DATE: APRIL 4, 2023
DEPARTMENT: COMMUNITY DEVELOPMENT DEPARTMENT
FROM: MEGAN HUNTER, COMMUNITY DEVELOPMENT DIRECTOR
THROUGH: ROD POWELL, PLANNING MANAGER
BY: CRISTINA GONZALEZ, COMMUNITY DEVELOPMENT ANALYST
TITLE: NATIVIDAD CREEK PARK RESTROOM REHABILITATION PROJECT (CIP 9346) RECOMMENDED MOTION:
A motion to approve a Resolution:
approving the Plans and Specifications for the Natividad Creek Park Restroom Rehabilitation Project (CIP 9346); and rejecting all received bids in response to Project’s City of Salinas RFP.
EXECUTIVE SUMMARY:
In FY 19-20, as a designated federal Department of Housing and Urban Development (HUD) entitlement jurisdiction, the City awarded a portion of its Community Development Block Grant funding to support the much-needed Natividad Creek Park Restroom Rehabilitation Project. In compliance with HUD requirements and in coordination with the City’s Library and Community Services Department, the Community Development Department (CDD) released a 30-day public Request for Proposals (RFP) on December 16, 2022 with a submission deadline of January 17, 2022. In total, three bid proposals were received, two of which were deemed incomplete and disqualified from additional consideration and a third proposing a bid amount forty-eight percent (48%) higher than the anticipated estimate provided by the project’s construction consultant. Based on low number of bid proposals received and the significantly higher than anticipated amount requested in the lone compliant response, staff recommends the rejection of all received bids to allow for the release of a second RFP and the potential receipt of more cost-effective proposals with amounts closer to the anticipated construction estimate.
BACKGROUND:
On June 4, 2019, the City adopted its Annual Action Plan (AAP) for FY 2019-20 through its FY 2020 – 24 Consolidated Plan process through Resolution #21614. In the FY 2019-20 AAP, the City allocated a portion of its Community Development Block Grant funds to the Natividad Creek Park Restroom Rehabilitation Project, CIP 9346 (Grant#: B-19-MC-06-0005) in the amount of $442,070. Of this amount, $401,882.00 is allocated towards construction costs of the Project with the remaining amount of $40,188 allocated to support CDD staff time in managing and delivering its completion..
DISCUSSION:
In preparation of the release of an RFP for the Project, CDD staff worked with a construction consultant to assemble complete plans and specifications and an estimate of the probable total construction cost. The Project’s scope of work consists of painting the interior and exterior of the building, replacement of the existing roof with the inclusion of skylights and vents, replacement of existing interior and exterior light fixtures and motion sensors, replacement of exterior doors, repair or replacement of interior stall doors, replacement of existing fixtures with stainless steel fixtures, general plumbing and electrical work, and the installation of a new flush meter. The Project also includes improved Americans with Disabilities Act (ADA) parking lot access and the installation of ADA compliant restroom and parking lot signage.
Public noticing of the Project’s RFP occurred on December 16, 2023, with a submission deadline of January 17, 2023 to the City’s Planetbids platform. Following the release of the RFP, the City issued two RFP addendums. Addendum 1 provided an update to the Civil and Architectural Set of Plans and Specifications and Addendum 2 provided response to questions received from prospective bidders, a revised base bid table, and an updated U.S. Department of Labor Wage Decision for the Project.
In total, three prospective bidders submitted proposals for the Project: Aiden’s Quality Painting, HA Construction, and Stellar BG Inc. Of the proposals received, the lowest bid proposal was disqualified due to an incomplete electronic submittal that failed to bid the entire project scope. The next lowest bid proposal was also disqualified due to an incomplete electronic submittal and failure to include a required bid bond copy. A third complete proposal was received; however, this proposal proposed a cost 48% above the Project’s estimate. Due to the low number of accepted proposals and bid costs significantly higher than the original estimate, staff are recommending the rejection of all bids to allow for the release of a new RFP for the Project in early May 2023.
CEQA CONSIDERATION:
Categorical Exemptions. The City of Salinas has determined that the project is exempt from the California Environmental Quality Act (CEQA) Guidelines Section 15301 Existing Facilities, Class I (a)(c)(d)(g) as the Project proposes rehabilitation of an existing public restroom facility.
STRATEGIC PLAN INITIATIVE:
The proposed Project supports City of Salinas Strategic Plan 2022-2025 Goals and Strategies of Infrastructure and Environmental Sustainability and Youth and Seniors.
DEPARTMENTAL COORDINATION:
This item has involved significant inter-departmental coordination inclusive of CDD, Finance, Library and Community Services, Public Works, and the City Attorney. CDD’s Housing and Community Development Division has also coordinated with HUD regarding this agenda item.
FISCAL AND SUSTAINABILITY IMPACT:
HUD CDBG funding to support the Project is appropriated in the Community Development fund as authorized by Council approval of the City’s FY 2019-20 AAP on June 4, 2019.
ATTACHMENTS:
Resolution
Project Plans
Project Specifications
Bid Proposal Comparison
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