HomeMy WebLinkAboutStaff Report 2311-21977.Approval of Construction Contract with GradeTech, Inc. in the Amount of $296,599 and
Authorization for the City Manager to Negotiate and Execute Change Orders up to a Not-
to-Exceed Amount of $29,659 for Site Work for Rinconada Park Improvements (PE-08001)
and Ramos Park Restroom Installation (PG-19000) Projects; CEQA status – exempt under
CEQA Guidelines Section 15303
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: December 18, 2023
Report #:2311-2197
TITLE
Approval of Construction Contract with GradeTech, Inc. in the Amount of $296,599 and
Authorization for the City Manager to Negotiate and Execute Change Orders up to a Not-to-
Exceed Amount of $29,659 for Site Work for Rinconada Park Improvements (PE-08001) and
Ramos Park Restroom Installation (PG-19000) Projects; CEQA status – exempt under CEQA
Guidelines Section 15303
RECOMMENDATION
Staff recommends that Council:
1.Approve and authorize the City Manager or their designee to execute construction
contract No. C24189510 with GradeTech, Inc. in an amount not-to-exceed $296,599 for
the Site Work for restroom installation under the Rinconada Park Improvements (PE-
08001) and Ramos Park Restroom Installation (PG-19000) projects; and
2.Authorize the City Manager or their designee to negotiate and execute change orders to
the contract with GradeTech, Inc., the total value of which shall not exceed $29,659, for
related, additional but unforeseen work that may arise.
BACKGROUND
The Rinconada Park Long Range Plan, adopted by Council in 2017, identified the need for a new
restroom at the west end of Rinconada Park. A Park Improvement Ordinance1 was also adopted
by Council on January 13, 2020 and second reading2 on May 1, 2023, describing Phase 1
improvements to Rinconada Park including a new restroom facility.
1 City Council, January 13, 2020; Agenda Item #2, SR #10576,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=80654
2 City Council, May 1, 2023; Agenda Item #6; SR #2304-1290,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82384
On June 22, 2021, Council approved a construction contract3 for Phase 1 of the Rinconada Park
Improvements project (PE-08001), which included park infrastructure, accessibility, and
maintenance improvements to the western half of the park. The improvement project was
completed in May 2022. However, due to budget constraints and to prioritize improvements,
staff removed the new restroom facility from the initial scope of Phase 1 park improvements.
This change to Phase 1 was presented to Council on March 1, 2021. Funding for the new
restroom was later added to the Rinconada Park Improvements project (PE-08001) for Fiscal
Year 2023. The proposed restroom will service the entire park but will be closer to the newly
renovated playground and group picnic areas at the west end of the park.
The Park Restroom Installation project (PG-19000) provides funding for installation of one
restroom every other year at City parks that currently do not have restroom facilities, have high
visitation, and are approximately two acres or larger. The project is funding the installation of a
restroom at Ramos Park. The Palo Alto Parks, Trails, Natural Open Space, and Recreation
Master Plan (2017) identified Ramos Park as a potential location for a restroom to support the
park facilities. A Park Improvement Ordinance4, adopted by Council on April 19, 2021, included
park improvements and a new restroom facility for Ramos Park.
On April 10, 2023, Council approved a Purchase Order5 for the purchase of two modular park
restroom buildings for Rinconada and Ramos parks. The buildings are currently being fabricated
by the restroom vendor, Public Restroom Company, and will be ready for delivery in winter
2024. The site work for the restrooms that will be performed under this construction contract
includes site preparation, demolition, utilities, concrete paving, asphalt paving, irrigation,
landscape/planting, coordinating with the restroom vendor for delivery and installation of the
new modular buildings, and making final utility connections.
ANALYSIS
Procurement Process
On October 20, 2023, an invitation for bids (IFB) for the site work for Rinconada Park
Improvements (PE-08001) and Ramos Park Restroom Installation (PG-19000) was posted to the
City’s OpenGov online procurement system. The bidding period was 24 calendar days. The City
received nine bids from qualified contractors on November 13, 2023, as listed on the attached
proposal bid summary (Attachment A).
3 City Council, June 22, 2021; Agenda Item #1; SR #11269,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81412
4 City Council, April 19, 2021; Agenda Item #5; SR #12181,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81499
5 City Council, April 10, 2023; Agenda Item #8, SR #2212-0529,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82222
Review of the bids included the base bid only. There were no bid alternates for this project.
Base bids ranged from $296,599 to $594,080 and from 21% below to 58% above the engineer’s
estimate of $375,361.
SUMMARY OF PROCUREMENT PROCESS
BID NAME/NUMBER RINCONADA AND RAMOS PARK RESTROOM
SITE WORK IFB #189510
Proposed Length Of Project
# Of Bid Packages Downloaded Contractors
# Of Bid Packages Downloaded By Builder’s
Exchanges
Total Days To Respond To Bid
Pre-bid Meeting?
# Of Bids Received
Bid Price Range (Base Bid)
Engineering Estimate (Base Bid)
Public Link To Solicitation
6 in the amount of $296,599 with
GradeTech, Inc.
6 GradeTech, Inc. Construction Contract for the Rinconada and Ramos Park Restroom Site Work Project
C24189510; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-
services/c24189510-gradetech-inc_cc_staff-report.pdf
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Table# 1 Funding Source
Funding Source Contract Contingency
Total
Encumbrance
PE-08001 Rinconada Park Improvements $170,666 $17,066 $187,732
PG-19000 Park Restroom Installation $125,933 $12,593 $138,526
Total $296,599 $29,659 $326,258
ATTACHMENT A
RINCONADA AND RAMOS PARK RESTROOM SITE WORK
BID SUMMARY
Rinconada Park Restroom (Base Bid A‐1)
Bid
Item
1
2
3
4
5
6
Approx.
1
1
1
1
4
1
1
5
5
100
900
1
1
65
1
1
1
Engineer's Estimate
Unit Cost Total Cost
5,000.00
GradeTech, Inc.
Unit Cost Total Cost
Guerra Construction Group Globe Engineering
Unit Cost Total Cost
4,800.00
101 Builders, Inc.
Unit Cost Total Cost
7,921.00
VNH Builders
Unit Cost Total Cost
McNabb Construction Redgwick Construction Co.O'Grady Paving, Inc.Kerex Engineering, Inc.Description Unit Unit Cost
24,450.00
1,465.00
1,827.00
7,917.00
520.00
Total Cost Unit Cost
14,000.00
1,400.00
2,100.00
14,000.00
700.00
Total Cost Unit Cost
15,000.00
1,000.00
1,000.00
53,500.00
400.00
Total Cost Unit Cost
28,000.00
5,000.00
10,000.00
32,000.00
800.00
Total Cost Unit Cost
20,000.00
1,000.00
7,500.00
18,000.00
500.00
Total Cost
Mobilization/Demobilization
Notification
Control
Lump Sum
Sum
Sum
Sum
Sum
Sum
$$5,000.00
1,500.00
2,000.00
30,000.00
4,800.00
12,500.00
2,500.00
4,000.00
2,250.00
1,500.00
4,500.00
1,500.00
5,000.00
35,750.00
10,000.00
10,000.00
18,000.00
12,000.00
10,000.00
$4,080.00
2,640.00
10,920.00
18,000.00
360.00
$4,080.00
2,640.00
10,920.00
18,000.00
1,440.00
5,558.54
3,000.00
6,002.30
1,680.00
7,847.00
43,200.00
6,480.00
8,280.00
3,818.75
1,718.69
12,000.00
12,000.00
12,000.00
10,000.00
$$$$4,800.00
3,000.00
4,400.00
19,000.00
2,000.00
12,700.00
4,500.00
4,000.00
10,000.00
4,000.00
36,000.00
9,500.00
3,500.00
3,250.00
14,500.00
25,900.00
11,500.00
15,000.00
10,000.00
$$7,921.00
3,250.00
3,286.00
13,928.00
1,560.00
14,321.00
1,560.00
3,250.00
3,250.00
7,800.00
14,040.00
7,020.00
8,970.00
8,788.00
4,274.00
34,358.00
29,033.00
25,133.00
10,000.00
$18,000.00 $18,000.00 $$$$$$28,000.00 $$
1,500.00
2,000.00
30,000.00
1,200.00
12,500.00
2,500.00
800.00
450.00
15.00
5.00
1,500.00
5,000.00
550.00
10,000.00
10,000.00
18,000.00
12,000.00
10,000.00
3,000.00
4,400.00
19,000.00
500.00
12,700.00
4,500.00
800.00
2,000.00
40.00
40.00
9,500.00
3,500.00
50.00
14,500.00
25,900.00
11,500.00
15,000.00
10,000.00
3,250.00
3,286.00
13,928.00
390.00
14,321.00
1,560.00
650.00
650.00
78.00
15.60
7,020.00
8,970.00
135.20
4,274.00
34,358.00
29,033.00
25,133.00
10,000.00
Demolition and Removal
protection fence
building pad/subgrade
Surveying
Fencing
Portable Restroom
4‐inch‐thick concrete paving
2‐inch‐thick asphalt paving
5,558.54 7,040.00 40,000.00 17,500.00 11,600.00 22,000.00 30,000.00
7
Month 487.00 300.00 280.00 150.00 500.00
10 Square Foot
Foot
Sum
Sum
Foot
Sum
Sum
78.47 50.00
15.00
250.00
5,000.00
13,500.00
250.00
40.00
6,480.00 4,265.00 15,000.00 2,800.00 6,000.00 7,500.00
10,000.00
290.00
Planting 1,800.00 1,800.00
16,900.00
7,300.00
67,000.00
15,500.00
17,000.00
10,000.00
4‐inch sewer line installation (includes restoration)
1‐inch water line connection – cut back / extend as needed (includes restoration
2‐inch electrical line connection – cut back / extend as needed (includes restoration
Service Pedestal
1,718.69
12,000.00
12,000.00
12,000.00
10,000.00
4,750.00
36,540.00
12,180.00
7,308.00
10,000.00
12,000.00 11,900.00 7,300.00
67,000.00
15,500.00
17,000.00
10,000.00
14,000.00 18,000.00
Install New Street Light 1 Each
Allowance for Unforeseen Underground Work Lump Sum
Base Bid A‐1 Total for Rinconada Park Restroom (items 1 through 19)$172,800.00 $ 170,665.28 $156,146.00 $ 197,550.00 $ 201,742.00 $ 233,700.00 $ 214,050.00 $248,300.00 $ 303,700.00 $ 295,150.00
Ramos Park Restroom (Base Bid A‐2)
Guerra Construction Group Globe EngineeringBidApprox.
1
1
1
1
6
1
1
5
5
50
177
850
1
Engineer's Estimate
Unit Cost Total Cost
5,000.00
GradeTech, Inc.101 Builders, Inc.VNH Builders McNabb Construction Redgwick Construction Co.O'Grady Paving, Inc.Kerex Engineering, Inc.Description UnitItem
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
Unit Cost
4,080.00
2,640.00
9,600.00
11,280.00
360.00
Total Cost Unit Cost
23,534.00
1,465.00
1,827.00
4,984.00
812.00
Total Cost Unit Cost
5,800.00
2,000.00
4,400.00
15,000.00
500.00
Total Cost Unit Cost
11,128.00
3,250.00
2,340.00
14,318.00
156.00
Total Cost Unit Cost
18,000.00
4,000.00
7,000.00
13,000.00
500.00
Total Cost Unit Cost
14,000.00
2,100.00
2,800.00
14,000.00
700.00
Total Cost Unit Cost
15,000.00
1,000.00
1,000.00
43,500.00
400.00
Total Cost Unit Cost
20,000.00
5,000.00
5,000.00
40,000.00
800.00
Total Cost Unit Cost
20,000.00
1,000.00
5,000.00
18,000.00
500.00
Total Cost
Mobilization/Demobilization
Notification
Control
Lump Sum
Sum
Sum
Sum
Sum
Sum
$$5,000.00
1,500.00
2,000.00
30,000.00
7,200.00
12,500.00
2,500.00
4,000.00
2,250.00
600.00
$$4,080.00
2,640.00
9,600.00
11,280.00
2,160.00
5,276.21
3,000.00
4,234.35
1,680.00
2,276.00
4,248.00
27,956.50
8,760.00
8,400.00
2,288.50
2,813.60
7,920.00
120.00
$$$$$$11,128.00 $$18,000.00 $$$$$$20,000.00 $$
1,500.00
2,000.00
30,000.00
1,200.00
12,500.00
2,500.00
800.00
450.00
12.00
18.00
15.00
7,000.00
8,500.00
625.00
600.00
185.00
200.00
15,000.00
10,000.00
Demolition and Removal
Install tree protection fence
building pad/subgrade
Surveying
5,276.21 7,044.00 12,700.00 11,422.00 11,422.00 40,000.00 21,000.00 11,600.00 12,000.00 30,000.00
Construction Fencing
Temporary Portable Restroom
portion of existing concrete walkway
header board
4‐inch‐thick concrete paving
Month 336.00 487.00 2,000.00 300.00 280.00 150.00 500.00
Square Foot
Foot
Foot
Sum
Sum
Foot
Foot
Foot
Sum
60.00
20.00
30.00
9,800.00
5,100.00
330.00
450.00
350.00
3,000.00
3,540.00
25,500.00
9,800.00
5,100.00
16,500.00
18,000.00
43,750.00
14,500.00
14,500.00
10,000.00
120.00
3,186.00
12,750.00
7,000.00
8,500.00
31,250.00
24,000.00
23,125.00
200.00
20.00 15.00
28.00 40.00
8,760.00 9,015.00 16,500.00 15,000.00 2,800.00 10,000.00 10,000.00
Planting 1
4‐inch sewer line installation (includes restoration)
1/2‐inch water line installation (includes restoration)
2‐inch electrical line installation (includes restoration)
and remove existing electrical line
Meter
50
70.34
63.36
120.00
102.00 50.00 20.00 280.00 200.00 400.00
339.00 70.00 20.00 2,500.00
12,000.00
1,000.00
10,000.00
3,654.00
6,090.00
10,000.00
4,500.00
6,500.00
10,000.00
12,000.00 9,800.00
12,600.00
10,000.00
14,500.00 13,000.00 15,000.00
15,000.00 7,200.00
10,000.00
7,200.00
10,000.00Allowance for Unforeseen Underground Work Lump Sum
Base Bid A‐2 Total for Ramos Park Restroom (items 20 through 39)$202,561.00 $ 125,933.16
296,598.44
$174,966.00 $ 152,305.00
349,855.00
$ 213,710.00
415,452.00
$ 189,840.00
423,540.00
$ 225,740.00
439,790.00
$249,040.00 $ 273,225.00
576,925.00
$ 298,930.00
594,080.00BASE BID TOTAL FOR RINCONADA PARK RESTROOM AND RAMOS PARK RESTROOM (items 1 through 39)