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FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR/ PUBLIC SERVICES & INFRASTRUCTURE MAY 2, 2023
SUBJECT: APPROVAL OF PLANS & SPECIFICATIONS AND AWARD OF CONSTRUCTION CONTRACT TO LEGION CONTRACTORS, INC., FOR THE PARQUE DEL ARROYO VERDE RENOVATION PROJECT, CITY PROJECT NO. 7902
FISCAL
IMPACT: EXPENSE: $2.667.956.64
$2,286,378.76
$ 228,637.88
$ 152,940.00
BUDGET: $2.670.236.80
$1,316,859.76
$ 828,060.77
$ 525,316.27
SUMMARY:
TOTAL CONSTRUCTION COST
CONSTRUCTION CONTRACT AMOUNT
CONSTRUCTION CONTINGENCY AMOUNT
CONSTRUCTION MANAGEMENT/INSPECTION
COSTS
FY 2022-23 CIP BUDGET
PARK & REC IMPACT FEE (637902-6760)
MEASURE U (797902-6760)
CITY QUIMBY IN -LIEU FEE (697902-6760)
On September 12, 2019, the City issued and publicly advertised a Request for Proposal ("RFP") for professional landscape architecture design services for the Parque Del Arroyo Verde Renovation Project No. 7902 (the "Project"). The Project will provide new playground equipment and expanded play areas, new park furnishings and security lighting, shade structures for play, and picnic areas. It will also remove and replace broken concrete sidewalk panels and provide Americans with Disabilities Act (ADA) accessibility improvements to ensure the park and playgrounds are fully accessible and provide minor cosmetic improvements to the restroom building.
Staff received eight (8) proposals, and after a thorough review selected David Volz Design ("DVD"), based upon their response to the requirements of the RFP, their qualifications, and their experience in designing park and playground improvements. At the December 3, 2019 meeting, the City Council approved a Professional Services Agreement with DVD to complete design services for the renovation project.
The agreement with DVD was to provide the City with engineered construction plans, technical specifications, and cost estimates in addition to construction support services. DVD was to
3.a.
May 2, 2023
City Council Agenda
May 2, 2023
prepare park renovation conceptual plans based upon Staff and Council's input for review and consideration by the Parks, Arts, and Recreation Commission (PARC). The City Council approved the design concept at the July 6, 2021. Following the design approval Staff solicited an RFP for the construction of the project.
The City solicited competitive bids on February 1, 2023 for renovating Parque Del Arroyo Verde.
On March 6, 2023, Staff received a total of eight (8) bids for this project. The scope of this project entails rehabilitation of the parking lot, a new ADA ramp, new concrete pedestrian and vehicular paths, new playground equipment, amenities, irrigation, lighting, and landscaping. The lowest bid in the amount of $2,286,378.76 was received from Legion Contractors, Inc. Staff conducted a thorough review of their bid and their references. Their bid was found to be the lowest responsive and responsible bid. Staff recommends that the City Council award a construction contract to Legion Contractors, Inc., in the amount of $2,286,378.76. In addition to the construction cost, a ten percent (10%) construction contingency amount of $228,637.88 is being included to cover the cost of any unforeseen conditions that might be found during construction. The total construction contract cost including contingency amount is $2,515,016.64.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the Engineering Plans and Specifications prepared by David Volz Design for the Parque Del Arroyo Verde Renovation Project, City Project No. 7902; and
2. Approve a Public Works Agreement with Legion Contractors, Inc., for the Parque Del Arroyo Verde Renovation Project in the amount of $2,286,378.76; and
3. Reject all other bids received and authorize the return of the bid bonds; and
4. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $228,637.88, for a total construction contract not -to -exceed amount of $2,515,016.64; and
5. Approve Resolution No. R-2023-29, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
6. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal to Implement Public Infrastructure to Meet Community Needs, under Objective #5.2, which is working to complete the Placentia Parks Initiative Plan.
City Council Agenda
May 2, 2023
DISCUSSION:
The POSUG Master Plan was completed in November 2019 and approved by the City Council at the December 3, 2019 meeting to be utilized as a guide for future Capital Improvement Program (CIP) Projects to be incorporated into the City's CIP plan and to allocate potential funding sources as available through the City's annual budgetary process. This Master Plan was the basis for the creation of the Placentia Parks Initiative (PPI); a citywide initiative which is aimed establishing a multi -million -dollar significant capital investment into the City's parks and open spaces by improving and renovating aging park infrastructure and amenities over the course of the next two (2) fiscal years.
To prepare the PPI, the City established a working group of City Council Members, City Administrator, Deputy City Administrator, Community Services Director, Public Works Superintendent and Staff from the Community Services and Police Departments to conduct a comprehensive review of the City's parks and open spaces. This exercise culminated in Staff developing a comprehensive draft Parks CIP plan along with PPI goals and objectives. The PPI was approved by the City Council at the May 18, 2021 meeting.
Although the design work of the renovation of Parque del Arroyo Verde Park began prior to the PPI, the park renovation project is part of the City-wide Placentia Park Initiative Plan. The design concepts provided by David Volz Design (DVD) for the renovation of the Parque Del Arroyo Verde project were approved by the City Council at the July 6, 2021 meeting. After the design concepts were approved, the second phase of the project began, and DVD started to work on the construction documents and engineering plans.
The City Council allocated funds in the FY 22-23 CIP Budget to construct much needed improvements to Parque Del Arroyo Verde. The scope of this project entails furnishing all labor, materials, tools, equipment, appurtenances, and incidentals for rehabilitation of the parking lot, a new ADA ramp, new concrete pedestrian and vehicular paths, new playground equipment, amenities, irrigation, lighting and landscaping and all items included within the plans and specifications.
On March 6, 2023, the City received eight (8) bids from contractors to construct the project. The following table provides the total bid amounts received from each contractor:
Contractor Bid Amount
Legion Contractors, Inc. $2,286,378.76
Klassic Engineering and Construction $2,343,191.30
KASA Construction Inc. $2,379,688.90
Urban Habitat $2,437,057.91
Environmental Construction, Inc. $2,574,592.20
RT Contractor Corp $2,588,890.62
PUB Construction, Inc. $3,124,709.18
Los Angeles Engineering, Inc. $3,308,308.00
City Council Agenda
May 2, 2023
After a review of the bids, it was determined that Legion Contractors, Inc. submitted the lowest responsible bid. Staff reviewed and analyzed their bid proposal, and it was found to be responsive and valid. Based upon Legion Contractor's Inc's. reference check and submitted bid, Staff recommends awarding a construction contract to Legion Contractors, Inc., for the Parque Del Arroyo Verde Renovation Project.
Initially, the project was advertised to have 60 working days to complete. Before bids were closed, an Addendum was issued to increase this time to 135 working days. The additional days were added to allow for long lead-times in ordering certain items within the project. Therefore, once the City Council approves the award of the contract, Staff will issue the first notice to proceed to allow the Contractor to order those items. A second notice to proceed will be issued when the material has arrived, and we are ready to start the construction.
On May 18, 2021, the City Council approved a bench list of professional consultants to provide on-call construction management and inspection services for the City's Capital Improvement Program. In utilizing this bench list, Staff would like to initiate a task order to PPM Group Inc for full-time inspection and part-time construction management services.
FISCAL IMPACT:
The total construction cost for the Parque Del Arroyo Verde Renovation Project amounts to $2,668,000.00. This cost consists of the bid amount submitted by Legion Contractors, Inc., in the amount of $2,286,378.76, a construction contingency in the amount of $228,637.88, and a Construction Management/Inspection contract with PPM Group Inc. in the amount of $152,940.
A total of $2,590,236.80 is currently available in the FY 2022-23 Capital Improvement Program for this project. Resolution No. R-2023-29 (Attachment 2) is recommended for approval to appropriate additional funds from existing Measure U Fund Balance and existing CIP funds towards the cost of this project. This Resolution is presented for the City Council's consideration to amend the FY 2022-23 CIP Budget by allocating $80,000 in unallocated Measure U Funds.
Accordingly, sufficient funds exist for the recommended actions.
Prepared
Masoud Sepahi, P.E.
City Engineer
City Council Agenda
May 2, 2023
Reviewed and approved:
Reviewed and approved:
Y�- r rte
Jenni Lampman Karen Crocker•V ~
Director of Finance Director of Community Services
Reviewed a•v roved: Reviewed and approved:
Luis Estevez Damien N. Arrula
Deputy City Administrator
City Administrator
Attachments:
1. Public Works Agreement with Legion Contractors, Inc.
2. Budget Amendment Resolution No. R-2023-29