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AGENDA REPORT
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| | | | | | | | DATE:
| April 20, 2021
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager
| | SUBJECT: | Heart of Fairfield - Resolution 2021-69 of the City Council of the City of Fairfield Approving the Plans and Specifications and Awarding a Contract to Kerex Engineering Inc., for the Heart of Fairfield Bollard Project |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | As part of the Heart of Fairfield plan, the proposed capital project is intended to improve the experience at special events and is a new way to program and activate the Texas Street corridor. The project includes the installation of crash rated removable bollards to temporarily close sections of Texas Street. The resolution approves the plans and specifications for the Heart of Fairfield Bollard Project and awards a contract in the amount of $266,250 to Kerex Engineering Inc. |
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| | | | | | | | | DISCUSSION | In February, Council authorized the purchase of removal bollards on Texas Street for temporary street closures for special events. The decorative steel bollards are 6.63” in diameter, stand three-feet in height and are designed to be spaced 5-6 feet apart to form a secure perimeter. This will deter oncoming vehicles while still allowing pedestrians and bicyclist to pass. The bollards can be removed following the conclusion of the special event and cleanup crews can return the roadway to its pre-existing conditions. When not in use for a special event, the bollards will be stored and secured along the side streets of Madison, Jackson, and Webster to allow for easy set-up and breakdown.
The Heart of Fairfield Bollard Project (Project) includes the installation of concrete anchors and removable bollards at thirteen to fifteen (13-15) locations throughout the downtown area. Staff has strategically selected these locations to allow for scaling the road closure to match the size of an event. The Project will also install foldable advanced signage to alert motorists to the temporary road closures. In preparation for the upcoming summer festivities, the contract specifications included provisions for work on Texas Street between Jefferson and Jackson to be completed by May 21, 2021. The remaining scope of work is anticipated to be completed before June 18, 2021.
While the construction of the Project will be disruptive, staff has included a number of measures in the project requirements to reduce construction impacts and to provide information to the public. During the design phase, staff considered traffic impacts to the downtown Business and restricted the construction schedule to night work on Texas streets. Surrounding schools and major employers within or near the vicinity of the project were contacted in advance. Notifications will be sent to residents and businesses expected to be affected by the Project. The Project will also have a City inspector in the field that will oversee the work and be available to respond to concerns from stakeholders.
Six (6) bids were received and opened on April 8, 2021. The bids range in price from $266,250 to $653,100 for the base bid with additive alternative #1. The Engineer’s Estimate is $260,000. The apparent low bidder is Kerex Engineering Inc., of Pleasant Hill, California (Kerex), in the amount of $266,250. Staff has reviewed the bid submitted by Kerex and determined that it is responsive and meets all bid requirements. Kerex is appropriately licensed and has completed projects of similar size and complexity for other local agencies.
Staff recommends awarding the base bid ($230,850) and additive alternative #1 ($35,400) to Kerex for a total amount of $266,250. Additive alternative bid items provide flexibility to scale projects to match the available budget and provide the City the discretion to choose whether to award the specific additive work. Additive alternate #1 includes the installation of bollard receivers at the intersection of Madison Street and Texas. This work will allow a closure of just Madison Street for potential future programming.
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| | | | | | | | | FINANCIAL IMPACT | The construction authorization for this project will be $319,500, which is the total base bid and additive alternative #1 amount, plus a 20% contingency ($230,850 base bid + $35,400 additive alternate #1 + $53,250 contingency). Staff recommends that the contingency authorization for this project be increased from the typical 10% to 20% due to the potential of repairing additional damaged brick pavers while installing the bollard receivers and uncertainty in locating existing utilities. Based on the accelerated construction schedule, the additional contingency will allow for field decisions to be made and work to progress on the necessary timeframe.
Funds from Intergovernmental Loan Fund (Fund 551) are to be transferred to the Streets Capital Project Fund (Fund 252, Division and Responsibility Code 99511), Heart of Fairfield. Finance has confirmed that adequate reserves in Fund 551 exist and that no projects or programs will be jeopardized by this additional expenditure. |
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | A notice inviting bids for this project was advertised twice in the Daily Republic newspaper on March 26 and April 2, 2021. In addition, the Plans and Specifications were hosted through BPX Printing & Graphics online Planroom. The initial advertisement emailed a notice of the project and complete bid package to a total of 17 builder’s exchanges in the State of California covering the area from Redding to San Jose and Stockton to Santa Rosa.
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| | | | | | | | | ALTERNATIVE ACTION | | If the City Council has any questions, this request may be delayed so that staff may provide the necessary backup. The City Council could choose not to award the contract, reject all bids and restart the bid process, thus resulting in a delay in completing the construction work. |
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| | | | | | | | | STAFF CONTACT | Phil Layoso, Assistant Engineer
(707) 428-7505
playoso@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | Community Development Department, Finance Department, Parks and Recreation Department
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 4/12/2021 - 5:10 PM | | Kaushal, Paul | Approved | 4/12/2021 - 5:50 PM | | Alexander, Amber | Approved | 4/12/2021 - 7:07 PM | | Alexander, Amber | Approved | 4/12/2021 - 7:07 PM |
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