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Agenda Report
March 11, 2024
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TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CIFf MANAGER TO AMEND CONTRACT 32748 WITH ABM INDUSTRIES TO INCREASE CONTRACT AMOUNT BY $116,778
FOR FIELD LIGHTING ELECTRICAL WORK AT BROOKSIDE PARK
FIELDS 2 & 3 FOR A REVISED TOTAL CONTRACT AMOUNT NOT-TO- EXCEED $413,058 AND APPROPRIATE FUNDS IN THE AMOUNT OF
$60,000 TO PROJECT NO. 77363
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) in accordance with Title 14, Chapter 3, Article 19, Section 15061, Class 3, the common sense exemption that CEQA only applies to projects which have the potential for causing a significant effect on the environment;
2. Authorize the City Manager to amend Contract No. 32748 with ABM Industries dba ABM Electrical & Lighting Solutions, Inc. to increase contract amount by $116,778, which includes supplemental services of $106,778 and a contingency of $10,000 to provide for any necessary change orders, increasing the total contract not-to-exceed amount to $413,058 for electrical infrastructure upgrades for field lighting at Brookside Park Fields 2 and 3;
3. To the extent this transaction could be considered a separate procurement subject to the Competitive Bidding Process, grant the proposed contract amendment with ABM Industries dba ABM Electrical & Lighting Solutions, Inc. an exemption from the Competitive Bidding Process set forth in the Competitive Bidding and Purchasing Ordinance pursuant to the Pasadena Municipal Code Section 4.08.049(B), contracts where the best interests of the City are served; and
4. Amend the Fiscal Year (FY) 2024 Capital Improvement Program Budget by appropriating $60,000 in Residential Impact Fee to the Brookside Park - Upgrade of Athletic Field Lighting and Backstop Replacement (77363) project.
MEETING OF 3/11/2024AGENDA ITEM NO._^_
Contract Amendment for Brookside Park Field Lighting Improvements March 11, 2024
BACKGROUND:
On October 2, 2023, City Council authorized City Manager to enter into a contract with ABM Industries dba ABM Electrical & Lighting Solutions, Inc. for labor and materials to perform electrical infrastructure upgrades for field lighting at Brookside Park Fields 2 and 3 for a total not-to-exceed amount of $296,280. Construction of the project commenced on December 11, 2023. The scope of work for the contract includes upgrades to the electrical infrastructure to support the new sports lighting system including installation of new conduits, wiring, switchgear, and a control cabinet.
During the course of construction, various unforeseen site conditions and warranted electrical upgrades have increased the scope of the project requiring an increase to the project budget and a contract amendment. Unforeseen conditions included rocky soil conditions that require additional equipment for excavation of light pole foundations and trenching for underground power infrastructure; and replacement of two electrical panels that were initially designated for reuse but determined to require replacement during the power upgrade phase of the work. Installation of additional electrical conduits and wiring are needed for the addition of power outlets at the base of the new light poles. Parks, Recreation and Community Services staff requested new power outlets to allow for enhanced use of the fields by providing a power source for audio and additional lighting for various programming and games held at these fields. Furthermore, staff is proposing to take advantage of open trenches and install 550 feet of additional conduits (running through Field 2 and 3) for anticipated future lighting upgrades needed at adjacent Field 1, which will be powered by the same system.
Installing the additional infrastructure as part of the current project is cost effective as trenches are open for the contracted work. Installing the warranted upgrades and improvements at this time will help enhance and sustain the services and recreational opportunities offered to the community at Brookside Fields 2 and 3 for decades to come.
Furthermore, performing this work now will reduce future impacts to these fields and disruption to its programming due to anticipated future construction work.
The Department of Public Works recommends increasing Contract No. 32748 with ABM Industries for the Brookside Park- Upgrade of Athletic Field Lighting and Backstop Replacement project by $116,778 for a total not-to-exceed amount of $413,058. The contract amendment will cover costs associated with the additional scope of work for the electrical upgrade work, above the contract contingency. As such, an appropriation of $60,000 in Residential Impact Fee is needed to the project. The requested appropriation will also cover Pasadena Water and Power's associated costs installing a new transformer and performing the necessary switchover to the new power service required for the project.
The recommended additional work and overall project will be completed in April 2024.
COUNCIL POLICY CONSIDERATION:
This proposed purchase is consistent with the City Council's goal to improve, maintain, and enhance public facilities and infrastructure.
Contract Amendment for Brookside Park Field Lighting Improvements March 11, 2024
ENVIRONMENTAL IMPACT:
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061(b)(3), the common sense exemption that CEQA only applies to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
FISCAL IMPACT:
Staff recommends amending the FY 2024 Capital Improvement Program Budget by appropriating $60,000 in Residential Impact Fee to the Brookside Park- Upgrade of Athletic Field Lighting and Backstop Replacement (77363) Capital Improvement Program (CIP) project and increasing the total estimated project cost by a like amount. There is a sufficient fund balance in Residential Impact Fee to support the proposed increase.
The cost to increase Contract No. 32748 with ABM Industries is $116,778 and the total cost of this action is expected not to exceed $60,000. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Brookside Park- Upgrade of Athletic Field Lighting and Backstop Replacement (77363) CIP project. It is anticipated that all costs associated with this increase will be expended in FY 2024.
There is no impact to the General Fund, as this project is funded by Residential Impact Fees and Los Angeles County Measure A per capita funds.
Respectfully submitted,
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Kris Markarian, P.E.
Deputy Director of Public Works/City Engineer
Approved by:
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MIGyH-^IARQUEZ
City Manager
TOKIYOLMOS, P.E.
Director of Public Works