Maxie L. Parks Community Center HVAC Upgrade Project, Bid File 12700061 (Council District 3) ਲਈ ਪ੍ਰਾਪਤ ਸਭ ਬੋਲੀਆਂ ਨੂੰ ਅਸਵੀਕਾਰ ਕਰੋ

REPORT TO THE CITY COUNCIL FROM: NICHOLAS D. MASCIA, PE, Assistant City Manager Interim-Director Capital Projects Department AARON A. AGUIRRE, Director Parks, After School, Recreation, and Community Services Department BY: FRANCISCO V. MAGOS II, PE, Assistant Director Capital Projects Department, On-Site Project Management Division MIKE MOONEYHAM, PE, Licensed Professional Engineer Capital Projects Department, On-Site Project Management Division SUBJECT ..Title Reject all bids received for the Maxie L. Parks Community Center HVAC Upgrade Project, Bid File 12700061 (Council District 3) ..Body RECOMMENDATION Staff recommends the City Council reject all bids received for the Maxie L. Parks Community Center HVAC Upgrade Project (Project) and allow staff to repackage and rebid the Project. EXECUTIVE SUMMARY Staff recommends the City Council reject all bids received for the Maxie L. Parks Community Center HVAC Upgrade Project. Five (5) sealed bid proposals were received; however, upon evaluation all bidders were determined to be non-responsive due to material deficiencies in their bid submissions. Because the Project is federally funded with Community Development Block Grant (CDBG) funds, the City must comply with applicable City and federal procurement requirements. Staff recommends rejection of all bids and will immediately repackage and readvertise the Project. BACKGROUND The Maxie L. Parks Community Center HVAC Upgrade Project proposes replacing the existing evaporative coolers with new packaged heating, ventilation and air conditioning (HVAC) units. The Project also includes relocating the existing diesel-powered generator and upgrading the Pacific Gas & Electric (PG&E) service to provide power to the site. An existing turf/landscape area will be removed and graded to accommodate new concrete pads for the electrical and power-generation equipment. The Maxie L. Parks Community Center building was constructed in 2007. The 16,466 square foot facility contains an NBA-sized gymnasium with seating for 1,300 people, male and female locker rooms with showers, a computer lab, an on-site industrial size kitchen, dual-purpose meeting rooms, programs for recreation and fitness, and outdoor green space and playground areas. The upgraded HVAC system will provide reliable heating and cooling year-round and will create a climate-controlled space for low-income and unhoused community members to seek refuge during warming and cooling events. On April 28, 2022, Council approved a Consultant Services Agreement with Integrated Designs by SOMAM, Inc. for the design of plans and general construction contract documents for the Project. The Consultant finalized construction documents in early 2023; however, cost estimates at that time indicated that allocated funding for construction would be insufficient, effectively putting the Project on hold until funding could be secured. On June 12, 2025, the Fresno City Council approved the 2025-2026 Annual Action Plan, allocating $1,337,000 in CDBG funds to the PARCS Department for the Maxie L. Parks Community Center HVAC Upgrade Project. The City received the Authority to Use Grant Funds (AUGF) from the U. S. Department of Housing and Urban Development (HUD) on March 2, 2026. A Notice Inviting Bids was published on Planet Bids on July 17, 2026, and sent to three (3) building exchanges. Project plans and specifications were distributed to thirty-five (35) prospective bidders. Five (5) sealed bid proposals were received and opened in a public bid opening on August 18, 2026, with bids ranging from $923,425.00 to $1,658,992.61. Upon review and evaluation, all five bidders were determined to be non-responsive due to material deficiencies in their respective bid submissions and therefore are ineligible for award of a federally funded project. The deficiencies included incomplete required bid proposal documents, failure to submit required CDBG documentation, incomplete subcontractor information, subcontractor eligibility requirements, and deficiencies related to required bid security. These requirements are established by the Project specifications and applicable procurement and funding requirements and are necessary to ensure a fair and consistent competitive bidding process. The Project is funded with federal CDBG funds and is subject to both City and federal procurement requirements. Compliance with these requirements is necessary to maintain the Project’s eligibility for federal funding. Staff therefore recommends rejection of all bids and immediate repackaging and rebidding of the Project to preserve the integrity of the competitive process and the Project’s eligibility for CDBG funding. Upon immediate readvertisement, the bid opening will be scheduled to take place on Tuesday November 3, 2026 and staff will work to bring an award package for City Council consideration on December 17, 2026. Once awarded, a Notice to Proceed for construction work would be tentatively scheduled for March 2027 following any lead time to allow delivery of material and equipment. The previously mentioned dates are subject to responsive bidders at time of bid opening and the awarded contractor’s ability to provide the required contract documents in a timely manner. The Maxie L. Parks Community Center HVAC Upgrade Project is federally funded with CDBG funds, and the City of Fresno is not authorized to utilize the Community Workforce Agreement (PLA) on this Project due to the funding source requirements. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines, Section 15378, the rejection of the bid does not qualify as a “project’ as defined by the CEQA requirements. LOCAL PREFERENCE Local preference was not applied due to funding restrictions associated with the Community Development Block Grant (CDBG). FISCAL IMPACT The Maxie L. Parks Community Center HVAC Upgrade Project is located in Council District 3 and will have no impact to the General Fund. The Project is funded through fiscal year 2027 Community Development Block Grant (CDBG) funds and is part of the adopted budget for the PARCS department. Attachments: Formal Procurement Evaluation Vicinity Map Location Map