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<,FORN'P City Council Staff Report
February 8, 2022
Agenda Item No. 7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: Tom Sandefur, Assistant City Engineer,
[email protected]
PHONE: 949-644-3321
TITLE: Civic Center Dog Park Refurbishment — Award of Contract No. 8717-1 (22P12)
ABSTRACT:
Staff has now received construction bids for the Civic Center Dog Park Refurbishment project and requests the City Council's approval to award the construction contract to Western State Builders, Inc. (Western State Builders), of Escondido, CA. This project will replace the worn-out synthetic turf areas, uneven sidewalks, and fence screening. The project will also add a new shade structure for the small dog park users.
RECOMMENDATION:
a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1 (maintenance of existing public facilities) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment;
b) Approve the project plans and specifications;
c) Relieve Metrocell Construction, Inc. (Metrocell) of their bid; d) Award Contract No. 8717-1 to Western State Builders for the total bid price of $241,036.26, and authorize the Mayor and City Clerk to execute the contract; e) Establish a contingency of $25,000 (approximately 10 percent of the total bid) to cover the cost of unforeseen work not included in the original contract; and f) Approve Budget Amendment No. 22-041 appropriating $77,969 from the unappropriated General Fund Capital Improvement Program fund balance to Account No. 01201929-980000-22P12 (Dog Park Refurbishment).
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Civic Center Dog Park Refurbishment — Award of Contract No. 8717-1 (22P12) February 8, 2022
DISCUSSION:
The Civic Center Dog Park (Dog Park) is part of the 14 -acre Civic Center Park and has been servicing the community since May 2014. The Dog Park includes two separate areas of play, one for big dogs and one for small dogs, shade in the big dog area, and water fountains for dogs and their owners. As part of the annual Facilities Maintenance assessment, staff identified the Dog Park as requiring some noteworthy maintenance.
This project will address the worn-out synthetic turf areas, uneven sidewalks, and fence screening. It will also add a new shade structure for the small dog park users. Staff developed bidding documents and put the project out for public bids.
At 10 a.m. on January 12, 2022, the City Clerk opened and read the following bids for this project:
*Bid Withdrawn
The bid package submitted by Metrocell, the apparent low bidder, was incomplete and therefore non-responsive. On January 14, following staff's discussion with Metrocell regarding their incomplete submittal, Metrocell requested to withdraw their bid (Attachment B). Staff recommends City Council accept Metrocell's bid withdrawal.
The base bid amount submitted by the second low bidder, Western State Builders, is
3.6 percent below the Engineer's Estimate of $250,000. Western State Builders possesses a California General Engineering "A" Contractors License, as required by the project specifications, and has satisfactorily completed similar project for other local agencies.
The work necessary for the completion of this contract consists of removing and disposing existing improvements; furnishing and installing new synthetic turf in designated areas; furnishing and installing shades structures in the small dog area; installing new water drinking fountains with dog bowls; installing new screen fence; painting of existing fencing, gates and signs; replacing uplifted sidewalk panels; removing and installing paving joint material at existing wall joints and walkways; and other incidental items to complete work in place as required by the Contract Documents.
Due to current COVID-19-related supply chain issues, Western State Builders is being allotted 90 calendar days for procurement. Upon receipt of the materials and equipment, Western State Builders will be allotted 20 consecutive working days to complete the work.
Liquidated damages in the daily sum of $500 and $1,000 will be assessed in case of tardy completion of procurement and construction, respectively. 7-2
BIDDER
BASE BID
Low*
Metrocell Construction, Inc.
$
238,388.00
2nd
Western State Builders, Inc.
$
241,036.26
3rd
Elegant Construction, Inc.
$
260,406.34
4th
NR Development, Inc.
$
266,518.93
5th
Loghmani & Associates Design Group, Inc.
$
292,890.00
6th
C.S. Legacy Construction, Inc.
$
309,084.08
7th
Organic Scapes
$
323,306.00
8th
Williamson Development Group
$
478,648.00
*Bid Withdrawn
The bid package submitted by Metrocell, the apparent low bidder, was incomplete and therefore non-responsive. On January 14, following staff's discussion with Metrocell regarding their incomplete submittal, Metrocell requested to withdraw their bid (Attachment B). Staff recommends City Council accept Metrocell's bid withdrawal.
The base bid amount submitted by the second low bidder, Western State Builders, is
3.6 percent below the Engineer's Estimate of $250,000. Western State Builders possesses a California General Engineering "A" Contractors License, as required by the project specifications, and has satisfactorily completed similar project for other local agencies.
The work necessary for the completion of this contract consists of removing and disposing existing improvements; furnishing and installing new synthetic turf in designated areas; furnishing and installing shades structures in the small dog area; installing new water drinking fountains with dog bowls; installing new screen fence; painting of existing fencing, gates and signs; replacing uplifted sidewalk panels; removing and installing paving joint material at existing wall joints and walkways; and other incidental items to complete work in place as required by the Contract Documents.
Due to current COVID-19-related supply chain issues, Western State Builders is being allotted 90 calendar days for procurement. Upon receipt of the materials and equipment, Western State Builders will be allotted 20 consecutive working days to complete the work.
Liquidated damages in the daily sum of $500 and $1,000 will be assessed in case of tardy completion of procurement and construction, respectively. 7-2
Civic Center Dog Park Refurbishment — Award of Contract No. 8717-1 (22P12) February 8, 2022
The project plans and specifications will be available for review at the February 8, 2022, City Council meeting or upon request.
FISCAL IMPACT:
The Fiscal Year 2021-22 adopted Capital Improvement Program budget includes partial funding for the award of this contract. During the design phase, additional shade structures were identified to meet the needs of the users, requiring an increase to the project budget. Funds are available in the unappropriated fund balance of the Capital Improvement Fund. Upon approval of the budget amendment appropriating $77,969 of additional funds, sufficient funds will be available in the project account.
The following funds will be expensed:
Funding Source Description
General Fund - CIP
Proposed fund uses are as follows:
Account Number
Nrann
01201929-980000-22P12 $ 270,000.00
Total: $ 270,000.00
Vendor
Purpose
Amount
Western State Builders
Construction Contract
$
241,036.26
Western State Builders
Construction Contingency
$
25,000.00
Various
Printing & Incidentals
$
3,963.74
$
270,000.00
Staff recommends establishing
$25,000 (approximately 10
percent
of total bid) for
contingency purposes and unforeseen conditions associated with construction.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (maintenance of existing public facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Council considers the item). The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City ATTACHMENTS:
Attachment A — Location Map
Attachment B — Metrocell's Bid Withdrawal Letter Dated January 14, 2022 Attachment C — Budget Amendment No. 22-041
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JOHN WAYNE
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PROJECT LOCATIONS
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CIVIC CENTER DOG PARK
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-VICINITY MAP
NOT TO SCALE
CIVIC CENTER DOG PARK
REFURBISHMENT
LOCATION MAP
CI TY OF
IRVINE
UNIVERSITY
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Attachment
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CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C-8717-1 02/08/22
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Attachment B
Metrocell's Bid Withdrawal Letter Dated January 14, 2022 7-5
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January 14, 2022
City of Newport Beach
Kathryne Cho (949)644-3014
[email protected]
Re: Civic Center Dog Park Refurbishment 22P12
Invitation # 8717-1
Bid Confirmation # 277065
Dear Ms. Kathryne Cho,
TROCELL
I would like to withdraw our bid submitted for the Civic Center Dog Park Refurbishment submitted under bid confirmation #277065. Unfortunately, we did not include the cost of a turf contractor in our bid.
Thank you for the opportunity to bid on this project.
Sincetely,
i
Culwell
Metrocell Construction Inc.
562-881-9070
Metrocell Construction Inc.
1166 Mildred Street, Ontario Ca 91761
Phone (909) 627-1502 Fax (909) 627-1095
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Department: Public Works
Requestor: David Webb
City of Newport Beach ATTACHMENT C
BUDGET AMENDMENT
2021-22 BA#: 22-041
ONE TIME: ❑Yes [--]No
Approvals
❑ CITY MANAGER'S APPROVAL ONLY 1/25/2022
Finance Director: Date
0 COUNCIL APPROVAL REQUIRED City Clerk: Date
EXPLANATION FOR REQUEST:
To increase expenditure appropriations from the unappropriated General Fund Capital Improvement Program fund ❑from existing budget appropriations balance to fund the Dog Park Refurbishment project. ❑from additional estimated revenues Ofrom unappropriated fund balance
IDES
Fund # Org Object Project Description Increase or
Fund # Org Object
012 01201929 980000
uescrlptlon
22P12 PARKS - CIP EXPENDITURES FOR GL
Subtotal
Subtotal
Increase or (Decrease) $
77,969.00
Fund #
Object
Description
Increase or (Decrease) 5
012
300000
GENERAL FUND CAPITAL PROJECTS - FUND BALANCE CONTROL
(77,969.00)
Subtotal $ (77,969.00)
Fund Balance Change Required
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