HomeMy WebLinkAboutD-2 - Gladstone Park Backstop and Fencing Project, CDBG #601661-14SCHEDULED ITEM
D-2
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER
FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES
DATE: MAY 16, 2016
SUBJECT: REJECT BID FOR GLADSTONE PARK BACKSTOP AND FENCING PROJECT,
CDBG #601661-14 AND CONSIDER OPTIONS FOR PROJECT
SUMMARY:
On January 6, 2014, the City Council approved in the FY2014-2015 CIP Budget the Backstop and
Fencing Project. On April 20, 2016, a bid opening was held for the Gladstone Park Backstop and
Fencing Project. The City received one bid from Ace Fencing Company, in the amount of $274,836. The
proposed action rejects the bid for the following reasons: 1) CDBG guidelines require that a minimum of
(3) bidders; and 2) the Bidder did not attach the signed addendums to the bid packet and execute CDBG
documents, therefore the sole bidder was deemed to be non-responsive. Furthermore, Staff is seeking
Council direction as to how to proceed with the project.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1) Reject the bid for the Gladstone Park Backstop and Fencing Project, CDBG #601661-14; and
2) Review options and provide direction as to how to proceed with the Gladstone Park Backstop
and Fencing Project (CDBG Project # 601661-14).
DISCUSSION:
On January 6, 2014, the City held a Public Hearing and approved the Gladstone Park Backstop and
Fencing project for the FY 2014-2015 C.I.P Budget. The project was funded by CDBG funds in the
amount of $193,800. Funding for this project has been rolled over to the FY 2015-2016 C.I.P. budget.
APPROVED
COUNCIL MEETING
5/16/2016
Option #3 selected
Gladstone Park and Fencing Project
May 16, 2016
Page 2
On April 20, 2016, a bid opening was held for the Gladstone Park Backstop and Fencing Project. The
City received only one bid, from Ace Fencing Company in the amount of $274,836 for the full scope of
work. An alternative, reduced scope of work and a second bid sheet was provided by Ace Fencing
Company at an amount of $194,459. Both bids exceeded the budget for the project. The current budget,
minus architectural fees and miscellaneous drawings is $176,754. The engineered estimate for the
project in its entirety is $279,694, resulting in an approximate $103,000 shortfall. The following three
options address potential next steps for this project:
Option #1:
Proceed with the re-bidding of the complete scope of work for the Gladstone Park Backstop and Fencing
Project, which includes the fencing and netting down of the entire first base line (40) feet high, fencing
and netting down part of the third base line to the double service gate and backstop and canopy. This
option would require additional resources and would also require 100% compliance with Americans
with Disabilities Act (ADA) Regulations if bids exceed the threshold of $155,000, potentially increasing
the budget by as much as an additional $500,000 for the construction of ADA compliant restrooms and
walkways.
Option #2:
Proceed with a reduced scope of work for the Gladstone Park Backstop and Fencing Project, which
would include the backstop fencing and canopy netting only. This option will help curb the foul ball
issue at Gladstone Park, but will not offer the same result as the fencing and netting would in option #1.
With this option, should the bid come in under the threshold of $155,000, the project will only be
required to comply with 20% of the total bid for ADA improvements, and thus create minimal impact to
the project budget.
Option #3:
Cancel the Gladstone Park Backstop and Fencing Project altogether and re-program the remaining
$176,754 in CDBG Funds.
FISCAL IMPACT:
This project was funded by Community Development Block Grant (CDBG) funds. There is $176,754 in
remaining project costs, and funds are available in account # 18-80-000-910-7120/D61660-7120. The
funds were approved as part of the FY 2014-15 carryovers and included in the approved FY 2015-16
capital improvement project budget.
Prepared by: Fiscal Impact Reviewed by:
Joe Jacobs Richard Lam
Director of Recreation and Family Services Budget Analyst
Reviewed and Approved: Reviewed and Approved:
Louie F. Lacasella Troy L. Butzlaff, ICMA-CM
Management Analyst City Manager