Fremont City Council Meeting: 05/09/23 07:00 PM
3300 Capitol Avenue Div/Dept: Landscape Architecture
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors: Parks Planning and Design Manager Roger Ravenstad COUNCIL STAFF REPORT (ID # 4853) DOC ID: 4853 A
Updated: 5/4/2023 3:07 PM by Alberto Quintanilla A Page 1
AWARD A CONSTRUCTION CONTRACT FOR SYLVESTER HARVEY COMMUNITY PARK PERIMETER PATHWAY PROJECT (PWC9065) - Approve Plans and Specifications, Reallocate $250,000 from PWC 8954, $200,000 from PWC8501, $547,379 from PWC8101 to Sylvester Harvey Community Park Perimeter Pathway Project PWC9065, Accept the Bid and Award a Construction Contract for the Bid Amount of $1,742,000 to Silicon Valley Paving, Inc. and Allocate a 10% Construction Contingency of $174,200 for a Total Contract Amount of $1,916,200 for the Sylvester Harvey Community Park Perimeter Pathway Project (PWC9065), and find that the project is exempt from review under the California Environmental Quality Act (CEQA) per CEQA Guidelines Section 15301 (Existing Facilities).
Contact Persons:
Name: Andrew Mayes Suzanne Wolf
Title: Landscape Architect II Community Services Director Div/Dept: Landscape Architecture Community Services
Phone: 510-494-4741 510-494-4329
E-Mail: [email protected] [email protected]
Executive Summary: This report recommends that the City Council approve the plans and specifications, reallocate $250,000 from PWC 8954, $200,000 from PWC8501, $547,379 from PWC8101 to Sylvester Harvey Community Park Perimeter Pathway Project PWC9065, accept the bid, and award a contract to Silicon Valley Paving, Inc. for the base bid amount of $1,742,000 plus a 10% construction contingency of $174,200 for unforeseen work during construction, for a total construction amount of $1,916,200 for the Sylvester Harvey Community Park Perimeter Pathway project, and find that the project is exempt from further review under the California Environmental Quality Act (CEQA) per CEQA Guidelines Section 15301 (Existing Facilities).
BACKGROUND: The work associated with the Sylvester Harvey Community Park Perimeter Pathway Project is located at Lake Arrowhead Drive within the City of Fremont. Located in north Fremont, Sylvester Harvey Park is a relatively large community park bordered by streets on all four sides and has no perimeter circulation pathway. This proposed project will improve the pedestrian circulation within the park and provide more effective access to the various recreational components of the park for residents and provide an ADA compliant exercise component and easier pedestrian access.
DISCUSSION/ANALYSIS: The work is anticipated to take 120 working days and is estimated for completion in Winter 2023/24, barring unforeseen conditions and weather delays.
This project requires the clearing and grubbing of a 12 foot wide swath of existing turf, demolition, removal and disposal of concrete paving, removal and replacement of a dozen small trees, rough and finish grading of a perimeter pathway, installation of a 10 foot wide concrete pathway with Class 2 base rock, installation of seven ADA compliant street entry Council Staff Report (ID # 4853) Meeting of May 9, 2023 Updated: 5/4/2023 3:07 PM by Alberto Quintanilla A Page 2 ramps, installation of concrete mow bands, shrub and tree planting, turf renovation, installation of bark mulch at the perimeter, and an extensively modified irrigation system at Sylvester Harvey Community Park.
BID RESULTS: The Sylvester Harvey Community Park Perimeter Pathway Project was advertised for bid on February 28, 2023. On March 22, 2023, the City received seven bids for construction. The lowest responsible and responsive bid was submitted by Silicon Valley Paving, Inc. for the bid amount of $1,742,000. Mathematical errors in the bid from Guerra Construction re-ordered their bid to third overall. Use of the incorrect bid spreadsheet by Beals Martin Construction deemed their bid non-responsive.
The lowest base bid by Silicon Valley Paving, Inc. was $1,742,000. This is not within the project construction budget. All bidders and their respective base bid amounts are shown below:
Contractor Total Bid
Silicon Valley Paving, Inc.
1 $ 1,742,000
KEREX Engineering
2 $ 1,774,446.80
Guerra Construction*
3 $ 1,852,158
Galeb Paving
4 $ 2,255,894.17
Sposeto Engineering
5 $ 2,488,026
Buhler Commercial
6 $ 2,498,884.36
Beals Martin**
7 $ 2,179,143
City Estimate $1,625,000
*Bid Mathematically Corrected – Corrected for computation errors pursuant to the Instruction to Bidder’s, Part 6.1(A)
** Bid deemed non-responsive for using incorrect bid spreadsheet There are insufficient funds to award the low bid and complete the project as outlined without transferring additional funds.
The low bidder for the project was determined by evaluation of the base bid as is stated in the Instruction to Bidders. The low bidder for the project, Silicon Valley Paving, is a responsible bidder experienced in this type of construction work. Their bid is responsive and all bid documents are in order.
Project Schedule: Construction is anticipated to begin in July 2023 with completion anticipated in November 2023.
FISCAL IMPACT: The Sylvester Harvey Community Park Perimeter Pathway project was funded in the FY 2021/22-2025/2026 Capital Improvement Plan. The project is funded with Council Staff Report (ID # 4853) Meeting of May 9, 2023 Updated: 5/4/2023 3:07 PM by Alberto Quintanilla A Page 3 $1,370,000 from Fund 540 Sylvester Harvey Community Park Perimeter Pathway, PWC9065.
Additional Needs and Transfers: Due to an inflationary increase in construction cost, bids are higher than the funding remaining. The City received 7 bids in this dollar range, and the construction market is identifying that this is the true cost of the project.
Therefore, rejecting bids and reissuing the project for a new round of bids would not yield a lower outcome. The Community Services Department recommends reallocating funds from the following projects to cover the budget shortfall: reallocate $547,379 from Park Project Contingency (PWC 8101-540); reallocate $250,000 from Athletic Fields Turf Renovation Project (PWC 8954-541); and, reallocate $200,000 from Capital Replacement for Parks Project (PWC 8501-501).
PWC8101 is a set-aside account in the Capital Improvement Program for the purpose of addressing these kinds of project shortfalls. Funds in the amount of $250,000 from PWC8954, Turf Field Renovation, are recommended for reallocation to address the significant turf renovation aspect of the Sylvester Harvey Park project. Funds in the amount of $200,000 from PWC8501, Capital Replacement for Parks, is recommended for reallocation to address the significant irrigation repair and upgrade associated with the Sylvester Harvey Park project.
Any remaining funds after project closeout will be returned to the various funds noted above and reallocated in the next Capital Improvement Program budget.
1. Total Project Funds Available to the project:
Fund 540 Park Facility Impact Fee (PWC9065) $1,370,000
2. Project Expenses to date:
Design and Administration: $245,379
Subtotal Funds remaining $1,124,621
3. Additional Reallocation of Funds
540 Park Contingency Fund (PWC 8101) $547,379
541 Athletic Fields Turf Renovation (PWC 8954) $250,000 501 Capital Replacement for Parks Fund (PWC 8501) $200,000 Reallocation Subtotal $997,379
TOTAL FUNDS AFTER REALLOCATIONS $2,122,000
4. Planned Construction Expenditures (Rounded):
Construction Bid: $1,742,000
Construction Contingency $175,000
Construction Administration and Management (Estimated): $180,000 Project Closeout: $25,000
Subtotal $2,122,000
Estimated Amount Remaining after Project Closeout: $0
Council Staff Report (ID # 4853) Meeting of May 9, 2023 Updated: 5/4/2023 3:07 PM by Alberto Quintanilla A Page 4
ENVIRONMENTAL REVIEW: The proposed project would be exempt from the requirements of the California Environmental Quality Act (CEQA) per, without limitation, each on a separate and independent basis, (1) CEQA Guidelines Section 15304 as a minor alteration to land by adding new landscaping and (2) CEQA Guidelines Section 15301(c) as the improvements and modifications are for the operation, repair, maintenance, and minor alteration of public facilities, including parks, and do not involve the expansion of an existing use. None of the exceptions stated in CEQA Guidelines Section 15300.2 applies, including the unusual circumstances exception, because there is nothing unusual about the size, location or other circumstance of the project.
ATTACHMENTS: None.
LINKS: https://www.fremont.gov/government/departments/parks-planning-design/design- projects/sylvester-harvey-community-park-perimeter-pathway-project
RECOMMENDATIONS:
1. Authorize the reallocation of $547,379 from Park Project Contingency PWC8101-540 to PWC 9065-540
2. Authorize the reallocation of $250,000 from Athletic Fields Turf Renovation Project PWC8954-541 to PWC 9065-541.
3. Authorize the transfer of $200,000 from Capital Replacement for Parks PWC 8501-501 to PWC 9065-501.
4. Find that the project is exempt from review under the California Environmental Quality Act (CEQA) as the replacement or reconstruction of an existing facility, pursuant to CEQA Guidelines Section 15301 (Existing Facilities) and approve a categorical exemption from the California Environmental Quality Act (CEQA) per CEQA Guidelines Section 15301 (Existing Facilities).
5. Approve the construction plans and specifications for the Sylvester Harvey Community Park Perimeter Pathway Project, PWC9065.
6. Accept the bid, award a construction contract, and authorize the City Manager to execute a construction contract with the lowest responsive and responsible bidder, Silicon Valley Paving, Inc for the Sylvester Harvey Community Park Perimeter Pathway Project, PWC9065 for a construction contract amount of $1,742,000, and a 10% construction contingency of $174,200 for unforeseen work, for a total contract amount of $ 1,916,200.