HomeMy WebLinkAbout10/06/1992, C-5 - LAGUNA LAKE GOLF COURSE IRRIGATION IMPROVEMENTS, CITY PLAN NO N-03Y IIIIIIIIR�IIWIIII I�II�III city O f Sall ....IS OBISPO MEETING DATE:
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COUNCIL AGENDA REPORT EM NUMBER:
FROM: Wayne A. Peterson, Acting Public Works Director
PREPARED BY: David Pierce, Projects Manager
Paul Taylor, Golf Course Super isor
SUBJECT: Laguna Lake Golf Course Irrigation Improvements, City
Plan No. N-03Y
CAO RECOMMENDATION:
By motion, approve the withdrawal of a bid submitted by Karleskint-
Crum, Inc. , approve the award to, and authorize the Mayor to execute, a
contract with Encino Engineering in the amount of $77,700 .00 for Laguna
Lake Golf Course Irrigation Improvements, City Plan No. N-03Y
DISCUSSION:
On August 20, 1992 bids from three firms were opened (bid summary
attached) . Encino Engineering submitted the low responsible bid of
$77,700. 00. Karleskint-Crum, Inc. has requested that their bid be
withdrawn as their bid for Item 1 should have been $87 , 630. 00 rather
than $54,515. 00 (letter attached) .
This project will complete the automation of the irrigation system at
the Golf Course extending automation to the southeasterly half of the
course and to the edge areas of the northeasterly half. Completion of
this work will reduce the amount of treated water required for
irrigation, allow better control of the total amount of water used for
irrigation, and allow better use of personnel for maintenance of the
Golf Course.
This project is included in the list of "General Fund Capital Projects
that Should Go Forward" that was approved by the Council on June 30,
1992 (list attached) . This project will upgrade the sprinkler system,
reduce the amount of treated water required for irrigation and allow
better use of personnel for maintenance of the Golf Course.
FISCAL IMPACT:
Contractor's Bid $77,700. 00
The Engineer's Estimate was $75, 000. 00 without contingencies. The FY
1988-89 Capital Improvement Plan includes $75, 000 for Golf Course
Irrigation Improvements (FY 1987-89 Financial Plan, Page E-9) . The
additional funding will be from the Capital Control Account.
ALTERNATIVES:
1. Award contract as proposed. /f
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COUNCIL AGENDA REPORT
City Plan No. N-03Y
Page 2
2 . Reject all bids, reduce the scope of the project, and rebid in
order to reduce the cost to $75, 000. 00
This is an alternative, however, considerable staff time would be
involved in rejecting these bids and in preparing a revised
project for bid and award. Since the revised project will not
complete the irrigation system, additional work will have to be
done at a later date by staff or by another contractor. There is
no assurance that new bids on a reduced project will result in
lower bids. The current bids reflect lean times for contractors.
A year ago this project was shelved when two vendors provided
informal estimates of $140, 000. After reviewing options, staff
proposed to bid the project and if the bids were significantly
higher than the budgeted $75, 000 Council would be asked to reject
the bids and authorize staff to accomplish the project with City
crews and temporary labor.
3 . Award the project and reduce the scope through change orders.
The procurement regulations do not allow any negotiation to reduce
scope prior to the award of this contract. However, it would be
possible to negotiate a change after the contract is awarded. It
is seldom in the best interest of the City to negotiate a
reduction in scope unless unit prices are established in the bids.
This project was bid lump sum as there were no units that
consistently required the same amount of time and materials to
complete. This alternative would also provide less than a
complete project.
Attachments:
1. Bid Summary
2 . Letter dated August 24, 1992 from Rarleskint-Crum, Inc.
3 . "General Fund Capital Projects that Should Go Forward, "
Exhibit B of June 30, 1992 Agenda Report "State Budget Grab"
4. Letter dated September 8, 1992 from Encino Engineering
extending the bid until a contract is awarded.
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Karleskint-Gum, Inc.
August 24 1992
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
ATTN: Pam Voges
SUBJ : Laguna Lake Golf Course Irrigation and Improvements
City Plan No. N-03Y
Gentlepersons:
After reviewing the bid results on the above named project,
KARLESKINT-CRUM, INC. realized that we interpreted the bid
proposal as Item #1 and Alternate A. Item 01 as a total of
both items to equal our total bid.
Item #1 : Upgrade- Golf Course Irrig. System $54, 515 . 00
Alt A, Item #1 : 'Install Wiring - only $33. 115 . 00
OUR TOTAL BID IS: $87,630.00
I apologize for any inconveniences to the City of San Luis
Obispo on this matter.
Sincerely,
KARL KINT-CRUM, INC.
` Gerald E. Crum
President
GC/dr
PRO02
AIG 2 19 2
CON7PAC ORS • Landscape-Erosion Control-Engineering C4d247631
PO.Box 5358.San"Obispo.CA 93403 • (805)543.3304 0 FAX(805)543-3827
Exhibit-E—
General` Fund' C�-;5ifat.--Profects-that,.,qhould Go Forward
Criteria for Rit2iniiff ib6 PioieU.: ......
Longstanding
Contractural Significant
Outside Design Msint
Public Funding Substantially or Policy Operating of F-dsling
Weiv Available Unde'A-2v COMMiltment 22-1-ints Facilities
FublicS2icly
Police station HVAC Impry x x ......
Fire station# I replacement x x
Underground tank monitoring
removal
Transportation
Orcun roa d uidenin g
Traffic signs] upgrades x
Monterey @ Santa Rosa x x
Palm CC,Santa Rosa
x
x
%121 @ Santa Rosa x x X
Elk's lane bridge x
Nipomo street bridge z x x
Balance of Bikeway projects x
Street reconstruction — 91,52 x x x x x
Leisure, Cultural& Social Sery
X
Recreation admin facility Y..
Playground improvements x x x x
...........
French park — final phase
X,
Mission P12%-Jot x x -x
X.
Park sand& edging Tepl=nt X.
Parks irrigation iion telemetry sys x x
Sinsbeimer park-energy impry
Stadium lights
Tennis court lights x x x x
..........
Swim center fDlCr replacement
Golf course irrigation project, x
Balance of open space funding
Performing arts centerx x
.... ... ....
M*=*On plaza improvements
General Government
. Energy impr%,stents—City bldgs
Seismic safety corrections x x x x
City Hall fire alarm replacement x T.
Information system Imp-,v x x x x
Notes
I It k reconLmended ibal CIPprojeczs funded ibTourb The enterprise and agency funds(u2ldr,SeueT,Park!17A
transit, and whale rod-)also go forward based on Their independent funding from the General Fund.
2. Detail project descriptions as prepared during rhe budget re»ew-process are 2 mi0able upon request from
the Department of Finance.
09/03/92 15:03 $`313 995 9931 ENCINO ENC INC 001
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