CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
11/25/2024
1 SUBJECT:
Reject all bids for the Playground Equipment Improvement Project (aka FY24-25 Priority Parks Project)
RECOMMENDED ACTION:
Reject all bids for the Playground Equipment Improvement Project (aka FY24-25 Priority Parks Project).
STAFF CONTACT:
Roland Yip, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Scott Leslie, PB&R Director
(650) 738-7387
[email protected]
David Harvey, Assistant Civil Engineer
(650) 738-3772
[email protected]
BACKGROUND/DISCUSSION:
The City Council approved the FY 2021-2026 Capital Improvement Program (CIP) in June of 2021. The CIP included the Playground Equipment Improvement Project meant to improve outdated citywide parks playground equipment. The City manages and maintains nineteen (19) total parks throughout the City of Pacifica and over the last several years Public Works (PW) and Parks, Beaches, and Recreation (PB&R) staff have been working on assessment of the City parks needs due to aging infrastructure. This included a consultant playground equipment assessment study that was presented and discussed at a Parks, Beaches, and Recreation Commission study session in September of 2019. Although Public Works staff does address spot repairs and replacements in the City’s parks, addressing these needs in City parks that require all equipment upgraded is beyond the capacity of PW staff. Based on the assessment study and discussions between PW and PB&R staff, a priority list was created. The Community Center and Fairmont West Childcare Center playgrounds were selected for replacement and both projects were completed in spring of 2020. It was also determined that four additional parks required complete replacement of all park equipment. These parks include the following:
• Skyridge Park located on Skyridge Drive
• Imperial Park located on Imperial Drive
• Marvilla Park located at 201 Marvilla Place
• Brighton Mini Park located at 497 Brighton Road
On January 24, 2022, the City Council approved a Master Agreement and Task Order No. 1 between the City of Pacifica and NCE for Consultants Services related to the FY21-22 Priority Pacifica City Council 2
November 25, 2024
Parks Project. NCE worked closely with City staff and created a Community Engagement Plan that included postcards mailed to residents within 500’ of each park, pop-up events at each park, on-line surveys, and social media postings. NCE presented the options for each park to City staff for their initial comments and suggestions. Based on the input received from City staff, NCE prepared a preferred alternative plan for each park. The preferred alternatives were presented to the PB&R Commission, and residents notified of the proposed park renovations.
The landscape architect produced 100% construction documents, which included the construction plans, technical specification, and cost estimates. City staff reviewed the construction documents for value-engineering revisions intended to keep costs down and within the project budget. The final plans were reviewed by the PB&R Commission at the August 28, 2024 Meeting.
The Project was advertised for construction bids on October 23, 2024. On November 12, 2024, the bid opening was held via video conference by the City Clerk and the results are as follows:
Company Total Bid
1.) Azul Works Inc $2,844,000.00
2.) DRYCO Construction, Inc. $3,090,098.00
3.) Galeb Paving Inc. $3,278,300.00
The apparent low bidder is Azul Works Inc. with a bid amount of $2,844,000.00. All required documentation was submitted with their bid. The original engineer’s estimate at bid time was $1,384,503.00, meaning the low bid came in $1,459,497.00 or 105% higher than expected.
The high bid amounts received may be related to the project specification requirement to phase construction such that two of the parks remain open at any given time, the expedited schedule to complete the project before summer 2025, and bidding the project as lump sum instead of breaking out individual bid items.
Based on these bid results, staff is recommending that the Council reject all bids. Staff plans to amend the bid documents, re-evaluate the current scope of work, and determine if bidding one of the locations as an alternate is necessary. Staff proposes to re-advertise the project with these revisions in the coming months for a more favorable bid.
ALTERNATIVE ACTION:
Council may direct staff to award the project to the low bidder, Azul Works Inc., for $2,844,000 with a 10% contingency for a total potential construction cost of $3,130,000. This would require a corresponding fiscal action to increase the project budget by $1,000,000. Staff does not recommend this alternative because of the high bids.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the recommended actions is consistent with the following Council adopted Goals:
• Improve and steward of City Infrastructure, streets, and facilities: This construction project will renovate four parks in the City.
Pacifica City Council 3
November 25, 2024
FISCAL IMPACT:
No fiscal impact is associated with rejecting all bids. The scope of the project will be evaluated and/or additional funding may be required at a future date.
ORIGINATED BY:
Public Works
ATTACHMENT LIST: