HomeMy Public PortalAbout13. Award of Contract to FS Contractors Inc., for the Park Walkway Repair Project1►0
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File #: 4304
Claremont City Council
Agenda Report
TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: J U LY 26, 2022
SUBJECT:
Item No: 13.
Reviewed by:
City Manager: AP
AWARD OF CONTRACT TO FS CONTRACTORS, INC. FOR THE PARK WALKWAY REPAIR
PROJECT (FUNDING SOURCE: GENERAL FUND AND PARK DEDICATION FUND)
SUMMARY
In April 2022, the City Council allocated $50,000 from the Equipment and Facility Revolving Reserve
to address walkway deviations and lifts in City parks. In addition to this funding, $25,000 in Park
Dedication funds are available as part the budget for improvements to Griffith Park. In addition to
Griffith Park, staff has identified walkway improvements to be completed in College and
Higginbotham Parks.
A Request for Proposals (RFP) was issued in June 2022. At the end of the bid period, five bids were
received, with FS Contractors, Inc. being the lowest responsive bidder. Staff recommends entering
into a contract with FS Contractors, Inc. in an amount not -to -exceed $127,270 for the Park Walkway
Repair Project. Since the $127,270 cost of the project exceeds the $75,000 budget currently
available, staff recommends an additional appropriation of $52,270 from the City's Park Dedication
Fund to fully fund the project.
RECOMMENDATION
Staff recommends that the City Council:
A. Award a contract to FS Contractors, Inc. in the amount of $115,700 for the Park Walkway
Repair Project and authorize a project contingency of $11,570, for a total contract amount of
$127,270-7
B. Authorize the City Manager to execute the contract with FS Contractors, Inc.; and
C. Appropriate $52,270 from the Park Dedication Fund to fully fund the Park Walkway Repair
Project.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Refer the item back to staff for additional information.
B. Reject all bids and direct staff to rebid the project.
FINANCIAL REVIEW
The Park Walkway Repair Project will address sidewalk deviations at College, Higginbotham, and
Griffith Parks. The Park Walkway Repair Project is proposed to be funded through the Equipment
and Facility Revolving Reserve and Park Dedication Fund.
In April 2022, the City Council approved an allocation of $50,000 from the Equipment and Facility
Revolving Reserve to address park walkway concerns. In June 2022, staff issued a Request for
Proposals for the repair of park walkways at College, Higginbotham, and Griffith Parks. Five bids
were received as part of the RFP process and cost proposals ranged from $115,700 to $249,200. FS
Contractors, Inc. provided the lowest responsive bid at $115,700. Staff recommends a ten percent
project contingency in the amount of $11,570, making the total cost of the proposed project
$127,270.
The Park Walkway Repair Project is proposed to be funded through the Equipment and Facilities
Reserve ($50,000) and Park Dedication Fund ($77,270). In addition to the $50,000 in appropriations
from the Equipment and Facility Revolving Reserve, $25,000 is currently budgeted and available in
the Park Dedication Fund for improvements to Griffith Park. To fully fund the project, staff
recommends an additional appropriation of $52,270 from the Park Dedication Fund.
The staff cost to prepare this report and administer this project is estimated at $1,186 and is included
in the operating budget of the Community Services Department.
ANALYSIS
The Equipment and Facility Revolving Reserve was established several years ago to fund ongoing
equipment and facility repair and/or maintenance, and/or the acquisition of needed amenities for City
programs. Staff keeps an ongoing deferred maintenance list that includes equipment and/or facility
repairs that are necessary, but unfunded. In April 2022, the City Council allocated $225,000 to
address several of the items on the list, including $50,000 for the repair of park walkways. The parks
that will be addressed as part of the Park Walkway Repair Project are College Park, Higginbotham
Park, and Griffith Park.
In June 2022, a Request for Proposals was released for the Park Walkway Repair Project. At the
close of the bid period, five bids were received from: FS Contractors, Inc.; Gentry General
Engineering, Inc.; Gentry Brothers, Inc.; Falkon Construction, Inc.; and CT&T Concrete Paving, Inc.
FS Contractors, Inc. submitted the lowest responsive bid of $115,700, while Gentry General
Engineering, Inc. submitted the highest bid of $249,200. Staff recommends entering into a contract
with FS Contractors, Inc. in an amount not -to -exceed $127,200, which includes a ten percent project
contingency.
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FS Contractors, Inc. is a reputable concrete company that has been in business for approximately six
years. FS Contractors, Inc. has completed work for the City of Claremont and has completed several
similar jobs, including work for the Cities of Duarte, Santa Clarita, Thousand Oaks, and San Marino.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents
and finds that it applies to the following City Planning Documents: Council Priorities, Sustainability
Plan, Economic Sustainability Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
The removal and replacement of walkway panels is exempt from the California Environmental Quality
Act (CEQA) pursuant to CEQA Guidelines Section 15301. This Class 1 exemption allows for the
maintenance and repair of topographical features with negligible or no expansion. The project will
perform maintenance work on existing infrastructure. The work being performed is within existing
right-of-way areas and will not expand the capacity of the sidewalks.
None of the exceptions to the categorical exemptions set forth in State CEQA Guidelines Section
15300.2 applies to the proposed project because the proposed project: (1) is not located in a
uniquely sensitive environment; (2) is not located within a highway officially designated as a state
scenic highway; (3) is not located on a hazardous waste site; (4) would not have a cumulative impact;
and (5) would not have a significant substantial adverse change in the significance of a historical
resource. Therefore, the Class 1 exemption applies, and the exceptions do not and no further
environmental review is required.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to
interested parties. If you desire a copy, please contact the City Clerk's Office.
Submitted by:
Jeremy Swan
Community Services Director
Prepared by:
Cari Dillman
Community Services Manager
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