Agenda Report
TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
September 11, 2023
SUBJECT: REJECTION OF BIDS FOR THE VINA VIEJA PICKLEBALL COURTS - PHASE 1 PROJECT
RECOMMENDATION:
It is recommended that the City Council:
1 . Find the action proposed herein to be categorically exempt under the California Environmental Quality Act.(CEQA) in accordance with Title 14, Chapter 3, Article 19, Section 15061(b)(3), the common sense exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment; and
2. Reject all bids received on July 20, 2023 in response to Notice of Inviting Bids for the Vina Vieja Pickleball Courts - Phase 1 project.
BACKGROUND:
Currently in Pasadena, there are four temporary pickleball courts in use at Allendale Park and four City/PUSD joint use courts at McKinley School. In addition, two more temporary courts are currently being constructed at Jefferson School. Vina Vieja will serve as the City's first permanent and dedicated pickleball facility with 12 courts, restrooms, additional parking, and amenities to serve the citywide community.
Due to limited available funding, the project was phased with Phase 1 to include:
installation of two pickleball courts, one of which is for adaptive/wheelchair use; site amenities including fencing, benches with shade canopies, trash receptacles, and a drinking fountain; planting and irrigation; expansion of the existing parking lot to add 14 parking spaces with curb and gutters; and a decomposed granite walkway.
The Department of Public Works and David Evans and Associates, Inc. prepared plans and specifications for the subject contract. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On June 22, 2023, MEETING OF __ 0_9_/_l_l_/_23 __ AGENDA ITEM NO. __ 4 __ _ Rejection of Bids for Vina Vieja Pickleball Courts - Phase 1 September 11, 2023
a Notice Inviting Bids for Vina Vieja Pickleball Courts Improvement - Phase 1 project was published in the local paper as well as posted on OpenGov Procurement. The posting generated notices to all vendors who have previously registered with the City for this commodity class. A total of 53 vendors downloaded the specifications, of which one was local. Seven bids were received by the bid opening date on July 20, 2023; none from local vendors.
Submitted bids ranged between $677,777 and $1,071,020. Upon review of the bids received from this solicitation, staff determined the lowest responsive and responsible bid exceeded the Engineer's Cost Estimate by over 150% and significantly exceeded the project's $500,000 budget. As such, staff concluded it is in the City's best interest for City Council to reject all seven bids received as required by the Pasadena Municipal Code. Staff will subsequently value engineer the design plans and specifications and modify the scope of work to better align with the available project budget. These updated construction documents will then be re-advertised for bid and award in early 2024.
COUNCIL POLICY CONSIDERATION:
This contract is consistent with the City Council's goal to improve, maintain, and enhance public facilities and infrastructure as well as to provide activities to promote health and fitness among Pasadena residents.
ENVIRONMENTAL ANALYSIS:
This action is exempt from the California Environmental Quality Act (CEQA) in accordance with Title 14, Chapter 3, Article 19, Section 15061 (b )(3), the common sense exemption that CEQA only applies to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
Rejection of Bids for Vina Vieja Pickleball Courts - Phase 1 September 11, 2023
FISCAL IMPACT:
There is no fiscal impact as a result of this action.
Prepared by:
/tlttlL_
KfisMarkarian, P.E.
Respectfully submitted,
TYOlOs,P.E.
Director of Public Works
Deputy Director of Public Works/City Engineer
Approved by:
MIGUEARQUEZ
City Manager