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Home My WebLink About092121-05.7 ADMINISTRATIVE STAFF REPORT 5.7 TO: Mayor and Town Council September 21, 2021 SUBJECT: Resolution No. 57-2021, rejecting all bids for the Gazebo Replacement at Hap Magee Ranch Park project, CIP No. B-400 BACKGROUND The gazebo within the meadow at Hap Magee Ranch Park was installed in 2005. Over the years, the gazebo has been utilized extensively for weddings and other events, serving as a great park amenity. However, years of extensive use and exposure to the elements have diminished the condition of the gazebo. Plans moving forward include replacement of the existing structure with one that would be more durable for public use in a park setting. In 2020, the Parks, Recreation and Arts Commission along with the Alamo Municipal Advisory Committee (Alamo MAC) reviewed and recommended a metal gazebo that has a similar architectural feel as the existing gazebo, features a single opening that is better suited for weddings, and includes a new Americans with Disabilities Act (ADA) compatible decomposed granite pathway. Based on a preliminary estimate of costs at the time, a total of $145,000 - representing equal contributions from both the Town and the Alamo MAC - was programmed for the new gazebo as part of the FY 2021-22 Capital Improvement Program. DISCUSSION Three bids were received and opened on August 19, 2021. The apparent lowest responsive bidder was Goodland Landscape Construction, with a bid of $201,019. With a construction contingency, the total cost to award would be $221,121. Awarding the construction contract to the lowest bidder would necessitate an additional appropriation from both the Town and the Alamo MAC to fully fund the project. Bid results are summarized in (Attachment C). An analysis of the bids suggests that they were significantly higher than the Engineer’s estimate for the following reasons: 1)The low bid contained uniquely higher costs for lump sum items, including demolition, earthwork, and concrete work. 2)The material costs, labor shortages, and demand all contributed to cost differences between the low bid and the Engineer’s estimate. 3)Based on the Town’s experience with other projects, increased construction and labor demand shortages are directly attributable to the effects of Covid-19. Rejecting all bids for the Gazebo 2 September 21, 2021 Replacement at Hap Magee Ranch Park Project CIP No. B-400 Also significant is that the Town was informed that the manufacturing lead time for the metal gazebo would be approximately 24 weeks from approval of shop drawings. Therefore, in addition to the higher than estimated cost, a minimum of six months would elapse prior to start of construction. Consequently, given the lengthy lead time and significantly higher-than-estimated construction cost, it is recommended that all bids be rejected, pursuant to California Public Contract Code Section 20166. Based upon these bid results, Town staff has re-assessed the existing gazebo and determined that its structural components are sound and interim repair of the decorative elements would allow it to function safely until a more favorable bid climate allows the Town and the Alamo Municipal Advisory Council to pursue its replacement. PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. RECOMMENDATION Resolution No. 57-2021, rejecting all bids for the Gazebo Replacement at Hap Magee Ranch Park project, CIP No. B-400. Prepared by: Bob Russell, PLA Landscape Architect Reviewed By: Tai J. Williams Assistant Town Manager Attachments: A – Resolution No. 57-2021 B – CIP Page No. B-400 C – Bid Results Summary RESOLUTION NO. 57-2021 REJECTING ALL BIDS FOR THE GAZEBO REPLACEMENT AT HAP MAGEE RANCH PARK, CIP NO. B-400 WHEREAS, the Danville Town Council has previously approved funding in the Capital Improvement Program for the Gazebo Replacement at Hap Magee Ranch Park Project, CIP No. B-400; and WHEREAS, bids were solicited from contractors for the project; and WHEREAS, the City Clerk of this Town did, in open session on the 19th day of August 2021, publicly open and read aloud the sealed bids received as required by law; and WHEREAS, the bids received exceeded the Engineer’s estimate and the City Engineer is recommending rejection of all bids for the project; now, therefore, be it RESOLVED, by the Danville Town Council that pursuant to Public Contract Code Section 20166, all bids for the Gazebo Replacement at Hap Magee Ranch Park Project, CIP No. B- 400, be rejected. APPROVED by the Danville Town Council at a regular meeting on September 21, 2021, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK DocuSign Envelope ID: 3F7D37E9-3766-4F61-A380-BC829ECCDCA6 ATTACHMENT A www.danville.ca.govCIP60 Projects HAP MAGEE RANCH PARK CAPITAL MAINTENANCE PROJECT DESCRIPTION AND LOCATION: DESCRIPTION OF MODIFICATIONS: Updated description and added funding for 2025/26. RATIONALE FOR PROPOSED PROJECT: Major activity is needed for the site and buildings; non-routine repairs and replacement are completed as needed. EXPECTED IMPACT ON OPERATING BUDGET:Additional worker hours required to maintain per year:50 Additional Town direct operating costs per year:$5,000 PROJECT COST ESTIMATE This project has been modified from the previous year. PROJECT APPROPRIATION AND FUNDING Routine preventative maintenance activities for the general upkeep and preservation of the site and non-routine repair and replacement. Also includes annual sod replacement in dog park. 2018/19 ADA access at Canine Corral entrance and small dog park (COMPLETE) 2019/20 Playground equipment replacement (COMPLETE) Decomposed granite pathway maintenance (COMPLETE) Replace fencing at Magee house (COMPLETE) Fence repairs along creek 2020/21 Gazebo Replacement Decomposed granite pathway maintenance 2021/22 Dog Park Renovations Tree maintenance Preservation of existing barn 6/4/2021PRINTED ON: CIP No:B-400 STATUS:In Construction PRIORITY:2 Ongoing PROJECT MANAGER:DC GREEN PROJECT:Yes 2021/22Prior Years 2022/23 2023/24 2024/25 2025/26 TotalExpenditure Category Capital Maintenance $25,000 $25,000 $25,000 $25,000$1,622,940 $1,867,940$145,000 $1,622,940 $145,000 $25,000 $25,000 $25,000 $25,000 $1,867,940Total Cost Estimate:$1,212,732Total Expenditure: Unexpended: $410,208 on 6-03-2021 2021/22Prior Years 2022/23 2023/24 2024/25 2025/26 TotalFunding Source(s) CIP Gen Purpose Rev $127,500 $0 $0 $0 $0 $127,500$0 Park Dedication Impact $329,940 $72,500 $12,500 $12,500 $12,500 $452,440$12,500 Park Facilities $380,500 $0 $0 $0 $0 $380,500$0 R-7A $785,000 $72,500 $12,500 $12,500 $12,500 $907,500$12,500 $1,622,940 $145,000 $25,000 $25,000 $25,000 $25,000 $1,867,940Total Funding: www.danville.ca.govCIP58 Projects ATTACHMENT B BID RESULTS SUMMARY GAZEBO REPLACEMENT AT HAP MAGEE RANCH PARK PROJECT, CIP NO. B-400 August 19, 2021 Engineer’s Estimate: $177,755 Goodland Landscape Construction* $201,019.00 McNabb Construction, Inc. $204,393.00 Ella $244,888.00 *Lowest Responsive Bidder ATTACHMENT C