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HomeMy WebLinkAboutItem No. 07 - Award of Construction Contract for Parking Lot Improvements at Various Locations Consent Calendar City of San Bernardino Request for Council Action Date: March 4, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager By: Kris Jensen, Director of Public Works Subject: Contract Award for Parking Lot Improvements Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-41: 1. Amending the FY 2019/20 Capital Improvement Plan (CIP) to include parking lot improvem 2. Approving a total project budget in the amount of $568,201 for the construction contract in the amount of $496,445, project contingencies in the amount of $49,756, and engineering and inspection budgets in the amount of $22,000, for the collective costs for parking improvements at three park locations; and 3. Authorizing the Director of Finance to record a budget adjustment in Parkland DIF Fund No. 268-160-8615-5504 in the amount of $93,047 to support the full cost of parking lot improvements at the San Bernardino Soccer Complex portion of the project; and 4. Approving the award of a Construction Contract with Pave West, Inc. of Arcadia, California, in the amount of $496,445 to perform construction of the project; and 5. Authorizing the City Manager, or designee, to expend the contingency fund, if necessary, to complete the project. Background The Public Works Department is responsible for maintaining parking lots at park facilities throughout the City. Many of these parking lots are deteriorated and require a number of improvements to bring them into compliance with American Disability Act (ADA) standards. The Mayor and City Council previously prioritized three park locations for parking lot improvements to be addressed. On June 19, 2019, the Mayor and City Council Page 1 6602 approved Resolution No. 2019- Fiscal Year 2019/20, which included Capital Improvement Plan (CIP) PR 19-003 project for the San Bernardino Soccer Complex drop-off lane and established $220,000 in Parkland DIF (Fund 268) funds to support the project. On September 18, 2019, the Mayor and City Council approved and allocated $175,000 and $210,000 to rehabilitate the parking lots at Nunez Park and Lytle Creek Park, respectively. Funding support for these two projects was established through unused balances from the Meadowbrook Pedestrian Bridge insurance monies. The table below summarizes the remaining budgets available to support the various project sites. Subsequent to the allocation of funding, the San Bernardino Soccer Complex Association requested that the City forego construction of a designated drop-off lane, and instead, requested that the project funds be used to address the rehabilitation of the existing parking lot to bring it into compliance with ADA standards. Staff is in agreement with this change in the project. Staff recently solicited construction bids for the collective projects, evaluated the bid results, and identified an additional funding need specific to the soccer complex project location. Staff is now recommending that the Mayor and City Council approve the award of a construction contract to Pave West, Inc. for the construction of parking lot improvements at all three parks, approve a collective project in the total amount of $568,201 and allocate an additional $93,047 to the San Bernardino Soccer Complex in Parkland DIF Fund No. 268. Additionally, staff is requesting that the Mayor and City Council authorize the Director of Finance to make necessary budget adjustments to support the project. If approved, construction work to rehabilitate the parking lots is anticipated to begin in April 2020 and to be completed by July 2020. Discussion Project 13360 to provide parking lot improvements, was advertised for public bidding on December 23, 2019, and December 30, 2019 in the San Bernardino County Sun Newspaper, F. W. Dodge, Construction Bid Board, High Desert Plan Room, San Diego Daily Transcript, Sub-Hub Online Plan Room, Reed Construction Data, Bid America Bernardino Area Chamber of Commerce. Page 2 6602 Sealed bids were received and opened on January 16, 2020. The City received eleven (11) bids as follows: Staff has reviewed all bid packages and confirmed that Pave West, Inc. of Arcadia, California, is the lowest responsible and responsive bidder, with a total base bid amount of $496,445. In addition to construction costs, staff anticipates the need for a construction contingency to provide for any unforeseen work that is related to the project, and estimated staff costs required to support engineering inspections of the project. At this time, the estimated full project cost is at $568,201, which includes the lowest responsive construction bid, project contingencies, and engineering inspections. The breakdown of the total project costs are as follows: Page 3 6602 The total project amounts for Nunez Park and Lytle Creek Park fall within available and approved budget amounts. However, the total project cost for the San Bernardino Soccer Complex is $304,400, which exceeds the remaining Parkland DIF budget funds of $211,153 from the original drop lane project. Staff is requesting that the Mayor and City Council approve additional appropriations from the Parkland DIF funds in the amount of $93,047 to cover the shortfall in the project budget. 2020-2025 Key Strategic Targets and Goals This project is consistent with Key Target No. 1: Fiscal Stability. Approval of this resolution will result in public improvements being constructed that minimize risk and litigation exposure by bringing three public park parking lots into ADA compliance. Fiscal Impact There is no General Fund Impact. The table below summarizes the previously approved project funding by location and existing funding approved for the Project. Funding in the amount of $175,000 for Nunez Park and $210,000 for Lytle Creek Park was previously approved by the Mayor and City Council. Project costs at these locations are well within the established budgets. An additional $93,407 is required from Parkland DIF (Fund 268) to fully fund the project improvements at the San Bernardino Soccer Page 4 6602 Complex location. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-41: 1. Amending the FY 2019/20 Capital Improvement Plan (CIP) to include parking 2. Approving a total project budget in the amount of $568,201 for the construction contract in the amount of $496,445, project contingencies in the amount of $49,756, and engineering and inspection budgets in the amount of $22,000, for the collective costs for parking improvements at three park locations; and 3. Authorizing the Director of Finance to record a budget adjustment in Parkland DIF Fund No. 268-160-8615-5504 in the amount of $93,047 to support the full cost of parking lot improvements at the San Bernardino Soccer Complex portion of the project; and 4. Approving the award of a Construction Contract with Pave West, Inc. of Arcadia, California, in the amount of $496,445 to perform construction of the project; and 5. Authorizing the City Manager, or designee, to expend the contingency fund, if necessary, to complete the project. Attachments Attachment 1 Resolution No. 2020-41; Exhibit "A" - Contract Agreement Attachment 2 Lowest Bid Form for Parking Lot Improvements at Various Locations Attachment 3 Bid Tabulation for Parking Lot Improvements at Various Locations Attachment 4 Location Map Attachment 5 SB Project Information Sheet Wards: 3, 6, 7 Synopsis of Previous Council Actions: June 19, 2019 Mayor and City Council adopted Resolution No. 2019-168 approving Capital Improvement Program FY 2019/2020 and establishing project budgets in an amount of $220,000 for San Bernardino Soccer Complex Drop-Off Lane. September 18, 2019 Mayor and City Council approved allocation of funds from Meadowbrook Insurance Claim to Nunez Park and Lytle Creek Park for parking lot improvements. Page 5 Resolution No. 2020-41 RESOLUTION NO. 2020-41 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AMENDING THE FY 2019/20 CAPITAL IMPROVEMENT PLAN (CIP) TO INCLUDE PARKING LOT IMPROVEMENTS AT VARIOUS LOCATIONS ; AND APPROVING A TOTAL PROJECT BUDGET IN THE AMOUNT OF $568,201, INCLUDING THE COSTS OF THE CONSTRUCTION CONTRACT IN THE AMOUNT OF $496,445, PROJECT CONTINGENCIES IN A TOTAL AMOUNT OF $49,756, AND ENGINEERING AND INSPECTION BUDGETS IN THE AMOUNT OF $22,000, FOR THE COLLECTIVE COSTS FOR PARKING IMPROVEMENTS AT THREE PARK LOCATIONS; AND AUTHORIZING THE DIRECTOR OF FINANCE TO RECORD A BUDGET ADJUSTMENT IN PARKLAND DIF FUND NO. 268-160-8615-5504 IN THE AMOUNT OF $93,047 TO SUPPORT THE FULL COST OF PARKING LOT IMPROVEMENTS AT THE SAN BERNARDINO SOCCER COMPLEX PORTION OF THE PROJECT; AND APPROVING THE AWARD OF A CONSTRUCTION CONTRACT WITH PAVE WEST, INC. OF ARCADIA, CALIFORNIA, IN THE AMOUNT OF $496,445 TO PERFORM CONSTRUCTION OF THE PROJECT; AND AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXPEND THE CONTINGENCY FUND, IF NECESSARY, TO COMPLETE THE PROJECT. WHEREAS, the City of San Bernardino is responsible for maintaining parking lots at Nunez Park located at 1717 West 5th Street, Lytle Creek Park located at 380 South K Street and San Bernardino Soccer Complex located at 2500 Pacific Street in the City of San Bernardino. These parking lots are deteriorated and require a number of improvements to bring them into compliance with American Disability Act (ADA) standards; and WHEREAS, On June 19, 2019, the Mayor and City Council approved Resolution No. 2019- Budget for Fiscal Year 2019/20, which included Capital Improvement Plan (CIP) PR 19-003 project for San Bernardino Soccer Complex Drop off Lane and established $220,000 in Parkland DIF (Fund 268) funds to support the project; and WHEREAS, San Bernardino Soccer Complex Association requested to change the scope of CIP project PR 19-003 from providing a drop off lane to rehabilitating the existing parking lot to bring it into compliance with ADA standards; and WHEREAS, On September 18, 2019, the Mayor and City Council approved the use of insurance funds from the Meadowbrook Pedestrian Bridge and allocated $175,000 to Nunez Resolution No. 2020-41 Park and $210,000 to Lytle Creek Park for the construction of park parking lot improvements; and WHEREAS, staff has administered a competitive bid process to secure a construction contract to perform the Parking Lot improvements at Various Locations (Project) for the three locations of Nunez Park, Lytle Creek Park, and the San Bernardino Soccer Complex; and WHEREAS, the City received 11 bids on January 16, 2020, and Pave West, Inc., of Arcadia, California, has been determined to be the lowest responsive, responsible bidder; and WHEREAS, the City now wishes to enter into a construction agreement with Pave West, Inc. to complete the Project; and WHEREAS, the total project cost of $568,201 requires that a budget amendment in the amount of $93,047 be recorded in the Parkland DIF Fund No. 268 to support the Project cost for the San Bernardino Soccer Complex location. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The Director of Finance is authorized to amend the Fiscal Year 2019-2020 CIP to include the Parking Lot improvements at Various Locations Project 13360 in a total project amount of $568,201. SECTION 3. The City Manager is authorized and directed to execute a construction agreement Pave West, Inc., in the amount of $496,445, herein. SECTION 4. The City Manager, or her designee, is hereby authorized to execute all documents in support of the Project on behalf of the City. SECTION 5. The Director of Finance is authorized to record a budget amendment int eh amount of $88,505 in the Parkland DIF fund to support the Project. SECTION 6. The City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 7. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. Resolution No. 2020-41 SECTION 8. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________, 2020. John Valdivia, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, Acting City Clerk Approved as to form: Sonia Carvalho, City Attorney Resolution No. 2020-41 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. 2020-___, adopted at a regular meeting held on the ___ day of _______ 2020 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ NICKEL _____ _____ _______ _______ RICHARD _____ _____ _______ _______ MULVIHILL _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2020. Genoveva Rocha, CMC, Acting City Clerk A G R E EM E N T CITY OF SAN BERNARDINO THIS AGREEMENT is made and concluded this _____ day of _______________, 20___, between the City of San Bernardino (owner and hereinafter "CITY"), and Pave West, Inc. _ (hereinafter "CONTRACTOR"). 1. For and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the CITY, and under the conditions expressed in the bond as deposited with the CITY, receipt of which is hereby acknowledged, the CONTRACTOR agrees with the CITY, at the CONTRACTOR's own proper cost and expense in the Special Provisions to be furnished by the CITY, to furnish all materials, tools and equipment and perform all the work necessary to complete in good workmanlike and substantial manner the PARKING LOT IMPROVEMENTS AT VARIOUS LOCATIONS Project No. 13360 in strict conformity with Plans and Special Provisions No. 13360 , and also in accordance with Standard Specifications for Public Works/Construction, latest edition in effect on the first day of the advertised Department, City of San Bernardino, which said Plans and Special Provisions and Standard Specifications are hereby especially referred to and by such reference made a part hereof. 1. The CONTRACTOR agrees to receive and accept the prices as set forth in the Bid Schedule as full compensation for furnishing all materials and doing all the work contemplated and embraced in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension or discontinuance of work, and for well and faithfully completing the work and the whole thereof, in the manner and according to the Plans and Special Provisions, and requirements of the Engineer under them. 2. The CONTRACTOR herein covenants by and for himself or herself, his or her heirs, executors, administrators, and assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on the basis of race, color, national origin, religion, sex, marital status, or ancestry in the performance of this contract, nor shall the CONTRACTOR or any person claiming under or through him or her, establish or permit any such practice or practices of discrimination or segregation with reference to the selection of subcontractors, vendees, or employees in the performance of this A-1 AGREEMENT: PARKING LOT IMPROVEMENTS AT VARIOUS LOCATIONS Project No. 13360 contract. Failure by the CONTRACTOR to carry out these requirements is a material breach of This contract, which may result in the termination of this contract or such other remedy, as recipient deems appropriate. 4. CITY hereby promises and agrees with the said CONTRACTOR to employ, and does hereby employ the said CONTRACTOR to provide the materials and to do the work according to the terms and conditions herein contained and referred to, for the prices aforesaid, and hereby contracts to pay the same at the time, in the manner, and upon the conditions above set forth; and the same parties for themselves, their heirs, executors, administrators, and assigns, do hereby agree to the full performance of the covenants herein contained. 5. It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of this instrument and the bid of said CONTRACTOR, then this instrument shall control and nothing herein shall be considered as an acceptance of said terms of said bid conflicting herewith. IN WITNESS WHEREOF, the parties of these presents have executed this contract in four (4) counterparts, each of which shall be deemed an original in the year and day first above mentioned. CONTRACTOR CITY OF SAN BERNARDINO NAME OF FIRM: Pave West. Inc. BY: ________________________________ TERI LEDOUX City Manager BY: _______________________________ TITLE: ATTEST: MAILING ADDRESS: th 11700 166 Street _______________________________ GENOVEVA ROCHA Acting City Clerk __Arcadia, California, 90701____________ PHONE NO.: ( 562 ) 694-3113_________ APPROVED AS TO FORM: ATTEST: _______________________________ SONIA CARVALHO City Attorney ____________________________________ Secretary NOTE: Secretary of the Owner should attest. If Contractor is a corporation, Secretary should attest. ATTACHMENT 5 LOCATION MAP Lytle Creek Parking Lot 380 S 'K' Street Nunez Parking Lot th 1717 West 5 Street SB Soccer Complex Parking Lot th 1717 West 5 Street CITY OF SAN BERNARDINO PROJECT INFORMATION SHEET Project Name PR20-002 Department Public Parking Lot Works Improvements at Various Locations Ward 3, 6 & 7 CIP Type Park Project Location Various Project Category New Total Project Cost $568,200 Prior Year Funding n/a Remaining Needed $568,200 Project No. XXXX PROJECT DESCRIPTION Scope of work is to rehabilitate parking lot at Nunez Park, Lytle creek Park and San Bernardino Soccer Complex. PROJECT FUNDING AND EXPENDITURE DETAIL Funding Source FY 19/20 FY 20/21 FY 21/22 FY22/23 FY 23/24 Estimated Projected Projected Projected Projected Projected Project Total Parkland DIF(268) $294,200 $0 $0 $0 $0 $294,200 Meadowbrook Claim Claim $274,000 $274,000 Totals $568,200 $0 $0 $0 $0 $568,200 PROJECT STATUS UPDATE Project is in construction Consistency: This project is consistent with 2020-25 Key Strategic Targets and Goals: Key Target No. 1: Financial Stability by creating an asset management plan. Forecasted Project Completion Date: June 2020 On-going Operating & Maintenance Impact: Maintenance reduced Project Manager: Saba Engineer