City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: NOVEMBER 5, 2024 FROM: PUBLIC WORKS DEPARTMENT WARD: 1
SUBJECT: BID NO. 7775 – FAIRMOUNT PARK STORM DRAIN - DEXTER TO BOWLING GREEN – REJECT ALL BIDS AND RELEASE RELATED BID BONDS ISSUE:
The issue for City Council consideration is to reject all bids and release bid bonds received for Bid 7775 - Fairmount Park Storm Drain - Dexter to Bowling Green.
RECOMMENDATION:
That the City Council reject all bids and release bid bonds received for Bid No. 7775 - Fairmount Park Storm Drain - Dexter to Bowling Green.
BACKGROUND:
The storm drainpipes for Fairmount Park were Constructed in 1984 as part of the Fairmount lakes rehabilitation. The storm drain lines were cleaned and video inspected partially in 2016. The storm drain is an important component of the drainage system at Fairmount Park.
In November 2020, the City approved Eaglelift Inc.’s proposal, in the amount of $10,000, to complete joint repairs at 10 locations for the 36” reinforced concrete storm drain pipe at Dexter Dr and Field LN (approx. 458 FL Manhole to Manhole). The objective was to fill the voids around the pipe to seal the joints and prevent infiltration or exfiltration, and to lift settled sections of the pipe.
On March 19, 2021, the City executed an agreement with Pipe Tec Inc. for cleaning and video inspection of Fairmount Park 36” pipes in the amount of $30,000.
Despite these efforts to clean and repair the pipes, the pipes are not performing according to the design intent due to erosion and sediment accumulation. Public Works staff identified that additional work was needed to ensure adequate flow through the pipes; however, this work is pending until a planned downstream maintenance project was completed to remove sediment from the outfall of the pipe. This additional maintenance work, under the supervision of the Parks, Recreation and Community Services Department (PRCS), would help ensure positive drainage flow downstream of the pipes and reduce the work needed to dewater the pipes during construction. With the downstream maintenance scheduled and necessary permits secured by PRCS in mid-2024, Public Works proceeded to schedule the storm drain work.
DISCUSSION:
On July 29, 2024, Bid No. 7775 for Fairmount Park Storm Drain – Dexter to Bowling Green (“Project”) was posted on PlanetBids. The proposed Project entails cleaning and lining the existing 36” and 42” reinforced concrete storm drain lines and the 15” and 18” laterals along the main line. The proposed project also included rehabilitation (as needed) of existing maintenance manholes and point repair of the 36” line.
On August 26, 2024, two bids were received for the construction of the Project. The bids were in the amounts of $2,651,924.65 and $2,774,490.00 and are 171.12% and 183.65% respectively over the Engineer’s Estimate. The Public Works Department reviewed the bid proposals and concluded the City will be able to attract more competitive bids for the Project if the specifications are revised to clarify various work requirements. As a result, the Public Works Department is recommending that the City Council reject all bids, release all related bid bonds, and direct the Public Works Department to revise the bid documents and re-advertise the Project for bids.
Purchasing Resolution Number 24101, Section 507 “Rejection of Bids” states, “The Manager may in his/her discretion reject any and all Bids, or any segregable portions thereof, for any one or more types of Goods, Services or Construction included in the Specifications when the public interest is served thereby, provided specifically that any potential award does not otherwise require consideration by the Awarding Entity, in which case any rejection or award shall be made by the Awarding Entity. The Awarding Entity may also take any other action permitted by Section 1109 of the City Charter.” The Purchasing Manager concurs with the above recommendation.
STRATEGIC PLAN ALIGNMENT:
This Project aligns to Strategic Priority No. 6 – Infrastructure, Mobility and Connectivity and Goal No. 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
Community Trust – This Project proposes to improve storm drain infrastructures in Fairmount Park between Dexter Dr and Bowling Green Dr to serve the communities and to eliminate health hazards associated with the unreliable storm drain performance.
Equity – The Project will improve the storm drain system in Fairmount Park and will provide a higher degree of system reliability.
Fiscal Responsibility – By rejecting the bids and re-advertising the Project, the City is fiscally responsible by soliciting the lowest responsive and responsible bidder for the construction of this Project.
Innovation – This Project will be re-advertised on PlanetBids, which is an internet-based platform that allows for a wider exposure to potential contractors compared to the conventional local newspaper advertisement.
Sustainability & Resiliency – By advertising this Project on PlanetBids, the City eliminates the use of printed hard copy documents, which saves papers and translate to a greener and more sustainable practice.
FISCAL IMPACT:
There is no fiscal impact associated with this report.
Prepared by: Sweta Patel, Principal Engineer
Approved by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Jack Liu, Interim City Attorney
Attachments:
Location Map
Bid Rejection Recommendation
Reject Bid 7775 ● Page 2