Camarillo City Council
AGENDA REPORT
Date: February 14, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Dizdar Park Renovation and Expansion (Project No. CP-5095) – Award Construction Contract
BACKGROUND
The Dizdar Park Renovation and Expansion – Project No. CP-5095 (Project) improvements include a new plaza, garden entry gateway, band shell with stage, shade trees, seating, public restrooms, enhanced pavement, and a fire station themed playground located at the southeast corner of Ventura Boulevard and Glenn Drive (Attachment 1). A designated space will be provided for a public art element which will be commissioned and installed under a separate process and contract. The Project also includes demolition of the vacant office building and the former fire station/community center to allow space for the expanded park.
On March 22, 2023, the City Council adopted a Resolution certifying the Final Environmental Impact Report (EIR) for the Project. On October 25, 2023, the City Council authorized staff to solicit bids for construction of the Project and pursuant to CEQA Guideline Section 15162(a) no subsequent CEQA review was required because there were no substantial changes to the Project or the circumstances under which the Project was being undertaken, and no new information of substantial importance had come to light triggering the need for a subsequent EIR for the Project.
DISCUSSION
Construction Bids
Staff issued a Notice Inviting Bids on November 11, 2023, for the Project. On December 21, 2023, the City received two (2) bids for construction as shown in the following table:
Project No. CP-5095 - Award Construction Contract
February 14, 2024
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Name of Bidder $ Bid Amount
Ardalan Construction, Inc.
Thousand Oaks, CA $ 6,431,685.80
Nationwide Contracting Services, Inc.
DBA Nationwide General Construction Services
Huntington Beach, CA
$ 8,714,985.89
Staff reviewed the low bid submitted by Ardalan Construction, Inc. (Ardalan) and all associated forms, investigated the contractor, and has determined Ardalan to be responsive to the bid solicitation. Therefore, staff recommends awarding a construction contract to Ardalan in the amount of $6,431,685.80 (Attachment 2) and authorize a contingency in the amount of $965,000 (approximately 15%) for unforeseen additional work if required, for a total contract authorization of $7,396,685.80.
Construction Management and Inspection Services
Consultant construction management and inspection services are required for the Project. In July 2023, staff advertised a Request for Qualifications (RFQ) to provide construction management and inspection services for the Project. Statements of Qualifications were received from five (5) firms and based on their significant construction management and inspection experience working on similar types of capital projects, staff selected Filippin Engineering, Inc. (Filippin) as the most qualified firm to provide the necessary construction management and inspection services for the Project. .
Staff has negotiated a scope of services and fee with Filippin and recommends approving a standard professional services agreement with Filippin in an amount not-to-exceed $1,130,069.97 for construction management and inspection services (Attachment 3) and authorizing a contingency in the amount of $169,500 (approximately 15%) for unforeseen additional services if required, for a total agreement authorization of $1,299,569.97. The not-to-exceed amount has been conservatively estimated to account for the 18-month contract duration. Staff will closely monitor the expenditures and manage the consultant’s services to ensure the costs remain within the authorized amount.
Design Services During Construction
On April 28, 2021, the City Council awarded a professional services agreement with Goodale Architecture Planning (Goodale) for design and environmental review services for the Project in the amount of $517,356 with an authorized contingency in the amount of $77,604 for unforeseen additional services for a total agreement authorization not-to- exceed $594,960. In April 2022, a first amendment to the agreement with Goodale was approved in the amount of $66,925 for a total agreement amount of $584,281 to provide additional design services for a trash enclosure and environmental services for historical research. On March 22, 2023, the City Council awarded a second amendment to the Project No. CP-5095 - Award Construction Contract
February 14, 2024
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9 8
agreement with Goodale for additional design services and environmental support through the bidding phase in the amount of $85,344 for a total agreement amount of $669,625.
Now that construction is ready to begin, an amendment to the Goodale Agreement is required for additional services to provide design support during construction. Staff recommends a third amendment to Agreement 2021-46 with Goodale in an amount not- to-exceed $326,526 for design services during construction (Attachment 4) for a total agreement amount of $996,151 and re-establishing the contingency in the amount of $49,000 (approximately 15% of the third amendment amount) for a total agreement authorization of $1,045,151.
Budget Analysis
The project construction costs are summarized below:
Contractor Contract $ 6,431,685.80
Contractor Contingency $ 965,000.00
Construction Management $ 1,130,069.97
Construction Management Contingency $ 169,500.00
Design Services Amendment $ 326,526.00
Design Services Contingency $ 49,000.00
Total Construction Phase Expenses $ 9,071,781.77
The current FY 2023-2028 Capital Improvement Program (CIP) included a total construction phase budget of $6,200,000. The low bid submitted was approximately $1,500,000 above the engineer’s cost estimate. Staff performed a thorough bid analysis and determined the low bid to be responsive and valid. The cost increase is attributed to scope changes during the design process, specialty work and trades required for the Project, and the recent high bidding climate.
FISCAL IMPACT
Approximately $2,000,000 is expected to be spent in FY 2023-24 with the remaining $7,071,782 spent in FY 2024-25. An appropriation of $2,000,000 for the construction contract, professional services agreement, amendment, and contingencies in the Capital Improvement Projects Fund, 410-8510-485.92-41 and Project CP-5095 from available Capital Improvement Projects Fund Balance is required. The remaining $7,071,782 will be budgeted for the project in FY 2024-25.
RECOMMENDATION
1. Authorize an appropriation of $2,000,000 for the construction contract, professional services agreement, amendment, and contingencies in the Capital Improvement Project No. CP-5095 - Award Construction Contract
February 14, 2024
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Projects Fund, 410-8510-485-92.41 and Project CP-5095 from available Capital Improvement Projects Fund Balance; and
2. Authorize the City Manager to execute Public Works Contract No. 2024-4 with Ardalan Construction, Inc, in an amount not-to-exceed $6,431,685.80, and authorize a contingency in the amount of $965,000, for a total contract authorization of $7,396,685.80; and
3. Authorize the City Manager to execute future contract change orders to the contract for unforeseen additional work up to the authorized contingency amount; and
4. Authorize the City Manager to execute Professional Services Agreement No. 2024-5 with Filippin Engineering, Inc. in an amount not-to-exceed $1,130,069.97 for construction management and inspection services, and authorize a contingency in the amount of $169,500, for a total agreement authorization of $1,299,569.97; and
5. Authorize the City Manager to execute Professional Services Agreement No. 2021- 46C with Goodale Architecture Planning in an amount not-to-exceed $326,526 for additional design support services during construction, and authorize a contingency in the amount of $49,000, for a total agreement authorization of $1,045,151; and
6. Authorize the City Manager to execute future amendments to the agreements with Filippin Engineering, Inc. and Goodale Architecture Planning for unforeseen additional services up to the authorized contingency amounts.
ATTACHMENTS
1. Location Map
2. CC Agreement 2024-4
3. CC Agreement 2024-5
4. CC Agreement 2021-46C
5. CC Agreement 2021-46B
6. CC Agreement 2021-46A
7. CC Agreement 2021-46
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None