Fremont City Council Meeting: 09/09/25 07:00 PM
3300 Capitol Avenue Div/Dept: Landscape Architecture
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5519) DOC ID: 5519
Updated: 9/4/2025 9:49 AM by Dina Lewis Page 1
AWARD CONSTRUCTION CONTRACT FOR CENTRAL PARK DOG PARK
SYNTHETIC TURF REPLACEMENT (PWC9099) - Approve the Plans and Specifications for the Central Park Dog Park Synthetic Turf Replacement Project; award a construction contract to Heavenly Construction Inc. DBA Heavenly Greens for the amount of $506,020, plus a 15% construction contingency of $75,903 for a total construction contract amount of $581,923; and find that the project is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
Contact Persons:
Name: Eva Lee Kim Beranek
Title: Landscape Designer II Community Services Director Div/Dept: Landscape Architecture Community Services
Phone: 510-494-4776 510-494-4330
E-Mail: [email protected] [email protected]
Executive Summary: Staff recommends that the City Council approve the Plans and Specifications for the Central Park Dog Park Synthetic Turf Replacement Project (PWC9099), and award and execute a construction contract to Heavenly Greens in the amount of $506,020, plus a 15% construction contingency of $75,903, for a total construction contract amount of $581,923.
BACKGROUND: The Central Park Dog Park was reconstructed by BART in 2009 as part of the Warm Springs Extension Project to mitigate the impacts to park facilities affected by their work within Central Park. In accordance with the agreement with BART, the City completed the project by installing synthetic turf in the large dog play area, along with other site amenities.
The existing synthetic turf, composed primarily of polyethylene and nylon materials, has experienced significant wear and tear over the years due to constant use, prolonged sun exposure, dog urine, and digging activity. Synthetic turf in high-use areas, such as dog parks, typically requires replacement every 10 years. As such, the need for resurfacing is overdue.
The proposed project includes the removal of the existing synthetic turf, application of an odor-neutralizing treatment to the existing subbase rock, recompacting and leveling of the subbase, and installation of new synthetic turf across the large dog play area. These improvements will enhance the usability of the facility and help reduce ongoing repair and maintenance costs.
DISCUSSION/ANALYSIS: The Central Park Dog Park Synthetic Turf Replacement Project was first advertised for bid on May 27, 2025, and the City received four bids on June 12, 2025. The lowest bid, in the amount of $538,899, was submitted by Prado’s Landscaping, which was approximately 4.5% below the Engineer’s estimate of $564,500.
However, Prado’s Landscaping did not provide a complete Bid Bond, rendering their bid non- responsive. The next lowest bid was approximately 20% above the Engineer’s estimate. Due Council Staff Report (ID # 5519) Meeting of September 9, 2025 Updated: 9/4/2025 9:49 AM by Dina Lewis Page 2
to insufficient funds to award and manage the project within budget, staff rejected all bids and re-advertised the project for bid.
The project was re-advertised for bid on June 24, 2025, and the City received six bids on July 9, 2025. The lowest responsive and responsible bidder was submitted by Heavenly Greens, in the amount of $506,020, which is approximately 10% below the Engineer’s estimate of $564,500. All bidders and their respective bid amounts are listed below:
Bidder Bid Amount
Heavenly Greens $506,020
Galeb Paving $530,000
Prado’s Landscaping $538,899
CWS Construction Group $635,050
Era Construction $640,000
QLM $670,700
The apparent low bidder, Heavenly Greens, is a responsible bidder experienced in this type of work. Their bid is responsive, and all bid documents are in order.
Bid Protest: On July 15, 2025, Prado’s Landscaping submitted a written protest regarding Heavenly Greens’ bid for the Central Park Dog Park Synthetic Turf Replacement Project. The protest claimed that the proposed turf product did not meet the City’s specifications and raised concerns about transparency, as Prado’s Landscaping was unable to obtain the product specifications directly from Heavenly Greens.
Staff has reviewed the bid protest and finds the protest is without merit. Staff concluded that Heavenly Greens’ bid is responsive and in compliance with the Project specifications.
While a clerical inconsistency exists in the bid documents, the intent of the specifications is clarified elsewhere. The bid specifications explicitly list Heavenly Greens’ proposed product as acceptable and further product specifications are not necessary. Staff’s conclusion is outlined in Informational Attachment 1 (City’s response letter dated August 18, 2025).
In addition, the bid documents also outlined procedures for bidders to request clarification of inconsistencies prior to the bid deadline; Prado’s Landscaping did not submit such a request. Bidders are not required to share proprietary product information with competitors, and staff has not found any violation of transparency or bidding procedures by Heavenly Greens. Consequently, staff recommends that the City Council deny the bid protest.
Project Costs and Funding:
1. Total funds appropriated to the project
Fund 501 Capital Replacement for Parks (PWC 9099) $826,000
2. Project Staff Expenses to date (as of 8/18/2025) $58,000
Approximate Funding Remaining $768,000
Council Staff Report (ID # 5519) Meeting of September 9, 2025 Updated: 9/4/2025 9:49 AM by Dina Lewis Page 3
3. Planned Expenditures
• Construction (rounded) $506,020
• 15% Contingency $75,903
• Project Management, Inspection and Administration (estimated) $124,000
Estimated Balance after Project Closeout $62,077
FISCAL IMPACT: The Central Park Dog Park Synthetic Turf Replacement Project will be funded from the Capital Replacement for Parks (PWC9099-501) project in the Capital Improvement Fund (Fund 501). This funding will cover all associated costs, including construction, a 15% contingency, construction management, inspections, and administrative expenses. Any available funds remaining after project closeout will be returned to the Capital Improvement Fund (Fund 501) for allocation to other capital projects.
ENVIRONMENTAL REVIEW: Environmental review under the California Environmental Quality Act (CEQA) is not required for the Central Park Dog Park Synthetic Turf Replacement Project, as the scope of work is exempt from the requirements of CEQA, per CEQA Guidelines Section 15301(existing facilities), because the project involves only replacement of degraded material and does not involve expansion of an existing use. The project will not involve any changes to the physical configuration of the Dog Park or the surroundings and will not result in any new or increased environmental impacts.
LINKS: Plans and Specifications for this project are available for review on the City of Fremont web site at: http://www.fremont.gov/government/departments/parks-planning- design/design-projects/dog-park
ATTACHMENTS:
• Prado's Bid Protest Response 25_0818
RECOMMENDATIONS:
1. Approve the Plans and Specifications for the Central Park Dog Park Synthetic Turf Replacement Project (PWC9099).
2. Reject the bid protest submitted by Prado’s Landscaping, dated July 15, 2025.
3. Accept the bid, award a construction contract, and authorize the City Manager, or designee, to execute all construction-related agreements with the lowest responsive and responsible bidder, Heavenly Greens, in the amount of $506,020, plus a 15% contingency of $75,903, for a total construction contract amount of $581,923.
4. Find that the project is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Existing Facilities).