Agenda Item #13.1
For Council Meeting of: October 22, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DAN HENNESSEY, DIRECTOR OF TRANSPORTATION AND PUBLIC WORKS SUBJECT: REJECT ALL BIDS – LOW IMPACT DEVELOPMENT AT MUNICIPAL SERVICES CENTER NORTH AGENDA ACTION: MOTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by motion, reject all bids received for Contract No. C02391, Low Impact Development at Municipal Services Center North (MSCN).
EXECUTIVE SUMMARY
This motion will reject all bids for Contract No. C02391, Low Impact Development at MSCN. Staff is making a recommendation to reject all bids for this contract because only one bid was received, and it was 76.83% over the Engineer’s estimate, which exceeds available funding. The Transportation and Public Works Department will pursue design strategies and expect a re-solicitation in Winter 2024.
BACKGROUND
This project will provide a bioretention facility in the corporation yard to provide stormwater treatment and retention for the existing parking lot, storage yard area, and surrounding buildings. The project is a requirement under the Water Quality Certification permit, issued by the California Water Boards, for the Fulton Road Widening Project (C01178).
Due to the scope of the Fulton Road improvements, additional low-impact development (LID) measures were mandated, which could not be fully implemented on-site. After evaluating potential locations, the Municipal Services Center North yard was selected for the LID feature because: (1) it is owned by the City of Santa Rosa and offers sufficient space, (2) the area has existing stormwater contamination issues, and (3) the yard lies within the same watershed as the project.
However, with recent budgetary constraints facing the City of Santa Rosa, the current 76.83% cost overrun is not feasible. As a result, staff is actively reassessing the project scope to reduce costs and ensure feasibility.
PRIOR CITY COUNCIL REVIEW
On August 4, 2015, Council, by Resolution No. 28674, approved Cooperative Funding Agreement No. M30406 between Sonoma County Transportation Authority (SCTA) and the City of Santa Rosa for Measure M funds for Fulton Road Widening Improvements.
On June 21, 2016, Council, by motion, approved work order #A010070-2011-62, for Preliminary Design and Environmental Documentation for the Fulton Road Project from Guerneville Road to Piner Road – Widen to Four Lanes, with GHD Incorporated of Santa Rosa, California.
On October 24, 2017, Council, by Resolution RES-2017-213, adopted a Mitigated Negative Declaration (MND) for the Fulton Road Widening Improvement Project between Guerneville Road and Piner Road, approved the project and adopted a Mitigation Monitoring Program (MMP) for the project.
On January 9, 2018, Council, by motion, approved and authorized the Mayor to execute project work order #A010145-2016-14, for the Plans, Specifications, and Estimate (PS&E) phase for the Fulton Road Project from Guerneville Road to Piner Road – Widen to Four Lanes, in the amount of $1,398,903 with GHD Incorporated of Santa Rosa, California.
On October 26, 2021, Council, by resolution: 1) authorized the purchase of mitigation credits for the Fulton Road Widening Project from Guerneville Road to Piner Road; and 2) approved Agreements for Sale of California Tiger Salamander Mitigation Credits and/or Preservation Credits with: Davis Preserve, LLC, in an amount not to exceed $420,750 to purchase required mitigation credits for California Tiger Salamander (CTS); Alton Preserve, LLC, in an amount not to exceed $132,750 to purchase required mitigation credits for CTS, Burke’s Goldfield, and Sonoma Sunshine; Margaret West Conservation Preserve, LLC, in an amount not to exceed $25,500 to purchase required mitigation credits for CTS and Sebastopol Meadowfoam; and Davis Preserve, LLC, in an amount not to exceed $17,000 to purchase required mitigation credits for CTS and Sebastopol Meadowfoam.
ANALYSIS
The project was advertised on August 1, 2024. The bid deadline was extended from September 11, 2024 to September 17, 2024. A total of one (1) bid was received in the amount of $778,787, which is 76.83% over the Engineer’s estimate. Accepting the low bid and proceeding with this project would require additional funding not currently available. Although it was acknowledged that the Engineer’s estimate was close to the funds available within the project JL key and additional funds may be needed, staff delayed requesting additional funds to mitigate multiple funding requests. Rejection of the bid will allow the Transportation and Public Works Department time to revise the project scope and rebid the project in Winter 2024.
FISCAL IMPACT
Funding for this project has been appropriated to Account No. 17654. Approval of this action does not have a fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
The rejection of all bids is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Summary of Bids
PRESENTER
Dan Hennessey, Director of Transportation and Public Works Gregory Mariscal, Supervising Engineer
REJECT ALL BIDS – LOW IMPACT DEVELOPMENT AT MUNICIPAL SERVICES CENTER NORTH PAGE 3 OF 3