CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
4/8/2024
1 SUBJECT:
Amendment No. 1 to Agreement between the City of Pacifica and Armour Fence for the Fairway Park Backstops Replacement Project
RECOMMENDED ACTION:
Adopt a Resolution approving Amendment No. 1 to the Agreement between the City of Pacifica and Armour Fence to increase the Fairway Park Backstops Replacement Project by $168,669.62, and amend the FY 2023-24 budget to appropriate this same amount from the Roy Davies Fund 27, subject to a required approval by a 4/5 vote of the City Council.
STAFF CONTACT:
Scott Leslie, Acting Director, Parks, Beaches and Recreation (650) 738-7381
[email protected]
BACKGROUND/DISCUSSION:
Fairway Park serves as a vital recreational hub for the community, and in late 2023 it was determined that the baseball backstops needed to be demolished and replaced. At the February 12, 2024 City Council meeting, the City approved $174,000 for the replacement of three backstops at Fairway Park.
The project commenced in mid-February, but upon the onset of construction, it became evident that several significant structural modifications were necessary. There were unforeseen soil conditions that determined that the footings needed to be completely replaced and anchored into deeper holes with concrete rebar cages. Several of the older fences that would connect to the new backstops, and were not part of the original scope of work, were also identified as in need of replacement. These fences are recommended to be included as part of this project scope since it will be more cost-effective to replace them while the contractor is mobilized onsite. Due to these modifications, additional equipment, material, and labor is needed to complete the updated backstop project.
The contractor, Armour Fence, has provided a cost of $168,669.62 to complete this additional work. This cost has been reviewed by staff and is considered appropriate for the work that will be performed. This cost will exceed the contingency that was allocated for the project. An additional $133,869.62 is required to complete the additional scope. Staff is requesting a new 10% contingency of $34,266.96 be added to account for any additional unforeseen conditions moving forward. This would make the total cost $342,669.62. Including a 10% contingency the total not to exceed budget authority recommended is $376,936.58.
The City Manager recommends the Council adopt a resolution approving Amendment No. 1 to the Agreement between the City of Pacifica and Armour Fence to increase the Fairway Park Backstops Replacement Project by $168,670, and amend the FY 2023-24 budget to appropriate Pacifica City Council 2
April 08, 2024
this same amount from the Roy Davies Fund 27.
In November 2023, the City of Pacifica successfully concluded the Community Center Playground Project with the State of California, resulting in reimbursement funding totaling $201,432. This reimbursement was subsequently deposited to the Roy Davies account, leaving sufficient funds for this additional appropriation.
ALTERNATIVE ACTION:
Council may reject the Addendum and give staff alternative direction.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Improve and steward City infrastructure, streets and facilities: This project will improve the Fairway Park backstops and associated fencing.
FISCAL IMPACT:
This action requires a budget adjustment to the project from the Roy Davies Fund. The funding for this project will be sourced from the Roy Davies Trust. There are sufficient funds to cover this additional expense of $168,670, bringing the total cost of the project to $342,670. We are also requesting a 10% contingency due to a number of variables associated with the site. The total cost of the project, including the 10% contingency is $376,937.
ORIGINATED BY:
Parks, Beaches & Recreation Department
ATTACHMENT LIST:
Attachment A: Amendment 1 to Agreement with Armour Fence (PDF) Attachment B: Original Agreement - ArmourFence 1/24/2024 (PDF) Pacifica City Council 3
April 08, 2024
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING AMENDMENT NO. 1 TO THE CONSTRUCTION SERVICES AGREEMENT WITH
ARMOUR FENCE FOR FAIRWAY PARK BACKSTOPS REPLACEMENT PROJECT WHEREAS, the City of Pacifica is the owner of the Fairway Park facility located on Cindy Way in the City of Pacifica; and
WHEREAS, the City of Pacifica has given permission to the Pacifica Little League since 1957 to play Little League baseball on the three (3) diamonds; and WHEREAS, the City of Pacifica and the PNLL recognize that the existing backstops are past their useful life and are in need of full replacement; and WHEREAS, the City of Pacifica upon construction it was recognized that there were unseen soil conditions that required deeper holes and stronger footings; and WHEREAS, the City of Pacifica recognizes that many of the existing fences are in need of replacement; and
WHEREAS, the scope of the Backstop Replacement Project at Fairway Park project will have to be amended to include the above-mentioned modifications to the construction agreement, resulting in an additional cost of $168,670 to the total estimated project cost of $376,937 (including contingency).
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica moves to adopt a Resolution 1) approving Amendment No. 1 to the Agreement between the City of Pacifica and Armour Fence to increase the Fairway Park Backstops Replacement Project by $168,670, and 2) amending the FY 2023-24 budget to appropriate the same amount from the Roy Davies Fund 27 for the project, and 3) approving a 10% contingency of $34,267 for the new total not to exceed budget authority of $376,937.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 8th day of April 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney