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le-1 <br />REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br />November 3, 2003 <br />Subject <br />Reject all Bids — Fair Oaks Elementary School Sport Field Improvement Project <br />Recommendation <br />Reject all bids for the Fair Oaks Elementary School Sport Field Improvement Project <br />Background <br />The design of this project started in early August and the Contract Documents were <br />produced in record time by beats sport, the firm that also successfully assisted us with <br />the previous sport field projects. The design utilizes in- filled synthetic turf, similar to the <br />product used at Hoover field. This project was on a fast track in order to try and get the <br />foundation and drainage of the field in place before the winter rain. <br />The bid opening was held on October 8, 2003, in the office of the City Engineer. A total <br />of five (5) bids were received, which are summarized below. <br />No. Bidder <br />1 1 Interstate Grading 8 Paving, Inc. — So. San Francisco, CA <br />2. O.C. Jones & Sons — Santa Clara, CA <br />3. McGuire & Hester — Oakland, CA <br />4, Robert A. Bothman, Inc. — San Jose, CA <br />5. Zolman Construction & Development, Inc. & Coyote <br />Construction, Inc. — San Carlos, CA <br />Engineer's Estimate ..................$1,000,000. <br />Bid Amount <br />$874,981.00 <br />$888.185.00 <br />$979,435.00 1 <br />$980,231.00 f <br />$1,145,655.00 <br />After the opening of bids, staff has reconsidered the situation and determined that the <br />risk of there not being enough time to allow the drainage and foundation to be installed <br />prior to the winter rain is too great. Therefore, staff is recommending that all bids be <br />rejected. The current Bid Documents contain time constraints that can be relaxed if this <br />project was to be constructed next spring. Less time constraints should equate to <br />better price. <br />Currently, the field has no night time lighting. Night time lighting would significantly <br />extend the hours of play on the fields. The possibility of this addition is being explored, <br />since it appears that the budget should be able to accommodate this improvement. If <br />this time constraint is removed, the consultant can obtain the proper approval from the <br />State Architect, and incorporate this feature into the Base Bid of the project. <br />Page 1 of 3 <br />