REPORT TO THE CITY COUNCIL
FROM: RANDALL W. MORRISON, PE, Director
Capital Projects Department
SCOTT L. MOZIER, PE, Director
Public Works Department
BY: JESUS AVITIA, PE, Assistant Director
Capital Projects Department, Transportation Project Management Division
MAGDALENO JIMENEZ, Engineer II
Capital Projects Department, Transportation Project Management Division
SUBJECT
Title
Reject the bid for the Bridge Preventive Maintenance Program Phase II Project at Various Locations - Bid File Number 12400024 (Council District 4 and 7)
Body
RECOMMENDATION
Staff recommends City Council reject the bid for the Bridge Preventive Maintenance Program Phase II Project at Various Locations and direct staff to rebid the project.
EXECUTIVE SUMMARY
Staff evaluated the bid submission and has concluded that the bid received is 94.5% above the engineer’s estimate of $891,740.00. The higher-than-expected bid price is primarily due to the required bypass pumping requirements specified by the Fresno Irrigation District in order for work to be done within the canal system. Staff has evaluated these requirements and will further discuss options with the Fresno Irrigation District to provide for a more economical solution when the project is rebid. Therefore, staff recommends that City Council reject the current bid and direct staff to rebid the project.
BACKGROUND
Bridge preventive maintenance is typically applied to bridge elements on structures with significant remaining service life. As a major component of bridge preservation, preventive maintenance is a strategy of extending the service life by applying cost-effective treatments to structurally sound bridges. The concept of preventive bridge maintenance suggests that many relatively small repairs and activities are performed to keep the bridge in good condition, delay future deterioration, and avoid large expenses in major bridge rehabilitation or bridge replacement. The design process commenced in 2018 following the City Council approval of the consultant agreement with Cornerstone Structural Engineering Group Inc., and then completed in July 2023.
The Notice to Inviting Bids was published in the Business Journal on July 28, 2023, and posted on the City’s website. One bid proposal was received and opened during a public bid opening on September 12, 2023, with a bid totaling $1,734,300.00 from American Paving Company, and was deemed a responsive and responsible bidder.
Staff evaluated the bid submission for this project and has concluded that the bid received is 94.5% above the engineer’s estimate of $891,740.00. The significant increase in the bid cost can be attributed to the FID Coordination and Bypass Operations requirements within the project specifications. The higher-than-expected bid price is primarily due to the required bypass pumping requirements specified by the Fresno Irrigation District in order for work to be done within the canal system. This specification was included due to the historic wet season experienced earlier this year and the anticipated water retention projected in the canal from snowpack melt runoff following the Fresno Irrigation District (FID) water delivery season, which spans from November 01, 2023, to February 15, 2024. Minimum flow rates, as well as varying flow rate scenarios for the First Street Bridge (Br. No. 42C0198) and Maple Avenue Bridge (Br. No. 42C0217) locations were provided by FID and included into the project specifications that the contractors needed to consider in their bid cost. Due to the uncertainty of the canal's water flow during the project window and the varying flow rate scenarios, accurately estimating a cost for the bypass work presented a significant challenge to the contractor during the bid phase process. Staff has evaluated these requirements and will further discuss options with the Fresno Irrigation District to provide for a more economical solution when the project is rebid.
The City Attorney’s Office has reviewed and approved this item.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines, Section 15378, the rejection of the bid does not qualify as a “project” as defined by the CEQA requirements.
LOCAL PREFERENCE
Local Preference was not implemented because this action is to reject the bid.
FISCAL IMPACT
A rejection of the bid for the Bridge Preventive Maintenance Program Phase II Project at Various Locations, which is located in Council District 4 and 7, will result in additional staff costs to rebid the project. The adopted project budget has sufficient funding to cover the additional staff costs in order to rebid the project. There will be no impact to the General Fund. The project is grant funded by the Highway Bridge Program (HBP). Required local match is funded by SB1 Road Maintenance and Rehabilitation Account (RMRA) funds.
Attachment(s):
Bid Evaluation
Vicinity Map