REPORT TO THE CITY COUNCIL
FROM: Randall W. Morrison, PE, Director
Capital Projects Department
AARON A. AGUIRRE, Director
Parks, After School, Recreation, and Community Services Department
BY: francisco V. magos II, PE, Assistant Director
Capital Projects Department, Utilities and On-Site Project Management Division
ARMANDO CERVANTES, Project Manager
Capital Projects Department, Utilities and On-Site Project Management Division
SUBJECT
Title
Reject all bids for the Cary Park ADA, Bleachers, and Pétanque Play Court Improvements Project Bid File No. 12400560 (Council District 4).
Body
RECOMMENDATIONS
Staff recommends that the City Council reject all bids received for the Cary Park ADA, Bleachers, and Pétanque Play Court Improvements Project and direct staff to repackage the project to allow for a more competitive bid.
EXECUTIVE SUMMARY
Staff recommends that the City Council reject all bids received for the Cary Park ADA, Bleachers, and Pétanque Play Court Improvements Project. The lowest responsive and responsible bid received was 56.76% above the Engineer’s Estimate and exceeded the funding allocation for the project provided by the Parks, After School, Recreation and Community Services Department (PARCS). Upon rejection, staff will work to repackage the ADA and Bleacher portion of the project to allow for a more competitive bid and utilize alternative construction procurement methods for the Pétanque Play Court Improvement portion of the project.
BACKGROUND
The Cary Park ADA, Bleachers, and Pétanque Play Court Improvements Project is located at the northeast corner of Fresno Street and Gettysburg Avenue. The project design was initiated through a consultant agreement with Lars Andersen & Associates on November 17, 2022, using FY 2023 Measure P Expenditure Category 1 Funds. The purpose of the project is to enhance the park guest experience, safety, and accessibility at Cary Park through the construction of an accessible path of travel, bleachers, and drinking fountains at and around the existing baseball fields. Additionally, the project included the design of new park benches, rope chain fencing, landscape, and irrigation improvements at and around the existing Pétanque play courts at the park.
The Notice Inviting Bids was advertised and published in the Business Journal and Planet Bids on September 25, 2023, and posted on the City’s website. Eight (8) building exchanges received the Notice Inviting Bids. The specifications were distributed to 22 perspective bidders, two (2) sealed bid proposals were received and opened in a public bid opening on October 24, 2023, with bids ranging from $611,794.72 to $645,370.00. Flex Pro, Inc. was determined to be the lowest responsive and responsible bidder with a bid amount of $611,794.72. The bids will expire on March 8, 2024.
Upon evaluation of the bids, staff determined that the lowest responsive and responsible bidder exceeded the engineer’s estimate and budget allocation by 56.76%. The significant increase in bid cost can be attributed to higher than expected costs for Clearing and Grubbing and Miscellaneous Facilities and Operations. Staff recommends rejection of all bids received and will work to repackage the ADA and Bleacher portion of the project to allow for a more competitive bid and utilize alternative construction procurement methods for the Pétanque Play Court Improvement portion of the project.
The City Attorney’s Office has reviewed and approved as to form.
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 considered as this is an action recommending rejection of all bids.
FISCAL IMPACT
The Cary Bleachers, ADA, and Pétanque Play Court Improvements Project is located in District 4. The adopted project budget has sufficient funding to cover the additional staff time to repackage the ADA and Bleacher portion of the project and allow staff to utilize alternative procurement methods for the Pétanque Play Court Improvement portion of the project. The project is funded through Measure P and General Funds appropriated in FY 2024.
Attachments:
Bid Evaluation
Vicinity Map
Location Map