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HomeMy Public PortalAbout13. Award of Contract to FS Contractors Inc., for the Park Walkway Repair Project1►0 ,E 1997 - 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. CLAREMONT Page 1 of 3 Printed on 7/21/2022 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. CLAREMONT Page 2 of 3 Printed on 7/21/2022 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 CLAREMONT Page 3 of 3 Printed on 7/21/2022