Agenda Item No: K.3
AGENDA REPORT
DATE: December 3, 2024
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2024-274
Approving Plans and Specifications and Awarding a Contract to Ghilotti Bros. Inc., For the Heart of Fairfield Downtown Texas Streetscape Improvement Project – Phase 1B Improvements
Funding Source: $1,769,069; Capital Streets Fund
Contact: Pavan Prasad, (707) 428-7431
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The proposed Heart of Fairfield Downtown Texas Streetscape Improvement Project —Phase 1B Improvements (Phase 1B) will remove existing street trees and replace them with new trees, install integral color concrete, and install public art on Texas Street from Pennsylvania Avenue to Jefferson Street. This resolution approves plans and specifications and awards Ghilotti Bros. Incorporated (Ghilotti Bros.) a construction contract for $1,474,224.05.
DISCUSSION
In September 2023, the City Council adopted Resolution 2023 -244 to approve a professional services agreement for the design of the Heart of Fairfield Downtown Texas Streetscape Improvement Project.
The primary objective of this project is to create an economically vibrant and safe Downtown by enhancing existing streetscape furniture initially installed in 1990. The project is being c ompleted in phases to reduce impact to all users of downtown and City-planned events. Phase 1A of the project was completed in April 2024, and involved the removal of antiquated site furnishings, including concrete benches, pergola structures, and potted plants.
Phase 1B will build on the improvements made in Phase 1A. The following components are included in the base bid contract:
Replacement of existing street trees, and corresponding irrigation - A new tree species, the Chinese Pistache, will be planted based on the recommendations from an arborist, as it is better suited to thrive in the downtown environment. A purposeful urban tree planting scheme with high canopies will provide a uniform tree layout along the downtown corridor while also increasing storefront visibility.
New concrete—Proposed improvements in Phase 1B will include the installation of integral-color concrete and various brick paver repairs to restore areas previously impacted by Phase 1A. Public art—Phase 1B will install five art sculptures donated to the City by renowned local artist Philip Glashoff.
The Phase 1B specifications include two bid additive alternatives to ensure the City can construct as much of the project within the given budget. Additive Alternate 1 includes mi nor repairs to existing pavers, and Additive Alternate 2 extends the project limits from Taylor Street to Pennsylvania Avenue.
Seven bids were received and opened on November 5, 2024. The basis for determining the lowest bid was the base bid price plus the maintenance bid amount. The bids ranged from $1,357,637.80 to $2,365,430.00, with the total engineer's estimate at $ 2,050,000.00. Staff reviewed the lowest bid, submitted by Ghilotti Bros. and found it to be responsive. Ghilotti Bros. is appropriately licensed to complete the work. Staff recommends awarding both additive alternate bid schedules based on the proposal received from Ghilotti Bros.
A City inspector will be assigned to Phase 1B to oversee all construction operations and will be available to respond to any questions or concerns from the public. Construction will be closely coordinated with all stakeholders to minimize impacts on routine operations. Staff have coordinated the project schedule for Phase 1B with Parks & Recreation and the Community Development Department to mitigate impacts to city-sponsored events located downtown. Construction will not take place during these city - sponsored events.
FINANCIAL IMPACT
The total construction authorization for Phase 1B will be $1,769,068.86, whi ch is the total bid amount plus 20% contingency ($1,474,224.05 total bid + $294,844.81 contingency). Funding for the Project is budgeted in Capital Streets Fund (Fund 252, Project CPW070093).
Staff are requesting 20% contingency due to potential unfores een issues during construction. When restoring the sidewalk, proper grading and drainage must be maintained to avoid water pooling and ensure ADA compliance. The downtown sidewalk was constructed in the early 1990s, and there may be challenges for slope and grade adjustments to align with existing curbs, streets, and building entrances.
Unexpected adjustments may be needed to meet these requirements, which can increase costs due to additional material and labor.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
A notice inviting bids was advertised twice in the Daily Republic on October 9, 2024, and October 16, 2024. In addition, the Plans and Specifications were hosted through BPX Printing & Graphics' online planroom. The initial advertisement emailed a notice o f the Project and complete bid package to 15 builder’s exchanges in the State of California, covering the area from Redding to San Jose and Stockton to Santa Rosa. Eight contractors purchased bid documents.
ALTERNATIVE ACTION
The council may choose not to award the contract, reject all bids, and restart the bid process. This is not recommended, however, as a delay in the award could negatively impact the project construction schedule.
COORDINATED WITH
Community Development
STAFF CONTACT
Pavan Prasad, Junior Engineer
(707) 428-7431
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Bid Results