Agenda #: 5.8
Meeting Date: August 6, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PUBLIC WORKS AGREEMENT WITH SITEREP CONSTRUCTION SERVICES, INC. FOR THE MAPLE HILL PARK
PLAYGROUND/RESTROOM REPLACEMENT AND ADA UPGRADES
PROJECT (FP23506)
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that the proposed project is exempt from the California Environmental Quality Act pursuant to Section 15302 of the CEQA Guidelines; B. Deny KASA Construction’s protest and waive minor irregularities in Siterep’s bid submittals;
C. Appropriate $1,439,800 for the Maple Hill Park Improvement CIP Project No.
FP23506 to the FY2024/25 CIP Fund (301);
D. Appropriate $660,000 of revenue from the State Parks Grant for CIP Project No.
FP23506 CIP Fund (301);
E. Appropriate $779,800 from the Park & Facility Development Fund (262); and F. Approve, and authorize the City Manager to sign, the Public Works Agreement with Siterep Construction Services, Inc. in the amount of $1,689,766.33, plus a contingency amount of $300,000 for construction change orders, permit fees and utility services, for a total authorization amount of $1,989,766.33.
FINANCIAL IMPACT:
The FY 2024/25 Capital Improvement Program (CIP) includes $600,000 of City Park & Facility Development Funds for construction of this Project (CIP No. FP23506). In addition, the City has been awarded a reimbursable State Parks Grant in the amount of
$660,000, resulting from a request submitted by State Senator Archuleta. Therefore, an additional appropriation increases of $660,000 for State Parks Grant Funds to the FY 2024/25 CIP budget FP23506 for construction is necessary. Additional funding from the City in the amount of $779,800 from the Park & Facility Development Fund to the FY 2024/25 CIP budget FP23506 is also needed to cover the remainder of the construction cost plus contingency.
Maple Hill Park Improvements
Project Const. (CIP No. FP23506)
FY 24/25
Budget
Reimbursable
Grant
Expenses
Transfer from Park & Facility Dev. Fund
(262)
$600,000
New Request: Transfer from Park &
Facility Dev. Fund (262)
$779,800
New Request: State Parks Grant CIP
Fund (301)
$660,000 $660,000
Construction Contract Amount $1,689,766.33
Project Contingency
Construction/Utilities
$300,000
Construction Observation Services* $50,000
Total CIP No. FP23506 Const. $2,039,800 $2,039,766.33
Balance $33.67
The City’s contribution to this Project is eligible for reimbursement up to the maximum grant award amount of $660,000. Reimbursement requests will be made based on progress throughout the course of the project construction consistent with the approved grant agreement. Upon full reimbursement by the State, the net increase to the City’s contribution would be approximately $779,800, less any unspent contingencies. *To be provided by City’s on-call consultant/CM firm.
BACKGROUND:
On May 2, 2023, the City Council approved a Consulting Services Agreement with PBLA Engineering, Inc. (PBLA) to design the Maple Hill Park Playground/Restroom and ADA Upgrades Project (Project). This Project is a significant upgrade to the current amenities at the park. With the existing restroom dating back to original County construction and the playground in need of replacement, the Project includes the construction of a new playground structure and equipment, prefabricated restroom building, and related Americans with Disability Act (ADA) improvements throughout the playground, restroom, and pathways adjacent to the parking lot to ensure compliance with the current code requirements.
ANALYSIS:
On May 7, 2024, the City Council approved plans and specifications for this Project. On June 6, 2024, the Public Works Department issued a Request for Bids (RFB) for construction of this Project through the City’s online bidding platform (PlanetBids). Per the approved specifications, a mandatory pre-bid meeting was held on-site at Maple Hill Park on June 20, 2024; all prospective bidders that participated in this meeting were invited to bid on this Project. On July 11, 2024, thirteen (13) bid submittals were received as follows:
# CONTRACTOR BID AMOUNT
1 Siterep Construction Services, Inc. $ 1,689,766.33
2 KASA Construction, Inc. $ 1,749,445.50
3 R2BUILD $ 1,796,142.21
4 Doja Inc. $ 1,899,458.00
5 Armstrong Cal Builders Inc. $ 1,923,737.00
6 Elegant Construction Inc. $ 1,998,131.50
7 Los Angeles Engineering, Inc.. $ 2,033,033.00
8 Aguilar & Calderon Corporation $ 2,037,716.00
9 RMS Construction $ 2,108,227.05
10 The Nazerian Group $ 2,194,123.00
11 Pub Construction Inc. $ 2,365,674.67
12 MBC Enterprises Inc. $ 2,384,540.00
13 Corner Keystone Construction Corp. $ 2,728,544.00
Staff evaluated all of the bids and determined Siterep Construction Services, Inc. (“Siterep”) to be the lowest responsible bidder.
A protest letter was received from the second low bidder, KASA Construction, Inc. (KASA). KASA’s protest raised various issues with Siterep’s bid, including allegations that Siterep failed to include the required experience statement or show the required experience, failed to properly execute the certification of non-discrimination and affirmative action, failed to include and sign acknowledgment of the addendum, failed to list a building contractor installer and sports court surfacing contractor installer. A copy of KASA’s protest letter is provided in Attachment 2. Staff reviewed the protest and found that all the information required of bidders was provided by Siterep with some minor irregularities, such as a form being submitted without a signature, which irregularities can be waived. Staff’s response to KASA’s protest is provided in Attachment 3.
A short form of the bid submitted by Siterep is provided in Attachment 4. A copy of the full proposal can be obtained from the City Clerk.
Siterep holds a valid State of California contractor’s license and has recently performed similar work in nearby communities with positive recommendations, and aligns with the feedback received during the reference check portion of the evaluation.
In addition, Siterep has performed other jobs for the City, all being completed on time and within budget.
A Tentative Schedule of the Project is set as follows:
Award of Contract August 6, 2024
Notice to Proceed August 2024
Construction Start September 2024
Notice of Completion 150 working days from the Notice to Proceed The contractor will phase the work to minimize impacts to the Maple Hill Elementary School and adjacent residential properties.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.8.a Agreement with Siterep
2. 5.8.b Bid Protest - KASA
3. 5.8.c Bid Protest Response Letter - KASA
4. 5.8.d Siterep Bid - Short Form