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Staff Report
City Council
Item No. 7.A
Meeting Date: November 8, 2023
From: John Corella, Director of Engineering/Public Works Title: Award Construction Contract to Urban Habitat for the Construction of Dream Homes Park City Project No. 7021, Bid No. 23-55E
City Council
RECOMMENDATION:
To award a construction contract to Urban Habitat, in the amount of $6,899,029.97 for the construction of Dream Homes Park Project (C07021) ; and, a budget amendment in the amount of $2,481,211.00 from the General Fund account number 100 -100-150-156- 8800-8802 to complete the Project; and, approve the CV Link Connector and concrete pathway in the amount of $534,404.51; and, approve funding from the Environmental Conservation Fund (246 -900-910-911-8800-8802) in the amount of $108,000 for qualifying park amenities; and, approve Amendment No.1 to Task Order - Dream Homes Park Grant and Project Support Services with MVR Consulting rolling over the remaining previously approved Task Order balance of $71,350.00; and, authorize the City Manager to execute the required contract documents; and authorize the City Engineer to request bonds and insurance for the Project and issue the Notice to Proceed and approve Amendment No. 1 for MVR Consulting Task Order.
BACKGROUND:
In December 2021, California State Parks awarded Cathedral City $8,498,000 of Statewide Park Program (SPP) Round 4 grant funds for the Dream Homes Park Project (Project). Following the notice of award in February 2022, the City received authorization from California State Parks to proceed with the design and construction of the Project.
In June 2022, Verde Design, Inc. was awarded a Design Professional Services Agreement for Professional Landscape Architect, Design, and Engineering Services of the Dream Homes Park to prepare final design and engineering plans, contract bid documents, and provide technical oversight during the construction of the Dream Homes Park.
During the design phase, City Staff and the Project Designer determined it prudent to separately bid the six -foot (6 ft.) high perimeter wall from the overall Park Project
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providing cost savings. In October 2023, City Council awarded a construction contract to Urban Habitat to construct Dream Homes Park Perimeter Wall.
With the perimeter wall construction awarded, The Dream Homes Park plans and specifications were updated, and the Project was advertised for competitive public bidding.
DISCUSSION:
City Staff advertised an invitation to bid on September 22, 2023, and September 28, 2023, requesting qualified contractors to construct the Park Project and all incidental work as described in the Project Plans and Specifications of Bid No. B23 -55E. This solicitation was made available to contractors for thirty -one (31) calendar days and advertised in the following locations:
• Desert Sun – Published on September 23, 2023 and September 28, 2023 • PlanIt Print Works – From September 22, 2023 until October 23, 2023 • City’s Website – From September 22, 2023 until October 23, 2023
On October 23, 2023, the City received one (1) bid proposal for this Project. The following table list the qualified bidder by total price:
RANK CONTRACTOR AMOUNT
1 Urban Habitat (La Quinta, CA) $ 6,452,061.30
The Engineer’s Estimate was $6,710,061.00 for the construction of th e Project. The Bid Tabulation prepared by the Engineering Division is attached to this report for reference.
Based on the bids received, the lowest responsive and responsible bidder is Urban Habitat from La Quinta, CA. The bid from Urban Habitat is 4% lower than the Engineer’s Estimate.
Despite the limited and singular response to this solicitation, rebidding would delay the Project and risk the City meeting the State’s deadline for construction completion in March 2025. Also, since Urban Habit was contracted to construct the perimeter wall, there is the benefit of having only one contractor on site. Urban Habitat can perform the work of both projects (Perimeter Wall and Park Project) simultaneously.
Environmental Conservation Fund
Bid item No. 6 on the attached bid tabulation, "Site Furnishing", includes some construction items that qualify for Environmental Conservation Funding. Items such as the nineteen (19) trash receptacles with integrated recycle bin and three (3) drinking fountains with bottle filler are eligible to be paid using environmental funds . The total estimated for the se items is $108,000 and are being requested to be authorized from the Environmental Fund (246).
CV Link Community Connector
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The Coachella Valley Association of Governments (CVAG) CV Link Multiuse Trail (CV Link) is located to the east of Dream Homes Park. Currently, the CV Link only has one (1) community connector between the trail and the Dream Homes Neighborhood. In March 2022, CVAG was awarded a grant to add a second community connector for the Dream Homes Neighborhood. The City and CVAG Staff agreed the additional connection will be located near the central plaza of the Dream Homes Park. CVAG also agreed to contribute funds for the construction of a concrete pathway ( Base Bid item No.10) directly adjacent to the central plaza connecting the CV Link Connector to the Park’s drop off zone.
CVAG prepared Plans, Specifications, and Estimates (PS&E) for the CV Link Community Connector in accordance with CVAG’s design standards. To avoid two (2) prime contractors working within the same area, City and CVAG staff saw an opportunity to have both the park and community connector constructed by a single prime contractor. These design standards for the community connector were incorporated into the Dream Homes Park Project as an additive alternative. The table below summarizes the bid results of the additive alternate:
CONTRACTOR ADD ALTERNATE & ITEM NO. 10
Urban Habitat (La Quinta, CA) $ 464,699.57
CVAG has reviewed and approved the construction cost of the additive alternate. A Memorandum of Understanding (MOU) between the City and CVAG to construct and reimburse the City 100% of the construction cost related to CV Link Community Connector will be executed after the award of this construction contract. The MOU will also include a 15% contingency in the amount of $ 69,704.94 for any unforeseeable construction costs resulting from the CV Link Connector and concrete pathway (Base Bid item No.10 ). City Staff will return to the City Council in an upcoming meeting for approval and authorization to execute the MOU once CVAG has completed the MOU totaling. $534,404.51.
MVR Consulting
MVR Consulting (Consultant) current Task Order for Project Support Services expires at the conclusion of the Project bid phase. The consultant services are essential to ensure the Project’s compliance with the Statewide Park Program (SPP) Round 4 Grant requirements. MVR Consulting expenditures to date are in the amount of $22,550, with a remaining balance of $71,350 remaining in the original task order. MVR Consulting ’s Grant support services are essential for continued State Parks Grant liaison and Project Grant funding reimbursements. Staff’s prepared an amendment extending the Project Support Services through the construction and closeout phase of the Project with the remaining previously approved funds from the task order rolled over into the Amendment.
ENVIRONMENTAL ANALYSIS:
These projects are categorically excluded under the National Environmental Policy Act (NEPA) process for federally funded projects per 24CFR58.35 (a)(1), and Categorically
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Exempt under the California Environmental Quality Act (CEQA), Section 15301 for “Existing Facilities”.
FISCAL IMPACT:
Initial funding for the Dream Homes Park Project come s from Proposition 68 Statewide Park Development and Community Revitalization Program Grant (Prop 68 Grant) awarded to the City in the amount of $8,498,000. The award covers 100% of the eligible costs.
In addition, the purchase of the trash receptacle and water fountains will be funded from Environmental Conservation Fund, account 246 -900-910-911-8800-8802, totaling $108,000.
To date, t he City has entered into agreements ( encumbrances) as needed for consultant services during the Project design phase and cooperative purchase agreements for Park equipment and the perimeter wall . The future cost will be park construction. Required funding for this project is provided below:
Project Funding
Description Amount
Prop 68 Grant (331) $ 8,498,000.00
General Fund (100) $ 2,481,211.00 Coachella Valley Association of Government (331) $ 534,404.51 Environmental Conservation Fund (246) $ 108,000.00
Total $11,621,615.51
The total design cost is show below:
Design
Description Amount
MVR Consulting - Grant Support Contract $ 93,900.00 Verde Design - Design Contract $ 560,000.00
Miscellaneous Items (as of October 2023) $ 1,605.42 Alliant Consulting – Labor Compliance Services $ 73,160.00
Total Design $ 728,665.42
The total construction cost including contingency and future is shown below:
Construction Cost and Future Expenses
Description Amount
Construction Contract (Urban Habitat) $ 6,452,061.30
Restroom/Storage Facility (future expense) $ 585,000.00 Cooperative Purchasing Items (encumbered) $ 1,191,668.69
12.5% Construction Contingency $ 1,028,591.25
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6 FT. High Perimeter Wall (with 15% Contingency) (encumbered) $ 915,113.34 CV Link Community Connector $ 534,404.51
California Conservation Corps (future expense) $ 70,140.00 DWA Service Connection (future expense) $ 115,971.00 Total Construction Cost $10,892,950.09
Staff is requesting a budget amendment in the amount of $2,481,2 11.00 from the General Fund (100-100-150-156-8800-8802).
In addition, staff is requesting a budget amendment in the amount of $108,000 from the Environmental Fund (246 -900-910-911-8800-8802). These amounts are required to complete construction of this park project.
Separately, to fund the CV Link Connector and concrete pathway (Base Bid Item No. 10) in cooperation with CVAG, staff is requesting to allocate funds in the amount of $534,404.51 from the City’s Capital Improvement Project (CIP) Plan (331-100-150-156- 8800-8802) to be reimbursed by CVAG.
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
Bid Tab - Dream Homes Park
1300 Series- Contract + Insurance - Urban Habitat
MVR Consulting Task Order Amendment No. 1 - Dream Homes Park Services 10-23- 2023