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HomeMy WebLinkAboutItem No. 20 - Award of a Construction Contract for Al Guhin Park Playground Equipment Page 1 Consent Calendar City of San Bernardino Request for Council Action Date: May 6, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager By:Kris Jensen, Director of Public Works Subject: Award a Construction Contract for Al Guhin Park Playground Equipment Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-82: 1. Approving a total project budget for Al Guhin Park Playground E quipment Project (“Project”) in the amount of $241,000, to include construction contract in the amount of $209,500, project contingencies in the amount of $21,500 , and engineering and inspection budgets in the amount of $10,000; and 2. Approving the award of a construction contract with Pacific Play Systems, Inc. of Carlsbad, California, in the amount of $209,500 to perform the construction of the Project; and 3. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget to allocate $108,203.60 in Quimby Act Parkland Funds (Fund 269) to the Project; and 4. Authorizing the City Manager to execute all documents, and expend contingency amounts, if necessary, in support of the Project. Background Al Guhin Park, located at 3664 Little League Drive, is a 28 acre open space park. The park amenities currently available include two basketball courts, picnic tables/shelters, an amphitheater and restrooms. Staff previously identified this park as a candidate for the addition of a play area to enhance the recreation options for families with children in the area. Addition of playground equipment to this location will provide new playground amenities to according to the park’s needs. On June 19, 2019, the Mayor and City Council approved Resolution No. 2019-168 adopting the City’s Annual Operating Budget for Fiscal Year 2019/20. The budget 6683 Page 2 included Capital Improvement Plan (CIP) PR 19 -001 project for Al Guhin Park Playground Equipment and established $134,700 in Parkland DIF (Fund 268) funds to support the project. Currently, there is $132,796.40 available in the Parkland DIF fund. Staff recently solicited construction bids, identified additional funding needs, and is recommending that the Mayor and City Council approve the award of a construction contract to Pacific Play Systems, Inc., of Carlbad, California. Additionally, staff is requesting that the Mayor and City Council authorize a total project budget of $241,000 , which includes construction, contingency, and staff time costs. If approved, construction work will commence in June 2020 and be completed by August 2020 Discussion Project 13381, to provide new playground equipment at Al Guhin Park, was advertised for public bidding on February 20, 2020 and February 27, 2020 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 Online, Construction Bid Source, Bid Ocean, the City’s websites, and the San Bernardino Area Chamber of Commerce. Sealed bids were received and opened on March 25, 2020. The City received four (4) bids as follows: Bidder City Base Bid Pacific Play Systems, Inc. Carlsbad $ 209,500.00 Micon Construction, Inc. Placentia $ 257,573.00 R.E. Schultz, Inc. Orange $ 293,300.00 ** BNC Construction, Inc. Artesia $ 207,800.00 ** BNC Construction bid is considered non-responsive as they did not follow direction provided in Addendum No. 2 The bid solicitation resulted in a construction bid amount for the project that is higher than staff had originally anticipated. The difference can be attributed to the increases in material costs that have occurred since the time staff submitted project estimates for budgeting purposes. Staff has reviewed all bid packages and confirmed that Pacific Play Systems, Inc. of Carlsbad, California, is the lowest most responsible and responsive bidder, with a total bid amount of $209,500. In addition to construction costs, staff anticipates the need fo r 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 $241,000, which includes the lowest responsive construction bid, project contingencies, and engineering inspections. The breakdown of the total project costs are as follows: 6683 Page 3 Estimated Project Cost Amount Construction Bid $ 209,500 Construction Contingency $ 21,500 Engineering and Inspections $ 10,000 Total Project Costs $ 241,000 The total project costs exceed the current Project budget amount of $133,539 appropriated in Parkland DIF Fund (268). Additional funding in the amount of $107,461 is needed to move forward with the project. Because this improvement project will expand the recreational facility options for the community, staff is recommending Quimby Act Parkland funds be used to support the remaining budget needs of the Project. If awarded by the Mayor and City Council, construction work to rehabilitate the parking lots is anticipated to begin in June 2020 and is anticipated to be completed by September 2020. 2020-2025 Strategic Key Targets and Goals This project is consistent with Key Target No. 1c - Create a framework for spending decisions and 1e - Create an asset management plan. Use of Quimby Act Parkland DIF for this Project aligns with the intended use of the fees in serving to improve park facilities to meet growing community needs. Completion of this project will provide a new recreational feature, improving an existing neighborhood and community park, and enhancing the value of the Al Guhin Park as a City asset. Fiscal Impact No General Fund impact. Parkland DIF funding in the amount of $13 4,700 was previously approved by the Mayor and City Council for the Al Guhin Park Playground Equipment (account 268-160-7899-5504) and $132,796.40 remains available for this project. An additional $108,203.60 to cover the full cost of the project is availa ble from Quimby Act Parkland DIF (Fund 269). Funding Source Amount Fund 268 CIP FY 19/20 Available Funds $132,796.40 Fund 269 Requested Allocation $108,203.60 Total Available Project Funding $241,000.00 Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-82: 1. Approving a total project budget for Al Guhin Park Playground Equipment Project (“Project”) in the amount of $241,000, to include construction contract in the amount of $209,500, project contingencies in the amount of $21,500 , 6683 Page 4 and engineering and inspection budgets in the amount of $10,000; and 2. Approving the award of a construction contract with Pacific Play Systems, Inc. of Carlsbad, California, in the amount of $209,500 to perform the construction of the Project; and 3. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget to allocate $108,203.60 in Quimby Act Parkland Funds (Fund 269) to the Project; and 4. Authorizing the City Manager to execute all documents, and expend contingency amounts, if necessary, in support of the Project. Attachments Attachment 1 Resolution 2020-82; Exhibit “A” - Agreement Attachment 2 Bid Tabulation for Al Guhin Park Playground Equipment Attachment 3 Lowest Bid Form for Al Guhin Park Playground Equipment Attachment 4 Location Map Ward: 5 Synopsis of Previous Council Actions: June 19, 2019 Mayor and City Council adopted Resolution No. 2019-168, approving Capital Improvement Program FY 2019/2020. Resolution No. 2020-82 RESOLUTION NO. 2020-82 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, APPROVING A TOTAL PROJECT BUDGET FOR AL GUHIN PARK PLAYGROUND EQUIPMENT PROJECT (“PROJECT”) IN THE AMOUNT OF $241,000, TO INCLUDE CONSTRUCTION CONTRACT IN THE AMOUNT OF $209,500, PROJECT CONTINGENCIES IN THE AMOUNT OF $21,500, AND ENGINEERING AND INSPECTION BUDGETS IN THE AMOUNT OF $10,000; AND APPROVING THE AWARD OF A CONSTRUCTION CONTRACT WITH PACIFIC PLAY SYSTEMS, INC. OF CARLSBAD, CALIFORNIA, IN THE AMOUNT OF $209,500 TO PERFORM THE CONSTRUCTION OF THE PROJECT; AND AUTHORIZING THE DIRECTOR OF FINANCE TO AMEND THE FY 2019/20 ADOPTED BUDGET TO ALLOCATE $108,203.60 IN THE QUIMBY ACT PARKLAND FUND (FUND 269) TO THE PROJECT; AND AUTHORIZING THE CITY MANAGER TO EXECUTE ALL DOCUMENTS, AND EXPEND CONTINGENCY AMOUNTS, IF NECESSARY, IN SUPPORT OF THE PROJECT WHEREAS, the City of San Bernardino owns, operates and is responsible for the maintenance of a number of municipal park facilities, including Al Guhin Park; and WHEREAS, Al Guhin Park, located at 3664 Little League Drive, does not currently have a playground area or playground equipment to meet the community’s needs; and WHEREAS, the Mayor and City Council approved Resolution No. 2019 -168 adopting the City’s Annual Operating Budget for Fiscal Year 2019/20, which included Capital Improvement Plan (CIP) PR 19-001 project for Al Guhin Park Playground Equipment and established $134,700 in Parkland DIF (Fund 268) funds to support the project; and WHEREAS, staff has administered a competitive bid process to secure a construction contract to perform the Al Guhin Park Playground Equipment Project No. 13381; and WHEREAS, the City received four (4) bids on March 25, 2020, Pacific Play Systems, Inc., 3288 Grey Hawk Ct, Carlsbad, California, 92010 has been determined to be the lowest responsive, responsible bidder; and WHEREAS, the City now wishes to enter into a construction agreement with Pacific Play Systems, Inc. to provide playground equipment replacement at Al Guhin Park; and WHEREAS, the total project costs of $241,000 exceed the Parkland DIF funding allocated for the project; and Resolution No. 2020-82 WHEREAS, the Project meets the criteria for use of Quimby Act Parkland DIF funds and there are adequate funds available, through this fund, to support the additional Project budget needs. 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 reflect a total project amount of $241,000 for the Al Guhin Park Playground Equipment Project. SECTION 3. The City Manager is authorized and directed to execute a construction agreement following the City’s standard terms approved by the City Attorney with Pacific Play Systems, Inc., in the amount of $209,500 with a contingency in the amount of $21,500 for the Al Guhin Park Playground Equipment Project No. 13381. SECTION 4. The City Manager or designee is hereby authorized to execute all documents in support of the Al Guhin Park Playground Equipment Project No. 13381 on behalf of the City. SECTION 5. The Director of Finance is authorized to amend Program Year 2019/2020 Budget to allocate $108,203.60 in Quimby Act Parkland Funds (Fund 269) to 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. 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 Acting City Clerk this ___ day of __________, 2020. John Valdivia, Mayor City of San Bernardino Resolution No. 2020-82 Attest: __________________________________ Genoveva Rocha, CMC, Acting City Clerk Approved as to form: __________________________________ Sonia Carvalho, City Attorney Resolution No. 2020-82 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. _____, adopted at a regular meeting held at 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 Pacific Play Systems, 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 AL GUHIN PARK PLAYGROUND EQUIPMENT Project No. 13381 in strict conformity with Plans and Special Provisions No. 13381 , and also in accordance with Standard Specifications for Public Works/Construction, latest edition in effect on the first day of the advertised “Notice Inviting Sealed Bids” for this project, on file in the Office of the City Engineer, Public Works 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: AL GUHIN PARK PLAYGROUND EQUIPMENT Project No. 13381 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: Pacific Play Systems, Inc. . BY: ________________________________ TERI LEDOUX, City Manager BY: _______________________________ TITLE: ATTEST: MAILING ADDRESS: 3288 Grey Hawk Ct. _______________________________ Genoveva Rocha, CMC, Acting City Clerk __Carlsbad, California, 92010____________ PHONE NO.: ( 760) 599-7355_________ 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. A-2 ATTACHMENT NO. 5 LOCATION MAP AL GUHIN PARK PLAYGROUND EQUIPMENT Ward 5 – 3664 Little League Drive