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AGENDA REPORT
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| | | | | | | | DATE:
| January 21, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolution 2020-08 of the City Council of the City of Fairfield Rejecting All Bids for the Allan Witt Community Park – Phase 1 Project |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | The Allan Witt Community Park – Phase 1 Project (Project) is the first of three fully funded phases for the Allan Witt Community Park Renovation Plan and 5-Year Implementation Plan (Plan) approved by City Council on March 20, 2018. The Project includes security, safety, and access control improvements to the existing skate park. Bids received for the Project exceed the Engineer’s Estimate by over 20%. The proposed resolution rejects all bids for the Project and allows staff to restructure and re-advertise the bid at a later date. |
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| | | | | | | | | DISCUSSION | The Project will add an eight-foot tall tubular steel fence with maintenance and pedestrian gates around the facility to limit skate park access and hours of operation. A new maintenance and public safety access road is being built to provide better access and visibility to the skate park. A new picnic table is also being installed under the shade of an existing tree and minor landscape planting is also included as part of the Project.
The bid opening for the Project was held on December 11, 2019. Four bids were received ranging in price from $744,196.75 to $893,223.00. The Engineer’s Estimate for the Project is $582,510.00. The bid submitted by the apparent low bidder, Vintage Paving Company, Inc., of Winters, CA, exceeded the Engineer’s Estimate by $161,686.75, or 21.7%. Because all four bids were above the engineer’s estimate by a significant margin, staff is recommending that the City Council reject all bids. Rejection of these bids will give staff and the design team the ability to re-evaluate and re-package the Project with the Phase 2 – Dog Park Project (Phase 2). Staff believes some of the larger quantity items, such as fencing, concrete, and earthwork, would receive a better economy of scale when pairing the Project with Phase 2. Phase 2 is currently under design and is expected to bid by spring 2020. With a larger combined project, staff will have an opportunity to include effective bid additive alternatives to keep the project budget in line with the City Council approved 2019/2020 Fiscal Year Budget. Therefore, staff recommends that City Council reject all bids and not award a contract at this time.
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Quality of Life |
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| | | | | | | | | Priority Project: | #3B.9 Community Spaces Initiatives
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | Staff engaged the local Rotarians and the skate community to coordinate the planned improvements.
A notice inviting bids for this project was advertised twice in the Daily Republic newspaper. In addition, staff mailed a notice of the project and/or a 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. A total of four contractors purchased bid documents for this project.
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| | | | | | | | | ALTERNATIVE ACTION | | If City Council has any questions, this request may be delayed so that staff can answer any questions. |
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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, Parks and Recreation Department, Police Department
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 1/6/2020 - 7:40 PM | | Kaushal, Paul | Approved | 1/6/2020 - 7:59 PM | | Alexander, Amber | Approved | 1/7/2020 - 12:04 PM | | Answerer | Approved | 1/7/2020 - 12:16 PM |
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