To: HONORABLE MAYOR AND From: Katy Allen

CITY COUNCIL Sara L. Hensley

Subject: EDENVALE GARDEN PARK Date: 10-06-03

PERIMETER FENCING PROJECT

Council District: 2

RECOMMENDATION

Report on bids and take appropriate action based on the evaluation of bids for the Edenvale Garden Park Perimeter Fencing Project, and approval of a five percent contingency.

CEQA: Negative Declaration, PP90-03-078.

BACKGROUND

Edenvale Garden Park is bordered by Saddlebrook Drive to the north, Edenvale Avenue to the east, Hayes Mansion Complex to the south and residential properties to the west (map attached). The existing park consists of mature groves of trees, a picnic area, walking paths, a volleyball court, tennis courts and turf areas.

In 1997, Council approved the current master plan for the park. Past improvements at the site (Phases I-III) have been in accordance with this plan. Currently, the Phase IV & V improvements project is under construction and scheduled for completion in January 2004.

The Phases IV & V construction project and this project are funded by Hayes Mansion bond revenues, which must be expended prior to February 13, 2004. This project will expend the majority of the remaining funds.

This project will construct approximately 1600 lineal feet of decorative black iron fence along a portion of the park perimeter to replace a deteriorating, unsightly chain link security fence. The base bid provides for a six foot high fence. There is an add alternate bid item to increase the height to eight feet.

ANALYSIS

A supplemental memo will be provided after bids are opened on October 16, 2003.

Council Policy provides for a standard contingency of five percent on public works parks projects. The standard contingency is appropriate for this project.

PUBLIC OUTREACH

As part of Phases IV &V, various community and park committee meetings were held to gather input. These fencing improvements were included in those discussions. Additionally, to solicit contractors, this project was listed on the City’s Internet Bid Line and advertised in the San José Post Record. Bid packages for all Department of Public Works construction projects were provided to various contractor organizations and builder’s exchanges.

COORDINATION

This project and memo have been coordinated with the City Attorney’s Office, the City Manager’s Budget Office and the Departments of Planning, Building and Code Enforcement and General Services.

COST IMPLICATIONS

1. AMOUNT OF RECOMMENDATION: $120,000

2. COST OF PROJECT:

Project Delivery $ 31,500

Construction 120,000

Contingency 6,000

Total $157,500

3. SOURCE OF FUNDING: 434-Hayes Mansion Phase III Fund

4. FISCAL IMPACT: The proposed operating and maintenance costs of this project have been reviewed, and it has been determined that the project will have no significant adverse impact on the General Fund operating budget.

BUDGET REFERENCE

Fund #	Appn #	Appn Name	RC	Total Appn	Amt for Contract	Adopted Budget Page	Last Budget Action (Date, Ord. No.)
434	4256	Park Improvements – Tax Exempt Proceeds	116793	$318,000	$120,000	--

CEQA

Negative Declaration, PP90-03-078.

KATY ALLEN SARA L. HENSLEY

Director, Public Works Department Director, Parks, Recreation and Neighborhood Services Department