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Staff has contacted several other agencies that have recently bid similar projects and <br /> have found that there have been a very low number of bidders and the bids received <br /> are higher than anticipated. Discussions with local contractors identified that paving <br /> crews do not have availability because the wet weather last rainy season delayed jobs <br /> and necessitated emergency roadway repair work. This contributes to the significant <br /> variation in the bids received. <br /> Previous Bids Resection <br /> The current award recommendation is based upon the second time this project was put <br /> out to bid. Staff is recommending that City Council formally reject the bid results from <br /> the first bid on June 8, 2017. The recommendation is based on an administrative error <br /> on the City's part associated with the issuance of Addendum No.1 during the first <br /> bidding period that invalidated the bid results. Specifically, a draft version of Addendum <br /> No. 1 was inadvertently sent to all project plan holders late afternoon, Wednesday, May <br /> 17, 2017. The following morning when this error was discovered, the distribution was <br /> recalled and City staff contacted all plan holders to inform them of the error. The final <br /> (correct) version of Addendum No. 1 was then distributed to all plan holders. <br /> The draft version of Addendum No. 1 stated the basis of award would be on the lowest <br /> base bid, not including the bid amount for the "Old Vineyard Trail," while the final <br /> (correct) version included the "Old Vineyard Trail" in the basis of award. The City's <br /> attempt to correct the error was unsuccessful as one of the bids received (DeSilva <br /> Gates) used the revised bid sheet that was part of the draft version of Addendum No. 1, <br /> while the other bid received (Granite Construction) used the revised bid sheet that was <br /> included in the final (correct) version of the addendum. (Two bids in total were <br /> received.) The variations in the bids received showed that DeSilva Gates was the <br /> lowest bidder based on the draft version and Granite Construction was the lowest <br /> bidder based on the final (correct) bid proposal. The bid amount on the first solicitation <br /> was approximately $6.4 million. <br /> Consultant Services <br /> Staff is recommending the use of consultant support services to support City staff during <br /> construction to provide daily inspections. A full-time inspector will be on-site, working <br /> with contractors to augment the current inspection staff. Proposals from the City's <br /> current on-call firms were received. After reviewing the proposals and interviewing the <br /> proposed inspectors, Ghirardelli Associates was determined to be the most qualified <br /> consultant. Ghirardelli has worked on similar roadway resurfacings on the City's Bernal <br /> Avenue Pavement Rehabilitation project, exhibiting an understanding of the City's <br /> standards and expectations. Staff is recommending that Ghiradelli Associates be <br /> retained for the not-to-exceed amount of $105,400. The subject project requires 140 <br /> working days to complete. The contract amount is based on providing a full-time <br /> inspector for 85 working days as-needed during heavy construction activities. <br /> Consulting testing services for $50,000 will be provided under the existing on-call <br /> material testing contracts. The testing services will be in conformance with the City's <br /> Quality Assurance Program for paving. <br /> Page 9 of 10 <br />