To:   HONORABLE MAYOR AND                   From:   Katy Allen

                        CITY COUNCIL                                                        Sara L. Hensley

 

   Subject:   EDENVALE GARDEN PARK                  Date:   10-28-03

                        PERIMETER FENCING PROJECT

 

Council District:  2

 

REASON FOR SUPPLEMENTAL MEMO

 

To provide additional information after bids were opened.

RECOMMENDATION

 

Report on bids and award of contract for Edenvale Garden Park Perimeter Fencing Project to the lowest responsive bidder, Central Fence Co., to include the base bid and Add Alternate No. 1, in the amount of $119,500 and approval of a contingency in the amount of $6,000.

CEQA:  Negative Declaration, PP90-03-078.

 

 

ANALYSIS

 

Bids were opened on October 23, 2003 with the following results:

 

 

 

Contractor

 

 

Base Bid

 

Add Alt No. 1l

 

 

Total Bid

 

Variance Amount

Over/ (Under)

Percent

Guiton & Son Construction Inc.

  (Redding)

$117,474

 

$24,200

 

$141,674

$2,674

2

Engineer's Estimate

120,000

19,000

139,000

---

---

Central Fence Co.

  (San José)

101,500

18,000

119,500

(19,500)

(14)

Steel Fence Systems Inc.

  (San José)

89,700

16,000

105,700

(33,300)

(24)

 

Staff recommends rejecting the low bid submitted by Steel Fence Systems, Inc. as non-responsive because it failed to submit the two signed addendums with its bid.  One of the addendums changed the specifications regarding the kind of fencing system to be used on the project. Staff does not believe that it would be appropriate to waive as a minor irregularity the failure to submit such an addendum with the bid.  Central Fence Co. is therefore the lowest responsive bidder and its bid is 14 percent below the Engineer's Estimate.  The bid is considered acceptable for the work involved in the project.

 

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

 

 

COST IMPLICATIONS

1.         AMOUNT OF RECOMMENDATION:  $119,500

 

2.         COST OF PROJECT:

                        Project Delivery                                                                           $  31,500

                        Construction                                                                                  119,500

                        Contingency                                                                                      6,000

                              Total                                                                                     $157,000

 

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

--

10/14/03, Ord No. 26997

 

 

CEQA

 

Negative Declaration, PP90-03-078.

 

 

KATY ALLEN                                                                        SARA L. HENSLEY

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