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HomeMy WebLinkAboutReg 2003-08-18 Item 6 - Bid Award - DL Asahara Company for 2003 Small Drainage Program for $279,410.64CAS Number: 03-108 Agenda Item Title: Original Sponsor: I Timeline: Sponsor's Summary: Recommendations: Sponsor: Committee: Administration: Cost Impact (if known): Fund Source (if known): 1 Meeting Date 1 8/18/03 COUNCIL AGENDA SYNOPSIS Meeting Date 8/18/03 Council Initials ITEM NO. Prepared by 1 Mayor's review] Council review nl p,{p. I .A,. I I I 1 1 1 1 1 ITEM INFORMATION 3 I Original Agenda Date: August 18, 2003 Bid Award for the 2003 Small Drainage Projects Admin. Public Works The project was advertised on July 10 and 17. Six bids were received and opened on July 25, 2003. The low bid of $279,519.44 was from D.L. Asahara Co., Inc. References show that D.L. Asahara only has a history of landscaping projects but performs quality work in a timely fashion. The additive alternate bid was higher than anticipated and is not included in the 2003 Small Drainage Project bid award. Award contract to D.L. Asahara Co., Inc. Recommend to Regular Council Consent Agenda Same as Sponsor. $279,519.44 412 Storm Water RECO OF C0 Action APPENDICES Attachments 1 Meeting Date 1 8/18/03 I Information Memo dated July 25, 2003 (revised after UC) 'Bid Tabulation I KPG Recommendation Letter 'Utility Committee Meeting Minutes from August 5, 2003 INFORMATION MEMO To: Mayor Mullet From: Public Works Directo~ Date: July 25, 2003 Subject: 2003 Small Drainage Program - Bid Award Project No. 03-DR01 ISSUE Award the 2003 Small Drainage Program to the low bidder, D. L. Asahara Company, Inc. BACKGROUND The Annual Neighborhood Drainage Program budgeted $995,000 for design and construction of two projects in 2003. The two projects are the South 134z Place Overlay and Drainage project, currendy under construction, and the 2003 Small Drainage Program. The 2003 Small Drainage Program includes five project sites (base bid) and one alternate site. This project was advertised on July 10 and 17, 2003. Six bids were received and opened on July 25. The Engineer's base bid estimate was $326,264.00. All bids were reviewed and four errors were found and corrected. These errors did not did not affect the ranking of the bidders but did affect the low base bid amount of $279,519.44 (Corrected) from D. L. Asahara Company, Inc. ANALYSIS The low bidder, D. L. Asahara Company, Inc., provided references for past work. Their references were checked and found to be for landscaping projects. The company was contacted and reported that they are new to public works projects and do not have references for this type of work. Their references for past projects were therefore inconclusive. The additive alternate bid was for $56,146.24. This bid was also reviewed and it was determined that the contractor had added an additional $10,000 over what was expected to the mobilization portion of the bid. Therefore, inclusion of the additive alternate is not recommended. 2003 Small Drainage and Overlay Projects Budget Summary Small Drainage (2003 CIP pg. 111 ) 412 Fund Total Budgeted . 8995,000 2002 Final Payments 125,834 2003 Portion of Preliminary Engineering 143,685 S 134t~ Pi Overlay & Drainage ' 362,333 2003 Small Drainage Program * 307,471 Total Remaining ~ 55,677 · Amount includes 10% Contingency. RECOMMENDATION Award the 2003 Small Drainage Program to D. L. Asahara Company, Inc., in the amount of $279,519.44. RL:ad attachments: Bid Tabulation KPG Recommendation Letter Jul,30. 2003 6:45PM KPG No.9222 P, 1 July 30, 2003 'Mr. Ryan I.ars0n, PE Senior Surface Water' Engineer City of Tukwlla Public Works Tukwlla, WA 98188 Re: 2003 Small Dralnage Program DL Asahara Co, Inc. reference check Dear Ryan, As requested, we have contacted references that were provided by DL Asahara Co. Inc (Asehara). The following summarizes the feedback we received from each of the references contacted as .well as supplemental information from Asahara~s · estimator, Darren Osaka: On July 28, 2003 I contacted Al' Emtar, City of Federal Way, Washington to discuss his experience working With Asahare on the 23~/320m Street Improvement project for the City. Al indicated that Aaahara did good work in all .regards (quality of Work, timely 'completion);' however, their role on .the project was as the landscape and' Irrigation subconaultant. All utility work end paving were completed bY the prime, rather than Asahara. On July 30~ 2003, I contacted Emie Eugenio of the Tacoma School Dlstri~. Ernie indicated that Asahara has completed.numerous projects with the school district over the past 10 years and she has been consistently I~appy with the.quality of work and cooperative attitude in dealing with field adjustments, On. these projects, Asahara primarily cor~plet~d landscape and.irrigation construction. On July 30, 2003, I contacted .Joanr/e Lawson at the City of University Place.... Joanna worked with Asahara numerous times during her 22 year career With the City of Tacoma Parks.Department and indicated that they were 'the best.contractor I've ever worked with'. The projects primarily consisted of landscape and irrigation, but they also worked on streetscape'improvements, ballfield censtruction,.and, some minor drainage improvements. As none of the references pertained specifically to the type of work identified in the small drainage program, I centactad Darren Osaka, estimator for Asahare. Darren was hired about 2 months 'ago for the sole purpose of expanding the capabl!lties of Asahara to Include construction of municipal roadway and drainage .improvements. Darren worked as a foreman for 12 years at his family business, 'Fuji industries, in the construction la~:ge municipal roadway, drainage, and site improvement projects. Jul.30. 2003 6:45P~4 I<PG N0.~222 P. 2 Mr. Ry~ Larson July 30; 2003 Page2of2 ' KPG Jn :aurfimary, the references contacted' all indicated they were. happy wil~ the work completed by 'DL Asahara Co. Int.'and W°uld wod<.with them again. Although the scope of these :past projects.was not .directly related 'to the scOpe of the 2003 small drainage program, all of the references spoke highl~ of Asahare .as a conscientious .contractor who provided quality, wore and'was easy .to work with on field ~hanges and design p. mblems.. Also,. Asahara. has 'recently hired· expertise for the purpose of pu.muing municipal roadway', and drainage, work. Based on our · discu~sloqs with· Asahare's references and review of their .bid. prOposal, we see no mason not tO award the 2003 Small Drainage Pml~ram .to DL Asshara Co. Inc. · Ifyou have'anyqu~tions pleasecall ma.at208-286-1640. Thank yoU, " · Nelson Davis, P.E, .. .: KPG, Inc. ^rchl.~eCtt~ra · C vi[ Engineering' · Landabape'^rchlTec~ure · Urban D.esl~rt Utilities Committee August 5, 2003 Present: Pam Linder, Chair; Dave Fenton, Joan Hernandez Jim Morrow, Mike Cusick, Brian Shelton, Frank lriarte, Pat Brodin, Gall Labanara, Lucy Lauterbach 1. 2003 Small Drainage Program Bid Award The 2003 project includes five projects and one ...,alternative. Of six bids, the lowest was from DL Asahara for $279,519.44. The additive could not be afforded at this tim~.so is not included. References were somewhat inconclusive, as she company references(which'were good) were for landscaping and irrigation, not drainage work. The engineer's base bid w~s $310,000, so the committee recommended project award. Award small drainage proiect award to DL Asahara at a Re~ular Meeting. 2. Infiltration and Inflow ~003 Manhole Repairs In March the City contracted with Pivetta Brothers for work on three manlaole repairs and related work. There was one change order. The project final cost was. S47,749.35. The work is complete. Recommend contract acceptance and release of retainage to Regular Meeting consent agenda. 3. Cascade Water Alliance After analyzing the cost of buying water from Seattle in the future versus what it might cost from Cascade Water Alliance, Public Works recommended proceeding with Cascade Water. They estimated that their costs would be lower than Seattle's for the next 47 years. It's very difficult'to estimate future costs and supply, but staff was confident CWA (Cascade) will be ahead in the long mn. Tl~e committee said they trusted staff's analysis. Recommend staying the current course with Cascade. 4. Sewer Utility Rates Tukwila has not raised sewer rates since 1996, and in the past year or two has had to dip into the reserve account to pay for maintenance and operations (M & O). Metro's portion of the sewer bill is $23.40, while the city portion of the bill is $5. Tukwila's sewer charges are lower than other valley cities and districts. Staff recommended raising the $28.40 rate by $2.00. The Committee was concerned whether even that would cover all the sewer needs for M & O. We've used up half the reserve in paying maintenance costs. The water and sewer pipes in the CBD were all installed in the 1960's and will all need replacing in the next few years. The committee wanted to look at rates if not next year then at least in two more years. They pointed out the City has merely passed on Metro cost increases in recent years, and has absorbed some costs. Recommend sewer rate increase to COW. 5. Wet-Floodproofing Variance Though the main building at Starfire has been taken care of for floodprooding, the concessionaire and restrooms have not. Staff recommended granting them a variance for being in the floodplain. The committee members agreed that if the insurance was ok with it, the City could be. Jim assured them a hold harmless motion.would be included, as well as a requirement for a manual shut off of the sewage system in the event of a flood. Joan asked who would shut it off at 2 am. Jim said he would work with Starfim to resolve issues like that. Recommend variance.