TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
n
September 19, 2022
SUBJECT: CONTRACT AWARD TO SPECTRASYSTEMS, INC. OBA
SPECTRATURF FOR PLAYGROUND SURFACE REPLACEMENT AT
VILLA PARKE AND BROOKSIDE PARK FOR AN AMOUNT NOT-TO
EXCEED $206,980
RECOMMENDATION:
It is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1 - Existing Facilities, and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. i) Accept the bid dated August 23, 2022, submitted by SPECTRASYSTEMS Inc. dba SPECTRATURF in response to the plans and specifications for the Playground Surface Replacement at Villa Parke and Brookside Park project, ii) reject all other bids, and iii) authorize the City Manager to enter into a contract for an amount not-to exceed $206,980, which includes the base contract amount of $176,907 and a contingency of $30,073 to provide for any necessary change orders.
BACKGROUND:
Reese's Retreat playground at Brookside Park has become one of the City's most popular playground destinations since opening eleven years ago. Its popularity stems from its unique pirate-themed play equipment and its rubberized play surfacing that provides for universal accessibility. Due to its heavy usage, the surfacing has deteriorated beyond repair and now requires complete replacement. The Villa Parke playground provides recreational opportunities for the recreation center's Head Start Program as well as the surrounding community. Like Reese's Retreat, the rubberized play surfacing is beyond its useful life and requires replacement. The scope of work for this contract provides for the removal and proper disposal of the existing surfacing, and its complete replacement, at both sites.
MEETING OF _-.;......;,._0 __ 9--/_1~9_/ 2 ___ 0_2-,--2_ AGENDA ITEM NO. _ ____,5 _______ _ Contract Award for Playground Surface Replacement at Villa Parke and Brookside Park September 19, 2022
The Department of Public Works prepared plans and specifications for this project. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On July 28, 2022, a Notice Inviting Bids for Playground Surface Replacement at Villa Parke an9 Brookside project was published in the local paper as well as posted on PlanetBids. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 23 vendors downloaded the specifications, of which none were local. Two bids were received by the bid opening date.
Following advertising, bids were electronically received on August 23, 2022 and are as follows:
Bidder
1. SPECTRASYSTEMS, Inc. dba SPECTRATURF, Corona
2. At Your Service Construction & Energy Inc., Tarzana
Engineer's Estimate
Amount($)
$176,907
$258,425
$130,000
The lowest responsible and responsive bid received is 36 percent higher than the Engineer's Estimate. Although the Engineer's Estimate was derived from unit costs for materials as experienced on other similar projects last year, material costs have continued to escalate significantly since that time. In addition, due to the general increase in construction activity in the region, contractors are busy and not as readily available to bid new jobs.
It is recommended that SPECTRASYSTEMS, Inc. dba SPECTRATURF be awarded the contract for this project as they are the lowest responsive and responsible bidder. The proposed contract with SPECTRASYSTEMS, Inc. fully complies with the Competitive Bidding and Living Wage Ordinances. In addition, the proposed contract fully complies with the Prevailing Wage Law (Senate Bill 7) per Resolution 9406 adopted by the City Council on December 14, 2014.
The contractor has indicated that the award of this contract will result in no new hires to the present work force. This contract is consistent with the City's goal to promote local · business participation and its local hiring program. In accordance with Local Preference provisions of the contract, the contractor is encouraged to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions generated from this contract.
SPECTRASYSTEMS, Inc. dba SPECTRATURF has not perfotrned any work for the City, but has extensive experience in similar scope of work. Staff has confirmed the contractor's license, their Department of Industrial Relations status is in good standing and they received favorable reference checks from other agencies.
Contract Award for Playground Surface Replacement at Villa Parke and Brookside Park September 19, 2022
· Page 3 of 4
The contract for this project will be set up as follows:
Base Bid
Contingency Allowance
Contract Not-to-Exceed Amount
$ 176,907
$ 30,073
$ 206,980
A contingency of 17 percent is allocated to this contract given possible unforeseen conditions that may be encountered. It is anticipated that construction will begin in January 2023 and be completed by the end of February 2023. The proposed dates include the material lead time required for manufacturing and delivery of items.
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goal to improve, maintain, and enhance public facilities and infrastructure, as well as to provide activities to promote health and fitness among Pasadena residents.
ENVIRONMENTAL ANALYSIS:
This contract award has been determined to be categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1, minor repairs and alterations of existing public facilities involving negligible or no expansion of use beyond that previously existing at the time of the lead agency's determination. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
Contract Award for Playground Surface Replacement at Villa Parke and Brookside Park September 19, 2022
FISCAL IMPACT:
The total cost of this contract including contingency is $206,980 and the total cost of this action will be $218,980. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Playground Surface Replacement - Villa Parke and Brookside Park (78090) CIP project. It is anticipated all costs will be expended in FY 2023.
The following table represents a project summary.
Base Bid
Contingency
$ 176,907
$ 30,073
Contract Adm in istration/1 nspection $ 12,000
Total Fiscal Impact $ 218,980
Respectfully submitted,
T~
Director of Public Works
Pre pared by:
K~?.·,
Deputy Director of Public Works/City Engineer
Approved by:
Ml~MARQUEZ
City Manager