HomeMy Public PortalAbout7J Rejection of Bid for the Live Oak Park and TC Park Planter Renovation Project (P10-03)AGENDA
ITEM 7.J.
PARKS AND RECREATION DEPARTMENT
MEMORANDUM
DATE: March 15, 2011
TO: The Honorable City Council
FROM: Jose E. Pulido, City Manage"
By: Cathy Burroughs, Director of Parks and Recreation
SUBJECT: REJECTION OF BID FOR THE LIVE OAK PARK AND TEMPLE CITY
PARK PLANTER RENOVATION PROJECT (P10-03)
RECOMMENDATION:
The City Council is requested to:
a) Reject the bid submitted by Aramexx Construction for the Live Oak and Temple
City Park Signage and Planter Renovation project; and
b) authorize staff to re -bid the project.
BACKGROUND:
1. On February 16, 2010, the City Council approved a Design Professional Service
Agreement with Hirsch & Associates, Inc. (HAI) for professional design
development, preparation of construction documents, project bidding, and
construction administration for the renovation of the circular planter at Live Oak
Park. Design services were also included for a new monument sign for Temple
City Park.
2. On March 2, 2010, the City Council approved the commissioning of a bust of
Walter P. Temple in conjunction with the City's 50th anniversary. The bust was to
be placed in, or near, Temple City Park within the Civic Center Complex.
3. On April 6, 2010, the City Council selected a location at the southeast corner of
Temple City Park, near the park sign and planter, for the placement of the bust.
Based on the Council's decision, staff requested HAI incorporate the placement
of the bust, as well as design of the pedestal and any necessary signage, into
the Temple City Park monument sign project.
4. On September 21 2010, the City Council approved the final design of the Temple
City Park monument sign, incorporating the bust of Walter P. Temple.
City Council
March 15, 2011
Page 2
5. On December 1, 2010, staff received the plans from HAI for the Live Oak Park
and Temple City Park Planter Project and forwarded them to the County for plan
check. After an "over-the-counter" review, the County determined that the
project did not require plan check.
6. On December 21, 2010, the City Council approved the plans and specifications
submitted by HAI and authorized staff to solicit construction bids.
7. On January 21, 2011, the Bid Notice was published with a bid submittal deadline
of February 16, 2011. The deadline to submit bids was extended to February
23, 2011.
8. On February 10, 2011, staff contacted the architect, HAI, and requested contact
information for companies that may be interested in bidding the project. Staff
mailed copies of the bid notice to five construction companies recommended by
the architect.
9. On February 23, 2011 the City Clerk conducted the bid opening for the project.
Only one bid was received by the 10 a.m. deadline. The bid, in the amount of
$55,000 was submitted by Aramexx Construction.
ANALYSIS:
In the Fiscal Year (FY) 2009-10 Capital Improvement Program (CIP) budget, $30,000 in
Park Acquisition Funds was included for renovations to the circular planter at Live Oak
Park. The project was proposed to correct drainage issues in the planter and to provide
a monument -type sign for Live Oak Park consistent with the monument signs in the
parking districts throughout the City. When proposals were solicited for design of the
project in January 2010, staff requested a fee for design of renovations to the planter
located at the southeast corner of Temple City Park be included in addition to the
circular planter at Live Oak Park. It was hoped that sufficient funds had been budgeted
to cover both projects.
On February 16, 2010, the City Council accepted the proposal submitted by Hirsch and
Associates, Inc. (HAI) for design development, preparation of construction documents,
project bidding, and construction administration for the renovation of the circular planter
at Live Oak Park and for a new monument sign for Temple City Park. Subsequently,
the City Council approved the commissioning of a bronze bust of Waiter P. Temple and
ultimately determined the permanent location for the bust would be in the planter area
at the southeast corner of the park. The placement of the bust was incorporated into
the design of the monument sign for Temple City Park. Due to the addition of the bust,
the budget for the planter renovation project was increased by $10,000 as part of the
FY 2010-2011 adopted budget, bringing the total funds available for design and
construction to $40,000.
City Council
March 15, 2011
Page 3
The architect's probable cost estimate for this project is $36,055 ($13,750 for Live Oak
Park and $22,305 for Temple City Park). This estimate does not include a contingency
and does not include the architectural design fees ($13,320). If the standard 10%
contingency were to be included, the architect's estimate for construction would be just
under $40,000.
The bid submitted by Aramexx Construction was $55,000 ($35,000 for Temple City
Park and $20,000 for Live Oak Park) well above the architect's estimate.
Staff recommends the City Council reject the bid submitted by Aramexx Construction
and authorize staff to rebid the project. If the City Council concurs, staff will work with
the architect to identify plan rooms, online bid services and other avenues in an effort to
solicit more competitive bids. Additionally, staff recommends the two components of
the project (the Live Oak Park monument sign and planter renovations and the Temple
City Park monument sign and planter renovations) be separated and the Bid Schedule
amended to allow the City Council to award any part of, or all of, the project. In other
words, if the low bid for the project is $50,000 ($30,000 for Temple City Park and
$20,000 for Live Oak Park), the City Council could award only the Temple City Park
portion of the bid. This will allow the Council flexibility in the event the new bids
received exceed the architect's estimate and, or, the amount budgeted.
Alternatively, the City Council could accept the bid submitted by Aramexx Construction
in the amount of $55,000 and amend the FY 2010-11 adopted budget. Including
architectural design fees, construction, and 10% contingency, the total for this project
would be approximately $74,000 which would require a $34,000 budget amendment.
The Financial Services Department has indicated just over $74,000 in Park Acquisition
funds are available. If the Council accepts the bid from Aramexx Construction, a
contract would be prepared for approval at the next Council meeting.
CONCLUSION:
The City received one bid for the Live Oak and Temple City Park Signage and Planter
Renovation Project. The bid received was $55,000, significantly over the architect's
estimate and the approved budget for the project. Staff is recommending the City
Council reject the bid submitted by Aramexx Construction and authorize staff to re -bid
the project with alternate bids for the Live Oak Park Signage and Planter Renovation
and the Temple City Park Signage and Planter Renovation.
FISCAL IMPACT:
The City Council as part of the Fiscal Year (FY) 2009-10 City Budget approved an
appropriation of $30,000 in Park Acquisition funds for the renovation of the circular
planter at Live Oak Park (P10-03). Subsequently the City added the construction of the
monument sign and planter renovation at Temple City Park to the project. An additional
$10,000 in Park Acquisition funds was appropriated in the FY 2010-2011 City Budget
bringing the total funding for this project to $40,000. If the City Council rejects the bid
City Council
March 15, 2011
Page 4
submitted by Aramexx Construction and authorizes staff to rebid the project with
alternates, a budget amendment would not be required at this time. If however, the City
Council accepts the bid submitted by Aramexx Construction, a budget amendment in
the amount of $34,000 would be required.
ATTACHMENTS:
A. Live Oak Park Probable Cost Estimate — HAI
B. Temple City Park Probable Cost Estimate — HAI
C. Schedule of Items and Prices — Aramexx Construction
Live Oak Park
Temple City, CA
December 10,2010
Probable Cost Estimate
Item
Demolition
1 Clear and Grub
Subtotal
Construction
2 Poured in Place Concrete Sign
3 Cobble Stones for Sign
4 Steel Lettering for Sign
5 Installation of City Seal
6 Drainage
7 Electrical
Subtotal
Irrigation
8 New Irrigation
Subtotal
Landscape
9 Soil Preparation and Fine Grading
10 5 Gallon Shrubs
11 30 Day Plant Establishment
12 60 Day Post Maintenance Period
Subtotal
Total
HIRSCH & Assoc]ATts, INC,
LANp1CA}C AHCM172CTV11C 2. PLANNING
2221 CANT WINRTON ROAD, Su.TE A
ANAMRIM, CALIFORNIA 02104
PHONE 714-771.4340 "'Apt 71 A-771.431 Q
www.NAILANBA11 t„.cOM -a.1710
QTY Unit Unit Cost Total
310 SF $0.10 $31.00
$31.00
13 LF $120.00
1 LS $1,000.00
1 LS $2,000.00
1 LS $250.00
1 LS $1,000.00
1 LS $3,000.00
840 SF
310 SF
186 EA
310 SF
310 SF
13 General Conditions, Bonds and Insurance 8%
14 Project Contingency 15%
Grand Total
$1.25
$1,560.00
$1,000.00
$2,000.00
$250.00
$1,000.00
$3,000.00
$8,810.00
$1,050.00
$1,050.00
$0.30 $93.00
$20.00 $3,720.00
$0.05 $15.50
$0.10 $31.00
$3,859.50
$13,750.50
$1,100.04
$2,062.58
$16,91.3.12
Temple City Park
Temple City, CA
December 10,2010
Probbale Cost Estimate
Item
Demolition
1 Clear and Grub
Subtotal
Construction
2 Poured in Place Concrete Sign
3 Cobble Stones for Sign
4 Steel Lettering for Sign
5 Installation of Plaques and Bust
6 4" Thick Concrete Walk
7 4" x 4" Ceramic Tile
8 Electrical
Subtotal
Irrigation
9 New Irrigation
Subtotal
Landscape
10 Soil Preparation and Fine Grading
11 1 Gallon Shrubs
12 5 Gallon Shrubs
13 30 Day Plant Establishment
14 60 Day Post Maintenance Period
Subtotal
Total
HIRSCH & ASSOCIATES, INC.
L.ANDIICAPL ARCMITRCTLI lI a PLANNING
7221 GA•T WINaTON ROAD. auITE A
114. CALIIOIINIA •aa0a
PHONE- 714-77e-4340 FAX 714.776-4,ae
WWW. HAIL .GOM LAa1710
QTY Unit Unit Cost
1,000 SF $0.10 $100.00
$100.00
25 LF $200.00
1 LS $2,000.00
1 LS $2,500.00
1 LS $1,500.00
166 SF $6.00
28 SF $20.00
1 LS $4,000.00
840 SF
$1.25
Total
$5,000.00
$2,000.00
$2,500.00
$1,500.00
$996.00
$560.00
$4,000.00
$16,556.00
$1,050.00
$1,050.00
840 SF $0.30 $252.00
138 EA $10.00 $1,380.00
142 EA $20.00 $2,840.00
840 SF $0.05 $42.00
840 SF $0.10 $84.00
$4,598.00
15 General Conditions, Bonds and Insurance 8%
16 Project Contingency 15%
$22,304.00
$1,784.32
$3.345.60
Grand Total $27,433.92
2. SCHEDULE OF ITEMS AND PRICES
In compliance with the Notice Inviting Sealed Bids, the undersigned hereby agrees to enter into
a contract to furnish all labor, materials, equipment and supplies for the Live Oak & Temple
City Park Signage & Planter Renovation project in accordance with the Specifications and
Drawings, which are on file in the office of the City Clerk of the City of Temple City at the
following prices:
BID SCHEDULE
PART A: BASE BID
Description
Amount
Live Oak Park Signage Project
$ (10 J 0-ert.:
Temple City Park Signage Project
$ !1j /(.�,+ -
TOTAL
$ '. GXYU
TOTAL SUM IN FIGURES:
TOTAL SUM IN WORDS:
� v
iPty 4k&ousotifIck dkAAC1/ .
NOTE: The lump sum price bid shall include all purchase, construction, installation and
all appurtenant expenses, taxes, royalties, and fees. In the case of discrepancies in the
amounts bid words shall govern over figures.
Dated: 23•\I
FIRM NAME 7 AV )V(
SIGNATUR
Bid
TELEPHONE NO55f6 LiTs6,1 6s. 7
EMAILLAIO grc ,c ra_.) ii Ync • COM
CONTRACTOR'S LICENSE NO.
Please indicate whether proprietorship, corporation, or partnership and any use of fictitious
business name:
Corporation
Fictitious Name
Partnership Proprietorship
4W125)c- r O
City of Temple City
01/11 - Bid Documents/Specifications
Live Oak & Temple City Park Signage & Planter Renovations 6