City of Piedmont
COUNCIL AGENDA REPORT
DATE: January 16, 2024
TO: Mayor and Council
FROM: Rosanna Bayon Moore, City Administrator
SUBJECT: Rejection of All Bids for the Linda Beach Courts Renovation Project and Authorize Re-Bidding of the Project
RECOMMENDATION
By a single motion, take the following actions regarding the Linda Beach Courts Renovation Project:
1. Reject all bids received for the Linda Beach Courts Renovation Project.
2. Authorize staff to re-issue modified bid documents and re-bid the project.
BACKGROUND
At the September 5, 2023 meeting, the City Council directed staff to prepare plans for the repair and restriping of dedicated pickleball courts at Linda Beach Park. Construction bid documents were finalized and accordance with both City and State requirements, the project was circulated for the solicitation of bids in late September 2023.
DISCUSSION
Bids for the project were opened on November 1, 2023. Three bids were received, ranging in price from $296,150 to $407,557.83. The low bid was received from Vintage Contractors, Inc.
Staff evaluated the bid from Vintage Contractors, Inc. and found it acceptable. However, all three bids significantly exceeded the engineer’s construction cost estimate of $227, 929.
When considering a re-bid of the project, staff evaluated all bids and bid items to determine which specific items were significant cost drivers. For the low bids, three items, consisting of fence removal, chain link fence installation, and a single gate, accounted for $143,000 - more than double the amount anticipated. The remaining bid items, including court repair, court resurfacing and restriping, accounted for $153,150, which closely aligned with anticipated cost of $159,428.75.
Given the differences between the cost estimate, the budget allocated for the project and the lowest bid of $296,150, staff recommends modifying the bid documents to include court repairs and restriping as a Base Bid item, which will be the basis of award, and fence replacement as an Alternative item to be awarded separately if Council desires to do so.
Agenda Report Page 2
SCHEDULE OF CONSTRUCTION
If all bids are rejected, staff is ready to immediately re-bid the project with the changes mentioned. If advertisement occurs in January, construction could begin in late March or early April.
ENVIRONMENT REVIEW
This project is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301(d), in that the project involves repair of an existing facility with no expansion of use.
FISCAL IMPACT
This is a budgeted project in Fiscal Year 2023-24 with $200,000 set aside from the Facilities Capital Fund. While there are no assurances, City staff is optimistic that a re-bid with modifications will result in a conforming bid for an amount less than the current low conforming bid.
CITY ATTORNEY REVIEW
The City Attorney has reviewed these matters and agrees with staff’s recommendations from a legal perspective.
By: Daniel Gonzales, Public Works Director