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FROM:
DATE:
Placentia Cit Council
GENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE JUNE 20, 2023
SUBJECT: APPROVAL OF PLANS & SPECIFICATIONS AND AWARD OF CONSTRUCTION CONTRACT TO M.S. CONSTRUCTION MANAGEMENT GROUP FOR THE
CONSTRUCTION OF A CONCRETE PEDESTAL AND RELATED SITE
IMPROVEMENTS FOR THE PLACENTIA GATEWAY "CHROMATIC
ASCENSION" SCULPTURE, AND AMENDMENT NO. 2 TO THE COOPERATIVE ART AGREEMENT WITH CALTRANS FOR PUBLIC ART PROJECT NO. 1206 FISCAL
IMPACT: EXPENSE: $
AVAILABLE
BUDGET: $
SUMMARY:
398,400
39,840
438,240
438,240
TOTAL CONSTRUCTION CONTRACT AMOUNT
TOTAL CONSTRUCTION CONTINGENCY AMOUNT
TOTAL AMOUNT
FISCAL YEAR 2022-23 CIP BUDGET (101206-6730)
Caltrans has allocated funding to the City for two (2) public art projects located within Caltrans right-of-way in Placentia. The City Council previously approved the recommended public art sculpture proposed by Cliff Garten Studios to be placed at the off/on ramp interchange of the 57 Freeway at the Orangethorpe Avenue. The artist's engineer prepared the construction plans for a concrete pedestal base to attach the sculpture and Staff solicited competitive bids from contractors to construct the pedestal, install electrical and lighting improvements as well as other site improvements. One (1) bid was received for this work from M.S. Construction Group which was determined to be responsive and responsible. Amendment No. 2 to the City's Art Cooperative Agreement with Caltrans is presented for Council consideration as well. The proposed amendment increases the maximum allowable reimbursement amount from Caltrans to cover the cost of constructing the sculpture pedestal base as well as proposed landscape improvements to be completed once the sculpture work has been completed. Caltrans will cover 100% of the cost of this project with no matching contribution required from the City.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the engineered construction plans & specifications prepared by Patrell Engineering Group and approve a Public Works Agreement with M.S. Construction Management Group to construct a concrete base for the Placentia Gateway "Chromatic Ascension" public art piece in the amount of $398,400; and
1.h.
June 20, 2023
City Council Agenda
June 20, 2023
2. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $39,840, for a total construction contract not -to -exceed amount of $438,240; and
3. Approve Resolution No. R-2023-44, 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
4. Authorize the City Administrator to approve Amendment No. 2 to the Cooperative Art Agreement with Caltrans increasing the allowable project reimbursement amount; and
5. Authorize the City Administrator to approve all agreements in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Planning Goal or Objective associated with this agenda item.
DISCUSSION:
The California State Department of Transportation (Caltrans) allocated $650,000 to the City for public art displays under the State's Clean California Program signed into law by the Governor in 2021. This program provides funding Statewide for public right-of-way clean up and beautification efforts along with the installation of public art pieces. In coordination and cooperation with the City, Caltrans is funding the cost to fabricate and install a new gateway monument art piece on State property at the 57 Freeway on/off ramps at Orangethorpe Avenue. In addition, they funded the cost to commission two (2) murals that were painted on the paved slopes beneath the freeway at the Crowther Avenue intersection. The murals were completed in April.
On October 4, 2022, the City Council received a presentation from Staff and Arts OC, the City's public art selection consultant, on the selection process for the mural and sculpture proposals received from various artists. The City Council accepted the art selection committee's recommendation to commission "Chromatic Ascension" submitted by Cliff Garten Studios. Since that time the City has entered into an agreement with Cliff Garten Studios for this commissioned piece and the artist's design team prepared engineered plans and site improvements to construct a concrete pedestal base to attach the sculpture. The site improvements also include electrical work and new lighting for the sculpture. The landscaping surrounding the sculpture will also be improved under a separate set of landscape plans and contractor. Staff proposes to utilize these plans to solicit bids from contractors to construct the pedestal base as well as to take delivery and install the sculpture on its base along with lighting and other site improvements.
City Council Agenda
June 20, 2023
On May 19, 2023, only one (1) bid was received for this project as noted in the table below:
Contractor Bid Amount
M.S. Construction Management Group $398,400
After reviewing the bid proposal received, it was determined that M.S. Construction Management Group (M.S. Construction) submitted a responsive and responsible bid. Based upon M.S.
Construction's reference check and submitted bid, Staff recommends awarding a construction contract to M.S. Construction to construct the pedestal base and related site improvements for the new art sculpture.
FISCAL IMPACT
The total construction cost for the sculpture pedestal base, lighting and site improvements amounts to $438,240. This cost consists of the bid amount submitted by M.S. Construction in the amount of $398,400, and a construction contingency in the amount of $39,840. Resolution No. R-2023-44 (Attachment 3) is recommended for approval to appropriate additional funds towards the cost of the project. Funds to cover the cost of the sculpture have been budgeted in the FY 2022-23 Capital Improvement Program Budget. Caltrans will cover 100% of the cost of this project and related improvements. The attached Amendment 2 to our Cooperative Art Agreement with Caltrans will increase the maximum allowable reimbursement amount to cover the cost of the sculpture base and landscape improvements. Accordingly, sufficient funds exist for the recommended actions.
Prepared by:
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Luis Estevez
Deputy City Administrator
Reviewed and approved:
DamieWR. Arrula
City Administrator
Reviewed and approved:
Jennifer Lampman
Director of Finance
Attachments:
1. Public Works Agreement with M.S. Construction Management Group
2. Amendment No. 2 to Art Cooperative Agreement
3. Budget Amendment Resolution No. R-2023-44