CITY COUNCIL STAFF REPORT
September 17, 2024 {{section.number}}g
AUTHORIZE THE CITY MANAGER TO AWARD CONTRACTS FOR THE LAWN BOWLING GREEN TURF REPLACEMENT PROJECT UNDER THE STORM24 INSURANCE CLAIM, AND EXECUTE CHANGE ORDERS WITHIN THE PROJECT BUDGET OF $800,000 RECOMMENDATION:
Find the proposed replacement of the lawn bowling green surface at the John D. Spreckels Center and Lawn Bowling Green exempt from CEQA pursuant to State CEQA Guidelines section 15302, authorize the City Manager to award a sole source contract to Northwest/Synlawn for the lawn bowling green turf replacement project under the STORM24 insurance claim, in the amount of $401,140; authorize the City Manager to award a contract to The Barrie + Company in the amount of $75,156 to provide construction management support services; and authorize the City Manager to execute change orders within the project budget of $800,000.
BACKGROUND:
On January 22, 2024, severe rain and flash flooding caused damage to the lawn bowling green.
In the months following the historic rain event, it was confirmed that the damage to the lawn bowling green was covered under the City’s insurance policy. Additionally, the City’s insurance provider, McLarens, confirmed the turf could be replaced with a quality (LKQ) product of like kind as the existing turf, including both materials and labor, under the STORM 24 insurance claim.
The existing project drawings and specifications were then revised to focus solely on the removal of the existing turf and its replacement with LKQ turf. All work related to root barriers and the drainage pump system were removed, and the adjacent trees are not part of this project. City staff, consultants, lawn bowler league representatives, and the manufacturer’s contractor met onsite to review the scope of work, discuss construction staging options, and assess site specific characteristics to ensure the contractor had the necessary information to submit an accurate cost proposal.
On September 18, 2024, City staff obtained a letter from Berry Bowls System confirming they have conducted surveys and tests to ensure their products are perfluoralkyl and polyfluoroalkyl substances (PFAS) free to meet Assembly Bill 1817 requirements.
ANALYSIS:
It was determined that replacing the damaged turf with a like kind and quality (LKQ) product under the STORM 24 insurance process would be the most expedient method.
Legal counsel reviewed the sole source solicitation process and confirmed its compliance with Coronado Municipal Code Section 8.04.070 Exemptions A.2. The goods, services, and/or equipment can be obtained by one vendor. Following a thorough review of the scope of work with the turf manufacturer and their certified contractor, pricing was submitted. City staff has reviewed the pricing submitted and found the proposal to be acceptable.
FISCAL IMPACT:
This project was incorporated into the FY 20-21 Capital Improvement Program under the midyear adjustment process with an appropriation of $160,000 for design and $640,000 for construction with a total budget of $800,000 (400700000-98090-21003). To date, a total of $105,515 has been spent on design, leaving a balance of $694,485 allocated for construction management consultants and construction administration engineers.
These funds are independent of insurance proceeds. The costs for the turf replacement will be reimbursed through insurance proceeds for damages caused by the catastrophic storm in January 2024. The City will submit paid invoices to the STORM24 insurance adjuster for reimbursement.
ALTERNATIVE:
The City Council could choose not to authorize the replacement of the artificial turf through a sole source agreement or could recommend staff use the Request of Bids (RFB) process instead to purchase the material and/or installation.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Replacement/reconstruction of the Lawn Bowling Green is exempt from the California Environmental Quality Act (“CEQA”) pursuant to the “Class 2” categorical exemption found in CEQA Guidelines section 15302 for “Replacement or Reconstruction.” This section provides:
“Class 2 consists of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced.” The CEQA Guidelines identify “[r]eplacement of a commercial structure with a new structure of substantially the same size, purpose, and capacity” as an example of the type of project that would qualify for the Class 2 exemption, though its application is not limited to this example. The Project replaces the existing lawn bowling green turf facility. The new green would be located on the same site as the existing green, would be used for the same purpose, and would not increase the capacity or size of the lawn bowling green. Therefore, the Project qualifies for the Class 2 exemption from CEQA. In TOTAL
CITY INSURANCE
$800,000 ACTUAL COST
DESIGN
Design Fees $160,000 $0 $160,000
Additional Expenses (printing) $0 $0 $0
Building Permit Fee $0 $0 $0
Total Design Cost Estimate $160,000 $0 $160,000
CONSTRUCTION
Construction Administration Nasland Engineering $0 $15,000 $15,000 Construction Management Barrie + Company $0 $75,156 $75,156 Arborist Oversight if necessary $15,000 $0 $15,000
City Disposal and Fees $0 $4,000 $4,000
Construction Contract Award General Contractor, Synlawn $0 $401,140 $401,140 Contingency 15% $2,250 $60,171 $62,421
Total Construction Cost Estimate $17,250 $555,467 $572,717
TOTAL ESTIMATED PROJECT COST
Total Design Cost Estimate $160,000 $0 $160,000
Total Construction Cost Estimate $17,250 $555,467 $572,717 Total Estimated Project Cost $177,250 $555,467 $732,717 ESTIMATED FUND BALANCE $622,750 $0 $622,750
PROJECT BUDGET
STORM24 TURF REPLACEMENT
addition, based on the City’s records, there are no circumstances that would trigger one of the exceptions to the exemptions set forth in CEQA Guidelines section 15300.2. Specifically, there are no other projects proposed in the same area that could result in any cumulative impacts, there are no unusual circumstances that could result in a significant environmental impact, there is no potential for damage to any scenic highway, the site is not listed on a hazardous waste site list compiled pursuant to Government Code section 65962.5, and there is no indication that the Project could cause a substantial adverse change in the significance of any historic resource.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Sole Source Documentation
2. Synlawn General Contractor Contract
3. Barrie + Company Construction Management Services Contract Submitted By: Public Services and Engineering Department / Jackie Lu