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HomeMy WebLinkAbout13- Development Services A ORIGINAL CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION From: Valerie Ross, Director Subject: (1) Resolution awarding a contract to Mega Way Enterprises for Dept: Development Services Construction of Soccer Fields at Speicher Park (PR05-03), per Date: May 13, 2010 Project Plan No. 12715; and (2) authorize the Director of Finance File No. 6.14-7505 to amend the FY 2009-2010 Capital Improvement Program (CIP) budget by transferring project savings totaling $148,600 to the Speicher Park Soccer Fields CIP project. MCC Date: June 7, 2010 Synopsis of Previous Council Action: 09/07/04 The Mayor and Common Council approved the FY 2004-05 CIP Budget Recommended Motion: 1. Adopt Resolution; and 2. Authorize the Director of Finance to amend the FY 2009-2010 CIP budget by transferring $148,600 in Parks CIP project savings to the Speicher Park Soccer Fields CIP project (PR05-03)as specified in the staff report. &4�6, Valerie Ross Robert Eisenbeisz, City Engineer Contact Person: Robert Lennox, Deputy Director, Parks, Phone: 5203 Recreation and Community Services 5031 Supporting data attached: Resolutions,Vicinity Map&Attachments Ward: 7 FUNDING REQUIREMENTS: Amount: $279,544 Source: (Acct.Nos.) 243-363-5504-7505 Acct. Description: Parks Construction Fund Finance: Council Notes: -;Epsy .2-010 - 1,51 Agenda Item No.� CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT Subject: (1) Resolution awarding a contract to Mega Way Enterprises for Construction of Soccer Fields at Speicher Park (PR05-03), per Project Plan No. 12715; and (2) authorize the Director of Finance to amend the FY 2009-2010 Capital Improvement Program (CIP) budget by transferring project savings totaling$148,600 to the Speicher Park Soccer Fields CIP project. Background: Parks, Recreation and Community Services was awarded a competitive Urban Park Act grant of $145,000 for the development of soccer fields at Speicher Park. The City provided matching funds of$13,000 for a total project budget of$158,000. On November 12, 2009, a Request for Proposals was issued seeking design services for the soccer fields project. Three proposals were received and a contract was awarded to Willdan Engineering in the amount of $24,700. Since the amount was under $25,000, City Council action was not required. The project will include two full size soccer fields, grading of the site, relocation and upgrade of the irrigation system, soil preparation, turf installation (by stolons), and minor concrete sidewalk work. In addition,the contractor will supply soccer goals and portable bleachers. Plans and specifications for this project were completed by Willdan Engineering and the project was opened to public bidding on April 19, 2010. The project was advertised locally in the San Bernardino County Sun Newspaper, F. W. Dodge Company (Rancho Cucamonga and Monrovia), High Desert Plan Room, Construction Bid Board, San Diego Daily Transcript, Bid America Electronic, AGC Plan Room/The Daily Construction Reporter, Reed Construction Data, Construction Bid Source, Bid Ocean, and on the City's website. Bids have been received and are listed below: Name of Bidder city Amount of Base Bid/Alt A Aramexx Construction Chino,CA $233,743.00 Me a Way Enterprises Pomona,CA $259,581.00 Marina Anaheim,CA $331,560.00 Sunrise Landscape Co., Inc Santa Fe Springs, CA $408,616.68 Engineer's Estimate $215,677.00 The project was bid with a base bid, base bid plus Alternative Bid Schedule A, which called for installing turf by stolons and Alternative Bid Schedule B, which called for installing turf sod. Installing turf sod proved to be cost prohibitive, therefore, it is recommended to award a contract based on Alternative Bid Schedule A. The rankings of the bidders remained the same for the base bid; Alternative A and Alternative B bid schedules (see Attachment 1). Subsequent to the bid opening, the low bidder, Aramexx Construction, submitted a letter requesting that their bid be withdrawn from consideration claiming an error in a bid item amount. 2 CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT - Continued Staff is in agreement and therefore based on review of the sealed, competitive bids received, staff has determined that Mega Way Enterprises of Pomona, California is the apparent second lowest bidder, has met the minimum requirements of the specifications and bid guidelines; and therefore, recommends that the Mayor and Common Council award the referenced contract to Mega Way Enterprises. The estimated project costs are as follows: Construction Cost $259,581 Contract Management and Inspection (Approx. 5% $ 12,380 Contingencies (Approx. 3% $ 7,583 Estimated Total Project Cost $279,544 If approved, the project is expected to begin construction on June 10, 2010 and be completed by June 30, 2010. If the project is not completed by June 30, 2010, the grunt funds for this project will expire. Given the scope of the project, engineers estimate and resulting bids from participating vendors, it is recommended that Park Construction Funds be transferred and consolidated to ensure the Urban Park Act grant funding does not expire. Existing Park Construction funds recommended for transfer have projects that have either been completed at lower than anticipated cost, leaving a balance; or have current estimates that are below the allocation provided in the funds: Transfer/Consolidation Actions: 1. Reduce 243-363-5504-7454 (Speicher Park Wall) by $30,000 and transfer to 243-363- 5504-7505. Expenses of the proposed soccer project qualifies as it is in the same park. 2. Reduce 243-363-5504-7720 (Lytle Creek Center Renovation)by$50,000 and transfer to 243-363-5504-7505. Center renovation estimates are$50,000 less than the current budget. 3. Transfer$58,200 from 243-363-5504-7750 (Resurface Tennis Courts—Norton and Blair Park)to 243-363-5504-7505 and close out 243-363-5504-7750. Resurfacing at Blair has been completed and Norton is under contract with the Public Safety academy for use and upkeep. 4. Transfer$10,400 from 243-363-5504-7803 (Blair Park Improvements—Fitness Trail Equipment)to 243-363-5504-7505 and close out 243-363-5504-7803. All fitness equipment has been installed and is in good working order. The resulting consolidated fund balance for the Speicher Park Soccer Field project (243-363- 5504-7505) would be sufficient to cover the lowest selected bidder with approximately a 3% contingency. 3 CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION STAFF REPORT- Continued Financial Impact: Sufficient funds will be available in Acct. No. 243-363-5504-7505 after approval of the motion transferring funds from other projects to this account. Account Budgeted Amount: $158,000 Current Balance: $130,944 as of: May 13, 2010 Balance after approval of this item: $279,544 Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred but not yet processed. Recommendation: 1. Adopt Resolution; and 2. Authorize the Director of Finance to amend the FY 2009-2010 CIP budget by transferring $148,600 in Parks CIP project savings to the Speicher Park Soccer Fields CIP project (PR05- 03)as specified in the staff report. Attachments: 1. Attachment 1 —Speicher Park Soccer Fields Bid Results 2. Vicinity Map 3. Letter from Aramexx, requesting to withdraw bid(dated 05/04/10) 4. Resolution 4 ATTACHMENT 1 SPEICHER PARK SOCCER FIELDS BID RESULTS PROJECT PR05-03 Bidder Base Bid Alternative Bid Alternative Bid Schedule A Schedule B Aramexx Construction $212,523.00 $233,533.00 $292,743.00 Mega Way Enterprises $246,211.00 $259,581.00 $332,161.00 Marina $314,370.00 $331,560.00 $398,410.00 Sunrise Landscape Co., $389,516.68 $408,616.68 $473,556.68 Inc. Alternative Bid Schedule A: Turf by stolons. Alternative Bid Schedule B: Turf by sod. . . . w . , © nGagu., a . . ® Proposed Soccer Fields SITE MAP \ ± : FOR PROPOSED d } SPEICHER/u . SOCCER FIELDS » : . v. AHAMExx MAY 0 5 2010 D May 4, 2010 CITY OF SAN BERNARDINO DEVELOPMENT SERVICES DEPARTMENT City of San Bernardino Mirela Grigorescu 300 North "D" Street San Bernardino, CA 92418 Re: Construction of Soccer Fields at Spmher Park(PR 05-03) Sub: Request to Withdraw Bid Dear Mirela, Please consider this a formal Letter of Withdraw in regards to today's bid for the project indicated above per Public Contract Code §5103.There was a clerical error during the submission of the bid package. Bid Item # 4 was mistakenly written down as S.40 and not$1.40. Our office was on the cell phone communicating the bid numbers to our h;d runner when there must have been a misunderstanding between$1.40 and $0.40. the numbers were written down incorrectly and calculated to provide an incorrect total bid amount. Bid Item #4 Was intended to be $1.40 giving a total bid item amount of$267,400.00. Aramexx Construction apologies for this clerical error and any inconvenience it may have caused and would like the City to consider that Aramexx Construction is to be withdrawn from the bid. Due to this clerical error, Aramexx Construction cannot construct the project based on the submitted bid amount. It is not humanly possible or financially possible to construct the project on behalf of the submitted amount. Please let me Uow if the City would like any additional information in support of•this letter. Again, I apologize for the inconvenience this may have caused. Respect Ily, Salh amour Own ex. -Con ruction 818-428-8657 1 3040 .`SMOKE'T-:IEE FL .--HINU, CA 9171 U CELL: 918.42W8657 FAX: 909-591-4569 RESOLUTION NO. C © Py 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 3 BERNARDINO AWARDING A CONTRACT TO MEGA WAY ENTERPRISES FOR CONSTRUCTION OF SOCCER FIELDS AT SPEICHER PARK, PER PROJECT 4 PLAN NO. 12715. 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 8 SECTION 1. Mega Way Enterprises, located at 1092 South Reservoir Street, Pomona, 9 California 91766, is the lowest responsible and responsive bidder for Construction of Soccer 10 Fields at Speicher Park (PR05-03), per Project Plan No. 12715. A contract is awarded 11 accordingly to said bidder in a total amount of$259,581 with a contingency amount of$7,583, 12 but such award shall be effective only upon being fully executed by both parties. All other 13 bids, therefore, are hereby rejected. The City Manager is hereby authorized and directed to 14 execute said contract on behalf of the City; a copy of the contract is on file in the office of the 15 16 City Clerk and incorporated herein by reference as fully as though set forth at length. 17 SECTION 2. This contract and any amendment or modifications thereto shall not take 18 effect or become operative until fully signed and executed by the parties and no party shall be 19 obligated hereunder until the time of such full execution. No oral agreements, amendments, 20 modifications or waivers are intended or authorized and shall not be implied from any act or 21 course of conduct of any party. 22 23 SECTION 3. The authorization to execute said contract is rescinded if the parties to 24 the contract fail to execute it within sixty(60) days of passage of the resolution. 25 26 27 28 � 'c RESOLUTION . . . AWARDING A CONTRACT TO MEGA WAY ENTERPRISES 1 FOR CONSTRUCTION OF SOCCER FIELDS AT SPEICHER PARK, PER PROJECT 2 PLAN NO. 12715. 3 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 4 5 and Common Council of the City of San Bernardino at a meeting thereof, held on the 6 day of 2010, by the following vote, to wit: 7 Council Members: AYES NAYS ABSTAIN ABSENT 8 MARQUEZ 9 DESJARDINS 10 BRINKER 11 SHORETT _ 12 KELLEY 13 14 JOHNSON 15 MC CAMMACK 16 17 City Clerk 18 The foregoing resolution is hereby approved this day of , 2010. 19 20 Patrick J. Moms, Mayor 21 City of San Bernardino 22 23 Approved as to form: 24 JAMES F. PENMAN, City Attorney 25 26 By: 27 28 2