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Home My Public Portal About06) 7B Rejection of Bids for Live Oak Park Walking Path ProjectDATE: TO: FROM : PARKS AND RECREATION DEPARTMENT MEMORANDUM March 15 , 2016 The Honorable City Council Bryan Cook, City Manager r1!)., By: Cathy Burroughs , Director of Parks and Recreat io n l.!.Y AGENDA ITEM 7.8. SUBJECT: REJECTION OF BIDS FOR THE LIVE OAK PARK WALKING PATH PROJECT RECOMMENDATION: The City Council is requested to reject all bids for the Live Oak Park Walking Path Project (CIP No. P16-01) and authorize staff to re-bid the project with a revised scope and/or additive alternates. BACKGROUND : 1. On May 20 , 2014 , the City was notified of a co mpetitive grant program in the Fifth Supervisorial District for projects to improve and /or rehabilitate existing public parks and /o r development of new small public park facilities . 2 . On July 31 , 2014 , the Parks and Recreation Commission , at a special meeting , discussed poss ibl e projects for funding through the 2015 Grant Program . The Commission recomm ended submitting a grant app lication for a rubberized walking /jogging path around the perimeter of Live Oak Park . 3 . On August 19 , 2014 , the City Council adopted Resolut ion No . 14-5021 authorizing the Interim City Manager or his designee to apply for the 2015 Competitive Excess Grant Program to fund a new rubberized walking/jogging path at Live Oak Park . 4. On January 22 , 2015 , the City was notified that the Live Oak Park Walking/Jogging Path (Project) had been awarded a $240 ,000 grant through the Fifth Supervisorial D istrict's 2015 Competitive Excess Funds Grant Program . 5. On August 26, 2015 , the City entered into a Des ign Profess iona l Services Agreement for Landscape Architectural and Construction Project Management City Council March 15 , 2016 Page 2 of 3 Services with Community Works Design Group (CWDG ) in support of the Proj ect in th e amou nt of $24 ,500 . 6. On November 18, 2015 , the Parks and Recreation Commiss ion reviewed the prel im inary design plans for the Proj ect and reco mme nd ed approval to the City Council. 7. On December 15, 2015 , the City Council approved the design plans submitted by CWDG a nd authorized staff to solicit construction bids for the Project. 8. On February 4, 2016 , a Notice Invitin g Bi ds was published in the Temple City Tribune for the Project with a Ma rch 1, 2016 deadline for sub mittal of bids. Noti ces we re also sent to six (6) plan rooms . 9. On March 1, 2016 , th e City Clerk opened the three bids received by the published deadline. ANALYSIS: With the comp letion of th e p la ns an d bid docum ents for the Live Oak Park Walking Path in late J anua ry 2016 , staff sol icited const ru ction bids for the Project. Bid Notices w ere sent to various pl a n rooms, published in the Temple City Tribune , and posted on the City's website. Twenty compan ies reg iste red as pla n holde rs with th e City. A total of three (3) bids were received by the City Clerk's office by the published deadline. One bid was s ubmitted to th e Ci ty Cle rk after th e published time and was not opened . All three bid s were substa nti a lly over the a rchitect's estimate of $235 ,000 ($250 ,000 with the alternate). The tot al budget for thi s project is $320 ,000 which incl ud es $24 ,500 for architectural design services and construction administration and $20,000 for work to be performed by th e San Gab ri el Valley Conservation Corp s (relocation of existing irrig ati o n l ines) as is req uired by th e g rant ag ree ment. Following is a s ummary of th e bids received : CONTRACTOR BASE BID BID WITH ALTERNATE Access Pacific $3 15 ,6 69 $375 ,839 CWS Syste ms Inc . $41 7 ,000 $433,500 C.S. Legacy Construction $469,754 $527,236 Staff is recommending th e City Cou ncil rej ect a ll bids a nd a uth orize st aff to re-bid the Project with a revised scope of work , or additive alternates. Amenities such as drinking fo untai ns , pet waste stations and benches could be bid as alternates, or removed from the cons tru ction project and insta ll ed later by City staff. If approved by th e City Counc il , City Council March 15, 2016 Page 3 of 3 staff expects to re-bid the Project within the next few weeks with an antici pated b id opening of early April and award of contract in early May. The Project Agreement with the Los Angeles County Reg iona l Park and Open Space District (District) for the grant funds specifies the grant period as April 7 , 20 15 -June 30 , 2016, meaning the project sho uld be completed by June 30 , 2016 . Actual co nstruction is expected to take approximately two months . Staff has contacted the D istrict and requested an extension of the grant period for an add itional 6 m o nths. CITY STRATEGIC GOALS: Approval of this item will promote or further the City's Strategic Goa ls of Good Governance and Quality of Life . FISCAL IMPACT: Funds in the amount of $320 ,000 have been inclu ded i n the 2015-16 Capital Improvement Program (CIP ) budget for this project. If the City Council does not reject the bids and directs staff to move forward with the lowest bid , a budget amendment in the amount of $56,400 ($40 ,600 for construction and $15 ,800 for a 5% co ntingency) would be needed .