise) commitment, the lowest responsive, responsible bidder is Great West Contractors, Inc. at a bid price of$1,439,000 and a DBE commitment of 5.7%. After the receipt of bids, the City received written notification from Great West Contractors, Inc claiming a 'clerical error' and requesting their bid be withdrawn. In accordance with the State of California, Public Contract Code, the City is obligated to allow a bid to be withdrawn when the request is made and documentation of the clerical error is provided.This documentation was provided by Great West Contractors, Inc. (see Attachment B). Additionally, if the revised bid could be accepted, it is above the amount for this project. Residential Sound Insulation Program - Phase IV December 3, 2003 Page 2 In reviewing the bid for the next possible bidder, Jim Webber & Associates, Inc., the DBE goal was not met. Jim Webber&Associates, Inc. did provide documentation of a "good faith effort"to solicit DBE participation, however,their submitted bid price is above the budget amount for this project. All three (3) of the previous phases of RSIP have been extremely successful for the involved homeowners by improving the value of their property and reducing the noise impacts.A key component of this success is selecting a general construction contractor who understands the issues involved in home construction and cooperates fully with the homeowner. In order to ensure the continued success of the program, staff feels it is in the best interest of everyone involved to solicit new bids from the three (3) pre-qualified contractors. Bids would be due so as to allow for possible award by the City Council at it's regularly scheduled meeting of December 17, 2003. A minute order is attached for City Council consideration. ALLEN F SMOOT, A.A.E. MIKE N WILLIAMS, A.A.E. Executive Director -Airports Deputy Director- Operations A APPROVED �'1 City Mi ge� � I1 ATTACHMENTS: 1. RSIP Program Boundary Map 2. Correspondence from Great West Contractors, Inc 3. 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En DAD 'i p� 61 d wn +ee, v 7 7 73 r 63 60 65 1w1 16 l / � nos +62 �fip�68 69 �70� 77 7fl 7g 72 65 64 60 6� 3 tau Y1A NEGOgA 62 / 67� SAHA RA ROAD w SHFROfJ 1a6x 1 SAN JUAN ROAD fefp t]ii ! R56 tx55 21p0 2121 22@ 1]5T �c 66 p55 VSp fEif y $a 71 66 67 59 56 2 YWl 656 ]665'Q 2I51 2ix2 2x9x YIY1 2b1 la6Y YP99 P 66 } 72 �1� 83 g2 a v.,,on 20 23 24 9t 38 37M 36 35 34 33 10H Isap nsp va z1 p 1z a llw R n1p ,Yos n1z I,m 1802 f 3ua'O , . z n 'yp 2100 23.o 2ssa zapp 64 65 + �73 74 85 84 8'Y 70 69 68 58 57 1 225 v �� 27 28:29 30 31 32 } rnn comma on- J9 "ran 26,s DPE#i VISTA CHINO DPE#2s' ' PM10014 y :4 1999 65 DB CNEL } ih1b41 nI I AI ICIEN AIMtC IAICI II ATInAI OTJM_DAAA Onl IKIIIADV Nov 26 03 01 : 43p C. Kell —Smith & Assoc. 6508273909 p. 2 10V.[0. Zu0a IZ:4JFM Great West Cootraetors N0. 6399 P. I _ ;maC � r, ti (. e GREAT WEST CONTRACTORS .1 INC. License No, 673901 VIA FAX 650-827-3909 November 26,2003 Ms.Carla Kell-Smith C Kell-Smith&Associates 1200 Bayhill Drive,Suite 224 San Bruno,CA 94Q66 Project: R.S.1.Phase IV Re, Withdrawal of Bid Dear Ms.Kell-Smith, It is with great regret that I must inform you that Great West Contractors hag made a clerical error in the calculation of its bid. The HVAC subcontractor,Coastal Heating and Air Conditioning, made an error in their addition. Their actual total should have been$301,335.00 but they printed the total as$165,547.00 on their proposal(see attached). This is a difference of$135,808,00. Great West Contractors listed$165,527.00 on the bid spreadsheet in calculating its bid for the project. For this reason,unless given an opportunity for an equitable adjustment in the amount of $135,808.00,Great West Contractors must withdraw its bid for the project. Sincerely, �6✓ Richard G.Wo1 gor President RGW:jb Attachments(3 pages) 4562 E.EISENHOWER CIRCLE . ANAHEIM, CA 92807 • (714) 777-0977 FAX(714) 777-0978 1 Nov 26 03 01 : 43p C. Kell -Smith & Fssoc. 6506273909 p . 3 nvv,co, cuuo it.uori treat west Gootraotors 7•no Ngami No-6999 P. 2 r �74 -3 � �-� Cc/�e � r t 'd t966-L96 fo9L) sa ua P W al 9qa❑ eg} :6❑ co Sz now Nov 26 03 01 : 44p C. Kell -$mith & Assoc. 6508273909 p. 4 Irvr•t4, LHOliI areal Wast Uootractors '9b'�oN BW!1No6399'aN P• 3 Coastal Heating & Air Conditioning Certified Smell lousiness, MBE, DBE umnsn t ful'152,eupdod,In:.ui xl ROPO �-� Novcmbcr25,2003 P SAL � I Project; Palm Springs international Airport Residential Proj Sound lnaulation Progntm, Phase IV C i iry Project YI2003.10 �� Submitted To.- Project Munnger: We are pleased to provide you with our quotation for the above listed �ro i�b� our quote includes the pricing for the Scope of Work described in the specification bookfor HVAC Mci,,........ Sorvicoi for 69 dwelling unite.Wu will out any aeaees holes in walls and/or wood,act plywood for any pladlurms with the following exclusions:drywall patching,painting wood tinishing and carpentry work to include building roorhutuhus&aod;tt&cement pads,chimney dampera, Clectrical provided to disconncct, The cost por unit is listed below: Rcxidcnt Unit]dame&Addrum Number of HVAC Construction Amount Number Owtiling Units GI 2020 Acacia Rd. li.-Chat n I $ 8.5 11 02 1995 Acacia Rd,W.-tionwticz 1 S 5,309 03 2003 AcaroA Rd,W,llouAhcrty f S 449 04 2073 Acacia Rd,W.-Byrd i $ 751 05 2095 Accacia Rd.W:Summers I $ 751 06 2197 Acacia Rd,1V.dlarcla I S 751 07 2285 Acacia Rd.W.-Alvarado I $ 751 08 2388 Acsois Rd.W-Ringwald I $25.440 09 1991 Cerritos Rd.,Higucru I S 751 10 209E Cnrritoa Rd.N:Auah I S 751 11 2120 Ctvritos Rd.-Allot i S 449 12 2205 Cerritos Rd.-Thomas I S 5,198 13 2290 COMIMS Rd.N-MKin 1'ullnrd I_ $ 5,203 14 2293 Carriow Acf=Chamberlain 1 W S 14,675 15 2365 Cerritos Rd.-Mara h 1 S 751 16 2090 Deborah Rd;-t3cmatd I S 75I 17 2110 Deborah Rd.-Cornell I $ 15,443 IS 21301k;homh RdJ o z I ..3 751 19 2139 Deborah Rd-Dearborn/Smedlc i $ 751 20 2177 Deborah Rd:Nui ort 1 S 751 21 2190 Deborah Rd,-'faaofsky _ �yl S 9.434 22 2201 Duburah Rd.-Solomon 1 S 14,166 23 2285 Deborah Rd.-Alexander I S 5,732 24 2283 Dchorah Rd.;I.Axlie Silva I $ 7$1 25 2345 Deborah Rd.-1'nron/Voi I S 449 26 1890 Desert Purk Ave:Phill@a 1 S 751 27 2222 Desert Park Ave.-Josmh 1 S 751 28 1892 Pnrrel Drive N:Puahror 1 S 8,083 2y 2.103 Me Wolin R.N Rld nil I S 8,083 3U Not used 1 S r ^ 31 2132 Nicola Rd.B.-'l'ni illo 1 y 751 32 2155Nieofa1td.6.-Shelton I PO H S 7,936 uN I J 4N,l;uI�J1M,CA 4701 t4 Phtuu'1(16U)411014:11het:(/1101 Mt!`rMi(H 7Sd �u'10 NnLlll;rn,,n,6dlwdf4,LYrR;Ib'1 W1,11wh':Cu,i+tdlnnr;hdmr.d.nrl f��f//.�/��///iI/�Jh 2'd I966-496 (094) sapuaw alggaa e6y:1313 EO S2 Nov 26 03 01 ; 44p C. Kell -Smith & nssoc. 6508273908 Nol'.26 2003 12 OPM Great West Contractors )VNEDW! Na•b3yy+� N• n p' s 33 2211 Nicola Rd.B.1-itodri Wu I $ 751 34 2311 Nicola M.F. WuckMr 1 S 449 35 21UNNicoluId.W,-Prenfioo 1 S S,1R4 36 S Z117 Nicula Rd.W-Avila I S 751 37 2145 Nicola Rd.W/-Diaz I 5,184 36 2195 Nimla Rd,W:CgGo_jly 1 S 449 39 22R4Nicola Rd.W.-Quinn I $ 751 40 2355 Nicola Rd,W:Vonc s 1 $ 751 41 2390 Nimla Rd,W-JDIXPMI. 1 S 449 42 1915 Rac eclClub Rd:131om uist I $. 751 43 1827Ra uctClubRd:Sullivan I S 751 44 2005 Ruouct Club Rd,Gervald 1 S 5,520 45 2025 Racquet Ciub Rd:Lc 1 s 8,581 46 1790 Rochelle Rd:Reed - i S 13,142 47 2000 Rochelle Rd:Pi ueron 1 $ 751 48 2665 San Juan Rid.C.-Main I $ 449 49 2757 San Juan Rd.B,"l'rusl 1 $ 751 So 1922 Snndra Rd, N.-La=tu l S 751 ..- 51 ZU IO Sandra Kd,N.-Trost I $ 1 1 52 2I4I Sondra U.N.-Corcia 1 $20 759 53 2142 Sandra Rd.N:Williams 1 S 449 54 2255 Snndraft Choctorman 1 $ S,ISd ` 55 I AND Sharon Rd-TOPUn 56 2500,Sharon Rd-Nuima 1 s 8,581 57 1940 Via 8scuela Rd.11-AlruAwald 5,434 58 2322 Via Rseuel'a RdMI-Williams I 5 55,372 59 2525 Via 5xcuola Rd,li-Fra2or I S 751 60, 1972VIotcuiand-Poue1100 -IT 2.088 _ 61 2094 Viminnal Rd-Churchmen 1 $ 13.477 __-' 62 266fi Vista China-Macshan 1 T LOU 63 2790 Vista Chino-1,o oz I $.R 715 64 m. 239S Mboreh .N-Kincaid 1 $ 449 65 2150 Cerritos R'-Peseins I S 449 66 2315 Nicola Rd, W Short er 1 S 4,832 67 2253 Nicola Rd; W Goodrich 1 S 449 6R 2000 Uosert Park F Smith 1 S 1,815 64 190 leg t S 449 1'otuf $165,527.00 Tito Carrier unit is not available,aubstitutc Mitsubishi M/N PKI RFK The Ma terCopl Plus has changed to CHC641 and only comes in lhp or 3/4hp so the 1/2hp listed In tho specs wore substituted with 3/4hp. Judy Bni�y Partner,Cstimamr e0 Nix>1411,Crul4had,CA 92n t11 rliunty(/WO('0 0/43 NIX:(760)W-9861 Linnh tn.n,l,tlhviiRL'Gnx.nrd Wn1+,Jlie rst,itLdnlcchalnuA.la:r E'd 1e98-1.98 filet.) vapuau aF9gaa eeir ;sn co S2 nou _d MINUTE ORDER NO REJECTING THE SUBMITTED BIDS FOR THE RESIDENTIAL SOUND INSULATION PROGRAM (RSIP), PHASE IV(AIP 3-06-0181- 29,CITY PROJECT 2003-10)FROM GREAT WEST CONTRACTORS, INC,JIM WEBBER&ASSOCIATES, INCANDT&M CONSTRUCTION AND AUTHORIZE SOLICITING NEW BIDS FROM THE ABOVE NAMED PRE-QUALIFIED CONTRACTORS FOR THIS PROJECT. I HEREBY CERTIFY that this Minute Order, rejecting the submitted bids for the Residential Sound Insulation Program (RSIP), Phase IV(AIP 3-06-0181-29, City Project 2003-10) from Great West Contractors, Inc, Jim Webber&Associates, Inc and T&M Construction and authorize soliciting new bids from the above named pre-qualified contractors for this project,was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 3`d day of December, 2003. PATRICA A SANDERS City Clerk DATE: December 3, 2003 TO: City Council FROM: Executive Director - Airports RESIDENTIAL SOUND INSULATION PROGRAM (RSIP) - PHASE IV RECOMMENDATION: It is recommended that the City Council award a contract for the Residential Sound Insulation Program(RSIP), Phase IV(AIP 3-06-0181-29,City Project2003-10),subject to FAA approval. SUMMARY: Phase IV of the Airport's Residential Sound Insulation Program (RSIP) is the final phase of this project. As with the previous phases, a two step bidding process for a general construction contractor was utilized. Those contractors who met the requirements outlined in the first step are eligible to participate in Step II - Invitation for Bid to provide construction services. Bid tabulation results will be provided at the December 3, 2003 meeting. BACKGROUND: The purpose of the Residential Sound Insulation Program(RSIP) is to mitigate aircraft noise impacts to residential homes that lie within the 65 CNEL (Community Noise Equivalency Level) noise insulation boundary. The program is now entering its fourth and final phase, which currently includes 68 homes. All of the homes are within the City of Palm Springs. This fourth and final phase of RSIP followed the methodology of the previous phases and a two step bidding process for a general construction contractor is being conducted. Those contractors who met the requirements outlined in the first step will be eligible to participate in Step II - Invitation for Bid to provide construction services. Only those Offerors submitting Step I proposals and found qualified by the City are eligible to submit bids in Step II. Step II bids will be evaluated on a standard competitive sealed bid basis. All Step II submittals will be reviewed and analyzed by City staff and project consultants for compliance with the Invitation for Proposal/Bid Specifications and acceptable engineering standards. Final award of the contract (if any) will be made by the Palm Springs City Council based on the lowest responsive and responsible bid. There are currently 68 homes registered for this fourth and final phase. There are still approximately 20 homes remaining within the program boundaries and staff is working diligently to include these homes. The bids are due at 2:00 p.m. on November 25, 2003 and will be provided to the City Council at the time of the meeting. The FAA is extremely anxious to have this project completed and in order not to lose the available federal funds, an extremely short time line for construction has been agreed to with the FAA. Residential Sound Insulation Program - Phase IV December 3, 2003 Page 2 Funds for the project are available via Airport Improvement Program (AIP) grant29 from the Federal Aviation Administration (FAA), account no 415-6600-56047. wk� . - -- MIKE N WILLIAMS, A.A.E. ALLEN F SMOOT,7I.A.E Deputy Director- Operations Executive Director - Airports APPROVED: �'�', � City Manager N:\WordPerfect\City_Council\Engineering_Construction\RSIP_Phase IV Award 12-3-2003.wpd REVIEWED BY DEPI OF FINANCE _00'<- C2-A aL