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Home My WebLink About2007/06/12 Item 3 CITY COUNCIL AGENDA STATEMENT ~\~ CIIT OF '~CHUlAVlSTA 6/12/07, Item~ ITEM TITLE: RESOLUTION ACCEPTING AND AWARDING THE CONTRACT FOR PHASE 1 (AREA A FENCING) OF THE LAUDERBACH PARK IMPROVEMENT (PR-295) PROJECT TO ATLAS FENCING AND AUTHORIZING THE PURCHASING AGENT TO EXECUTE THE CONTRACT RESOLUTION DIRECTING STAFF TO PROCEED WITH THE DESIGN OF PHASE 2 (AREA B FENCING, RESTROOM CONSTRUCTION, LIGHTING IMPROVEMENTS AND TOT LOT SURFACING) OF THE LAUDERBACH PARK IMPROVEMENTS (PR-295) AND RETURN TO COUNCIL IN JULY OF 2007 TO APPROPRIATE ADDITIONAL STATE RECREATIONAL GRANT FUNDS AND RESIDENTIAL CONSTRUCTION TAX FUNDS FOR INCREASED COSTS TO COMPLETE THE PROJECT SUBMITTED BY: DIRECTOR OF GENERAL SERVICES ~~, d DIRECTOR OF PUBLIC WO~ OPERATIONY L-- INTERIM CITY MANAGER j j 4/5THS VOTE: YES D NO ~ REVIEWED BY: BACKGROUND On May 15, 2007, the Director of General Services received informal bids for the "Lauderbach Park Fencing (PR-295)" project. This project represents the first phase of the CIP PR-295 funded through a State Recreation Grant and the Western Chula Vista Infrastructure Financing Program. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines because the proposed project consists of minor alterations to an existing public facility involving negligible or no expansion of the site's existing use. Thus, no further environmental review is necessary. 3-1 6/12/07, Item .3 Page 2 of5 RECOMMENDATION That Council adopt the resolutions. BOARDS/COMMISSION RECOMMENDATION The Parks and Recreation Commission unanimously endorsed this project on January 18, 2007. DISCUSSION The Lauderbach Park Improvements (PR-295) project was approved by the City Council on April 17, 2007 (Council Resolution 2007-091). The project included various components such as fencing, signage, a new restroom, security lighting and tot lot surfacing improvements. In an effort to expedite moving a portion of the project forward as quickly as possible, staff broke the project into two phases. Phase 1 was contemplated to be the fencing element of the project. Staff sought informal bids for the installation of the fencing contemplated by the project. The fencing element of the project was broken into two distinct components. One portion known as "Area A Fencing" consists of erecting a 6' high fence with gates at the Oxford Street side of the Boys and Girls Club. "Area B Fencing" is at the rear of the Boys and Girls Club, where the park play area will be enclosed with a 4' high fence with gates (see Attachment 1). On May 15, 2007, the Director of General Services received informal bids for the "Lauderbach Park Fencing (PR-295)" project. Plans and specifications were prepared in house, and three fencing contractors were invited to submit informal bids, however only one contractor responded. CONTRACTOR BID 1. Atlas Fencing a. Area A Fencing $38,833 b. Area B Fencing $33 .925 Total $72,758 2. South Bay Fencing Non responsive 3. San Diego Fencing Non responsive After reviewing the plans and visiting the site, San Diego Fencing declined to submit a bid. South Bay Fencing also declined to submit a bid. The apparent lowest bid by Atlas Fencing, $72,758.00, is above the Engineer's estimate because the level of custom fencing fabrication is much higher than was originally anticipated. Also, the amount of$72,758 exceeds the amount of a public works contract that can be awarded based on an informal bid. By bidding the project by component, the City can award one of the components by informal bid since the amount is below the $50,000 City Charter limit. 3-2 6/12/07, 1tem~ Page 3 of 5 In an effort to make immediate progress, staff believes that it is prudent to move forward on awarding the bid for Area A Fencing and adjust the budget for the remaining components of the proj ect. Phase 2 Improvements: As the budget documents for fiscal year 07/08 are already completed, staff is recommending that the 07/08 budget changes contemplated in this action be brought back to City Council in July of 2007. Further, we are recommending that Council direct staff to proceed with design immediately in order to avoid potential loss of available funding which sunsets in September 2007. Upon passage of the second resolution, staffwill complete the second phase design and return to City Council in July of 2007 for authorization to proceed with advertisement of the secondd phase. The second phase will include the following elements: 1. Area B Fencing as described above ($33,925). 2. Public restroom facility. Since the adoption of Resolution 2007-91, staff has further investigated the potential locations for the public restroom facility. This effort has included discussions with the Boys and Girls Club and a more thorough review of site conditions. The original plan for the restroom was that it would be attached to the existing Boys and Girls Club, sharing a common wall and utilizing existing electrical, water supply, and wastewater connections. As detailed design progressed, staff encountered numerous complications in simply connecting to the existing building including potential disabled access, plumbing and structural problems. In addition, the Boys and Girls Club have raised safety concerns regarding the original location, as it would be in close proximity to the tot lot play areas and would have limited visibility from the street. The original cost of the restroom was estimated at $165,000. The new, recommended restroom location in the southwest comer of the parking lot, eliminates many of these concerns but does carry with it additional costs for grading, extension of utilities, additional walkways and other minor issues. The updated cost of the restroom is estimated to be $320,000. 3. Lighting Improvements to increase security ($50,000). 4. Tot Lot Surfacing ($100,000). The total estimated cost of Phase 2 Improvements is $503,925. Disclosure Statement Attachment 2 is a copy of the contractor's Disclosure Statement. Wage Statement The source of funding for this project is a State Recreation Grant and the Western Chula Vista Infrastructure Financing Program. 3-3 6/12/07, Item~ Page 4 of 5 This project is a prevailing wage contract. Bid documents included standard contract documents used for state prevailing wage jobs. DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council and has found no property holdings within 500 feet of the boundaries of the property of which is the subject of this action. FISCAL IMPACT Breakdown of the fencing component budget and cost is as follows: FUNDS REQUIRED FOR CONSTRUCTION OF PHASE 1 A. Revised Contract Amount $38,833 B. Staff Costs $5,000 C. Contingencies (10% per City policy) $3,883 TOTAL FUNDS REQIDRED FOR CONSTRUCTION OF 'AREA A' FENCING $47,716 FUNDS AVAILABLE FOR CONSTRUCTION OF 'AREA A' FENCING A. CIP PR295 Lauderbach Park Improvements (Fencing) $47,716 TOTAL FUNDS AVAILABLE FOR CONSTRUCTION OF 'AREA A' FENCING $47,716 A breakdown of total project budget is as follows: TOTAL FUNDS AVAILABLE FOR PROJECT A. Existing Funds, CIP PR295 $400,000 B. Additional Appropriation, (State Recreation Grant Funds) $140,740 C. Additional Appropriation (Residential Construction Tax Funds) $56.240 Total funds available for project $596,980 PROJECT COMPONENTS A Area A Fencing $ 47,716 B. Area B Fencing $ 33,925 C. Restroom Construction in relocated position $320,000 D. Lighting improvements to improve security $ 50,000 E. Tot lot surfacing $100,000 F. Staff costs and contingencies $ 45,339 TOTAL FUNDS AVAILABLE FOR PROJECT $596,980 The additional State Recreation Grant Funds and Residential Construction Tax Funds will require the deletion of three projects that are in the proposed FY 2007-08 Capital Improvement Program Budget. Those projects are: 3-4 6/12/07, Item~ Page 5 of 5 . Replacement of Exercise Equipment at Bonita Long Canyon Park - $19,060 (RCT) . Rohr Park Gazebo Renovation - $140,000 (State Recreation Grants) . Eucalyptus Park Basketball Court Renovation - $37,180 (RCT) The new restroom will require a higher level of maintenance for the Public Works Operations Department and increased building maintenance demands on the General Services Department. These costs will not be significant on their own; however, reduced staffing levels will have some impact on these departments. ATTACHMENTS I. Fencing Plan & proposed new restroom location 2. Contractor's Disclosure Statement Prepared by: Mary Radley, Landscape Architect, General Services Department M;\General Services\GS Administration\Council Agenda\Lauderbach Park\PR295 Lauderbach Park 6-6.07.doc 3-5 / ATTACHMENT Double 12' opening pedestrian lockable gate. /';;-'r\:,' l/j,) \ 'q~~' '...-.,.;.--' ,;1 i i I ~l.;- Single opening pedestrian iockable gate. Symbol represents mow strip to be installed by others. ;.,..j Singie opening pedestrian gate. Proposed restroom i , .__.~ ',.~.\i if \' f:';~'~~'-~;;;7: ..''-~;7'' ",., ,... .~: -/" \ I '-../;{'-"" 'I, / lr< ,I' i' \, . ; :' .' .~ -:~ ~ "'1 . 4 . . ,-. lP ",' ,/ ~ . . " . lauderbach Park - Proposed Fencinq n.t.s 3-6 Existing above ground utility box 15' wide slide opening locking gate for vehicle access FIRST PHASE INSTALLATION Area A Proposed enclosure with 6' high fence with aates. Additional fence & gate to complete Area A Area B Proposed enclosure with 4' high fence with gates. .~ " ATTACHMENT z, City of Chula Vista Disclosure Statement Pursuant to Council Policy 101-01, prior to any action upon matters that will require discretionary action by the Council, Planning Commission and all other official bodies of the City, a statement of disclosure of certain ownership or financial interests, payments, or campaign contributions for a City of Chula Vista election must be filed. The following information must be disclosed: 1. List the names of all persons having a fInancial interest in the property that is the subject of the ;;:~oa~;;J~;c~;&z~~tra& materi~ supplier. / 7- 2. . If any person" identified pursuant to (1) above is a corporation or partnership, list the names ofall individuals. with a $2000 investment in the business (corporation/partnership) entity. J/7/U ~ $Ccrr7 3. If any person" identified pursuant to (1) above is a non-profit organization or trust, list the names of any person serving as director of the non-profit organization or as trustee or beneficiary or trustorof~Z / 4. Please identify every person, including any agents, employees, consultants, or independent contractors you have assigned to represimt you before the City in this matter. ~~ Gi""~"JCV}' ./);{f/fd M Rjo . 5. Has any person" associated with this contract had any fmancial dealings with an Qfficial*" pi ~e . City ofChula Vista as it relates to this contract within the past 12 months? Yes~ No~ If Yes, briefly descn'be the nature of the fInancial interest the official"" may have in this contract. 6 M:\Gcncral Scnices\Contructs\PR 295 Lauderbach PnrkFencmg\Infonnal Prev Wage PR29S.d.oc 3-7 6. Have you made a contribution of more than $250 within the past twelve (12) months to a current member of the Chula Vista City Council? NoX Yes _lfyes, which Council member? 7. Have you provided more than $340 (or an item of equivalent value) to an official" of the City of Chula Vista in the past twelve (12) months? (~ includes being a source of income, money to retire a legal debt, gift, loan, etc.) Yes _ No ' lfYes, which official" and what was the nature of item provided? Date: a~/4 ~7 r/Applicant GRB 'PJCKSOiol "O~"t'5tD~N'! Print or typ<;]m.u>fffil1re~~pplicant . d fin d . d' 'd al firm, h' .. PRESIDENT.. . I I b Person 15 e e as: any m IVl u , co-partners Ip, Jomt venture, associatIon, SOCIa c u , fraternal organization, corporation, estate, trust, receiver, syndicate, any other county, city, municipality, district, or other political subdivision, -or any other group or combination acting as a unit. , " Official includes, but is not limited to: Mayor, Council member, Planning Commissioner, Member of a board, commission, or committee of the City, employee, or staff members. ~ 7 M:\General Services\Contracts\PR 295 Laudcrbacb Park Fencing\Infonnal PreY Wage PR29:S.doc 3-8 RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING AND AWARDING THE CONTRACT FOR PHASE I (FENCING AREA A) OF THE LAUDERBACH PARK IMPROVEMENT (PR-295) PROJECT TO ATLAS FENCING AND AUTHORIZING THE PURCHASING AGENT TO EXECUTE THE CONTRACT WHEREAS On May 15, 2007 the Director of General Services received informal bids for the Lauderbach Park fencing project. WHEREAS, The Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines because the proposed project consists of minor alterations to an existing public facility involving negligible or no expansion of the site's existing use. Thus, no further environmental review is necessary. WHEREAS, The City invited three contractors to informally bid on the fencing improvements but only one contractor was responsive. WHEREAS, The project was divided into two phases. Phase 1 was contemplated to be the fencing element of the project. Staff sought informal bids for the installation of the fencing contemplated by the project. The fencing element of the project was broken into two distinct components. One portion known as "Area A Fencing" consists of erecting a 6' high fence with gates at the Oxford Street side of the Boys and Girls Club. "Area B Fencing" is at the rear of the Boys and Girls Club, the park play area will be enclosed with a 4' high fence with gates WHEREAS, On May 15,2007, the Director of General Services received an informal bid for the "Lauderbach Park Fencing (PR-295)" project. The price for phase 1 in the bid proposal was $72,758.00. The price for the fencing work to Area A, the area in front of the Boys & Girls Club only, was $38,833.00. WHEREAS, The bid by Atlas Fencing, $72,758.00, is above the Engineer's estimate because the level of custom fencing fabrication is much higher than was originally anticipated. Also, the amount of $72,758 exceeds the amount of a public works contract that can be awarded based on an informal bid. By bidding the project by component, the City can award one of the components by informal bid since the amount is below the $50,000 City Charter limit. WHEREAS, staff recommends awarding the informal contract to Atlas Fencing in the amount of $38,833.00 and proposes authorizing the purchasing agent to execute the contract. 3-9 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby accept and award the contract for Phase 1 (Fencing Area A) of the Lauderbach Park Improvement (PR-295) project to Atlas fencing and authorize the Purchasing Agent to execute the contract. Presented by Approved as to form by Jack Griffin Director of General Services ~~~ Ann Moore City Attorney 3-10 RESOLUTION NO. 2007 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA DIRECTING STAFF TO PROCEED WITH THE DESIGN OF PHASE 2 (AREA B FENCING, RESTROOM CONSTRUCTION, LIGHTING IMPROVEMENTS AND TOT LOT SURFACING) OF THE LAUDERBACH PARK IMPROVEMENTS (PR-295) AND RETURN TO COUNCIL IN JULY OF 2007 TO APPROPRIATE ADDITIONAL STATE RECREATIONAL GRANT FUNDS AND RESIDENTIAL CONSTRUCTION TAX FUNDS FOR INCREASED COSTS TO COMPLETE THE PROJECT WHEREAS, on May 15, 2007 the Director of General Services received informal bids for the Lauderbach Park fencing project; and WHEREAS, the Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines because the proposed project consists of minor alterations to an existing public facility involving negligible or no expansion of the site's existing use. Thus, no further environmental review is necessary; and WHEREAS, the City invited three contractors to informally bid on the fencing improvements but only one contractor was responsive; and WHEREAS, the project was divided into two phases. Phase 1 was contemplated to be the fencing element of the project. Staff sought informal bids for the installation of the fencing contemplated by the project. The fencing element of the project was broken into two distinct components. One portion known as "Area A Fencing" consists of erecting a 6' high fence with gates at the Oxford Street side of the Boys and Girls Club. "Area B Fencing" is at the rear of the Boys and Girls Club, the park play area will be enclosed with a 4' high fence with gates; and WHEREAS, on May 15,2007, the Director of General Services received an informal bid for the "Lauderbach Park Fencing (PR-295)" project. The price for phase 1 in the bid proposal was $72,758.00. The price for the fencing work to Area A, the area in front of the Boys & Girls Club only, was $38,833.00; and WHEREAS, staff recommends awarding the informal contract to Atlas Fencing in the amount of $38,833.00 and proposes authorizing the purchasing agent to execute the contract; and WHEREAS, as the budget documents for fiscal year 07/08 are already completed, staff recommends that the 07/08 budget changes contemplated in this action be brought back to City Council in July of2007; and WHEREAS, staff recommends that Council direct staff to proceed with design immediately in order to avoid potential loss of available funding which sunsets in September 2007; and 3-11 WHEREAS, staff will complete the second phase design and return to City Council in July of2007 for authorization to proceed with advertisement of the second phase. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista direct staff to proceed with the design of Phase 2 (Area B fencing, restroom construction, lighting improvements and tot lot surfacing) of the Lauderbach Park Improvements (PR-295) and return to Council in July of 2007 to appropriate additional State Recreational Grant Funds and Residential Construction Tax funds for increased costs to complete the project. Presented by Approved as to form by ~s..'0l\~~~\\ Ann Moore City Attorney Jack Griffin Director of General Services 3-12