CITY COUNCIL STAFF REPORT
MEETING DATE: June 17, 2015
PREPARED BY: Cynthia Iwanaga, Management Analyst/Community Services
APPROVED BY: City Manager
Title
AWARD DOG PARK GATE AND FENCING PROJECT
END
RECOMMENDATION(S):
RECOMMENDATION
Adopt a Resolution approving the following actions:
1. Approve project plans and specifications;
2. Award a contract to Diery E. Maldonado dba Cal-West Fence for the Morgan Hill Dog Park Gate and Fencing ("Project') in the amount of $14,911;
3. Authorize the expenditure of construction contingency funds not to exceed $1,491; and
4. Authorize the City Manager to execute and administer that certain construction contract with Diery E. Maldonado dba Cal-West Fence
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Maintaining fiscal responsibility
REPORT NARRATIVE:
The scope of work for the Morgan Hill Dog Park Gate and Fencing Project ("Project") will include the installation of three new gates and approximately 460 additional linear feet of chain link fencing to the existing dog park located in Community Park. The dog park currently has two separately fenced areas to provide for the separation of large and small dogs. When the dog park is closed for maintenance, the park is inaccessible to dogs and their owners for the duration of the maintenance period. This fencing project will create two areas for large dogs and two areas for small dogs, allowing dogs and their owners to continue to utilize one half of the dog park while the other half undergoes maintenance. Creating the additional areas will ensure that the park remains available for use during periodic maintenance activities and will allow the turf additional time to re-establish after reseeding and fertilization.
In soliciting bids for the Project, the City advertised in the Morgan Hill Times newspaper, two online services, Online Plan and Public Purchase, and sent bid packages to ten Builders Exchanges in Northern California.
The bid opening was held on May 26, 2015 and five (5) bids were received. Although Cyclone Fence and Iron, Inc. was the lowest bidder, this company did not attend the mandatory bidder's conference held on May 8, 2015. As a result, the contract is being awarded to the second lowest bidder, Cal-West Fence, a company that did attend the mandatory bidder's conference on May 8th.
Bidder |
Bid Amount |
1. Cyclone Fence and Iron, Inc. |
$10,821.50 |
2. Cal-West Fence |
$14,911.00 |
3. Golden Bay Fence Plus Iron Works |
$17,304.00 |
4. AAA Fence Company, Inc. |
$18,759.20 |
5. Crusader Fence Company |
$19,350.00 |
Cal-West has solid references from other municipalities and school districts in Northern California. Several years ago, Cal-West Fence successfully completed a dog park fencing project for the City of San Leandro. Staff recommends the award of this contract to Cal-West Fence for $14,911. Staff also recommends a 10% contingency of $1,491, which will yield a total construction authorization of $16,402. The Project will be scheduled to begin construction in late June and is expected to take not more than 21 calendar days. The contractor will work closely with the City's project manager and program staff to minimize impacts to dog park patrons while the installation is underway.
COMMUNITY ENGAGEMENT: Consult
Members of MHDOG and other park users were consulted about the design of the improvements and the plans were developed with their input incorporated. A general notice about the installation of the new fencing at the dog park will be posted at the dog park entrance before construction begins. Information about the project will be posted on the City's website and on Next Door Morgan Hill to reach as many residents as possible. MHDOG will be asked to share the project schedule with its membership.
ALTERNATIVE ACTIONS:
An alternative action would be to reject all bids delay the installation of the dog park gate and fencing project.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
Funding for the additional gates and fencing at the Morgan Hill Dog Park was included in the adopted FY 14-15 Budget in amount of $8,800.
FISCAL AND RESOURCE IMPACT:
The total funding required is $16,402, which is the contract price with a 10% contingency. The Morgan Hill Dog Park Gate and Fencing project is budgeted for $8,800 in the adopted FY 14-15 Budget (302.8030-Parks Maintenance). The additional amount of $7,602 needed for this project is available in the existing park maintenance contract appropriation and no budget adjustment is required.
CEQA (California Environmental Quality Act):
Categorical Exemption
The activities described in this Staff Report are categorically exempt under CEQA, specifically pursuant to Section 15301 of the CEQA Guidelines (Existing Facilities), as the subject work involves the repair, maintenance or minor alteration of existing City facilities involving negligible or no expansion of use of those facilities.
LINKS/ATTACHMENTS:
1. Resolution
2. Contract Documents
3. Technical Specifications