Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: AWARD CONSTRUCTION CONTRACT FOR THE PUTNAM
PARK IMPROVEMENTS - PHASE 1 PROJECT
Date: September 24, 2024
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution awarding the Construction agreement for the Putnam Park Improvements Project – Phase 1 and authorizing the City Manager to execute said agreement and any change orders or amendments to the Construction Management Agreement up to the authorized project budget amount.
Background
In late 2019, the City of Cotati (City) approved the Parks Capital Plan for all parks in Cotati. The plan includes concepts for amenities, improvements, and upgrades to Cotati parks based on community input, with planning level cost estimates and relative priorities. In 2023, the City completed capital improvements for Kotate Park and, on July 27, 2023, approved a design agreement for capital improvements to Helen Putnam Park. The design was completed for improvements, to the park but because of cost constraints, the improvements have been divided into three phases. Phase 1, generally includes parking lot lighting, pathways on the south side of the ball field, the dog park, a lawn area, and drainage and irrigation improvements. These improvements follow the recently completed Ball Field constructed by a nonprofit 501 C3 organization under a lease agreement with the City.
Analysis/Discussion
The design for all three phases of the Helen Putnam Park improvements are complete, however, bidding documents were only completed for the Phase 1 improvements. In August 2024, the Project was advertised for bidding and, on September 17, 2024, the City received and opened six bids. The bids ranged from $1,888,340 to $2,786,445 with an average of $2.4 million. The low bidder was Azul Works, Inc. with a total bid price 21.5 percent under the engineer’s estimate.
The low bidder’s bid was reviewed and found to be responsive and Staff is recommending it for award. Design assistance during construction and Construction Management and Inspection services are included in the design contract, approved by the City in 2023, with Integra Planning + Landscape Architecture.
Following award, and allowing time to process the contract documents, mobilization is expected to occur in mid-October. 75 working days are specified for project completion, excluding holidays and wet weather. Weather dependent, the Project would be completed in early to late Spring 2025.
Financial Considerations
The City’s adopted FY24/25 Budget includes $2,486,000 for the Project. Staff are requesting total funding of the following:
Expenditure Source Amount
Construction $ 1,888,340
Construction Contingency (10%) $ 189,460
Design and Construction Management $ 48,200
Total $ 2,126,000
Total Adopted Budget for FY 24/25 $ 2,486,000
Balance of Budget to Unencumber $ 360,000
As the bid came in under budget, staff propose unencumbering the excess funds back for use within the general fund by reducing transfers out from the general fund and transfers in within the Capital Projects Fund.
Environmental Issues
The Project implements the General Plan and is consistent with the existing recreation facilities established by existing land use regulation, adopted Public Works Development Standards and general plan policies for which an EIR was certified. The analysis relies upon the program level analysis prepared for the 2015 City of Cotati General Plan and its EIR (SCH No. 2013082037), which was certified in 2015.
The 2015 General Plan identifies Putnam Park as on-going parkland to be made available to Cotati residents, and the ongoing provision of this parkland along with the potential impacts is analyzed in the 2015 General Plan EIR. The Project is a maintenance effort to ensure the on-going provision of parkland projected to be available to Cotati residents under the General Plan and analyzed in the General Plan EIR.
The Project would not result in substantial changes nor does it involve new information that would warrant further environmental review because the level of improvements proposed are primarily maintenance and the construction of limited new features at an existing park and within the development assumptions analyzed in the program level EIR for the General Plan. Furthermore, the Project does not contain elements that are peculiar to the project or project site(s) that would result in new or more severe environmental impacts relative to the General Plan EIR. Lastly, all adopted mitigating General Plan policies and mitigation measures identified in the 2015 General Plan EIR that apply to the Project are imposed as environmental conditions of approval. With implementation of identified conditions of approval and uniformly applied development standards, the project would not result in a substantial increase in the severity or significant impacts that were previously identified in the program level EIR, nor would the project introduce any new significant impacts that were not previously identified. There would be no additional environmental impacts beyond those analyzed in the General Plan EIR, and therefore the project is exempt pursuant to California Public Resources Code Section 21083.3 and CEQA Guidelines Section 15183