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AGENDA REPORT
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| | | | | | | | DATE:
| September 7, 2021
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager
| SUBJECT: | Resolution 2021-218 of the City Council of the City of Fairfield Approving the Plans and Specifications and Awarding a Contract to Marina Landscape, Inc. for the Gateway Boulevard Median Island Modification Project and Updating the Fiscal Year 2021/2022 Budget |
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| | | | | | | | RECOMMENDED ACTION | Adopt resolution. |
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| | | | | | | | STATEMENT OF ISSUE | The Gateway Boulevard Median Island Modification Project consists of permanently modifying the southbound left turn pocket on Gateway Boulevard with an expanded landscape median.
The proposed resolution approves the plans and specifications for the Gateway Boulevard Median Island Modification Project (Project), awards the contract in the amount of $186,876 to Marina Landscape, Inc. and updates the fiscal year 2021/2022 budget. Assessment District 60 – Gateway Plaza, has funds available to complete maintenance projects associated with the original construction of the Assessment District. |
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| | | | | | | | DISCUSSION | There are multiple Assessment Districts that have varying amounts of funding available for maintenance projects. The funding came from the initial establishment of the Assessment Districts. At the time of establishment, the accompanying resolutions defined what construction projects would be eligible for funding with the money being collected to fund the Assessment Districts. In Assessment District 60 – Gateway Plaza, staff has determined that constructing a permanent landscaped median island to replace a temporary traffic safety measure is an eligible maintenance project.
Due to high traffic volumes and level-of-service concerns at the intersection of Gateway Boulevard and Gateway Court, the City had closed the southbound left turn pocket on Gateway Boulevard. This closure was initially done as a trial measure and was accomplished with striping and delineators. These interim condition modifications have been successful and staff is proposing to make these temporary improvements permanent by constructing a raised concrete median island with landscaping and irrigation similar to the adjacent areas.
Four bids were received and opened on July 20, 2021. The bids range in price from $186,876 to $229,210; approximately 24% over the engineer’s estimate of $146,699. The apparent low bidder was Marina Landscape, Inc. (Marina) from Orange, California in the amount of $186,876. Of the three remaining bids, the percent difference is 13.9%. Staff has reviewed all bids for compliance with the bid requirements and recommends that the City Council award the contract to Marina of Orange, California. Marina is appropriately licensed by the Contractors State License Board to perform the work.
Staff has analyzed the higher than anticipated pricings and determined it is the result of two primary factors. The first is that the work consists of constructing a relatively small-scale project and construction efficiencies are typically achieved with larger project quantities. Secondly, the higher than anticipated bids can be attributed to the result of increases in commodity prices, which have been experienced in all levels of the construction industry. A major variable has to do with the price of labor as contractors are faced with the need to find skilled labor during a time when there is a shortage in resources. Ultimately, staff has determined that rejecting all bids and re-bidding the project would not result in lower pricing.
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| | | | | | | | FINANCIAL IMPACT | The construction authorization for the Project will be $205,564, which is the total bid amount plus a 10% contingency ($186,876 total bid + $18,688 contingency). This project will be funded by the Gateway Blvd Reconstruction Fund (Fund 252, division and responsibility code 99375) and will require a budget adjustment of $135,564 to fund the work. Funds from Construction License Tax Fund (Fund 061) are to be transferred to the Street Capital Project Fund (Fund 252, division and responsibility code 99375). Finance has confirmed that adequate reserves in Fund 061 exist and that no projects 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 June 11 and 18, 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 12 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 | The council could choose not to award the contract, reject all bids, and restart the bid process. If the council has any questions, this request may be delayed so that staff may provide the necessary back up information. |
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| | | | | | | | STAFF CONTACT | Caroline Vedder, Associate Civil Engineer
(707) 428-7484
cvedder@fairfield.ca.gov
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| | | | | | | | COORDINATED WITH | Finance Department
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REVIEWERS: | Reviewer | Action | Date | Panganiban, Ryan | Approved | 8/23/2021 - 8:32 PM | Kaushal, Paul | Approved | 8/24/2021 - 12:42 AM | Alexander, Amber | Approved | 8/25/2021 - 12:52 PM | Alexander, Amber | Approved | 8/25/2021 - 12:52 PM |
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