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Placentia Cit Council
GENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE NOVEMBER 7, 2023
SUBJECT: APPROVAL OF PLANS AND SPECIFICATIONS AND AWARD OF CONSTRUCTION CONTRACT TO SDC ENGINEERING INC., FOR THE
LA PLACITA PARKETTE IMPROVEMENT PROJECT, CITY PROJECT
NO. 7911
FISCAL
IMPACT: EXPENSE: $ 726,040.89 TOTAL PROJECT COST
$ 292,617.30 CONSTRUCTION CONTRACT AMOUNT
$ 29,261.73 CONSTRUCTION CONTINGENCY AMOUNT
$ 99,790.00 DESIGN SERVICES CONTRACT AMOUNT
$ 304,371.86 GREAT WESTERN PLAYGROUND EQUIPMENT
AVAILABLE BUDGET: $ 726,050.00 TOTAL PROJECT BUDGET
$ 640,000.00 PROP 68 GRANT FUND (507911-6760 J/L 507911-6760) $ 56,050.00 CITY QUIMBY IN -LIEU FEE FUND
(697911-6760 J/L 697911-6760)
$ 30,000.00 GENERAL FUND (107911-6740 J/L 107911-6760)
SUMMARY:
The Statewide Park and Community Revitalization Program (SPP) is a competitive grant program that provides funds to create new parks, expand existing parks, and/or renovate existing parks in critically underserved communities across California. Funding for the grant program is provided through the California Proposition 68 Parks and Water Bond of 2018.
The City was notified in February 2020 that the renovation project for La Placita Parkette (La Placita) was chosen by the California State Parks, Office of Grants and Local Services (OGALS) to receive a grant award of $640,000. The La Placita renovation project will include, removal and replacement of the existing playground and rubberized surfacing, addition of water efficient irrigation, landscaping, decorative fencing, new park lighting, removal and replacement of damaged concrete sidewalk panels and provide Americans with Disabilities Act (ADA) accessibility improvements to ensure the park is fully accessible.
The City Council awarded a Professional Services Agreement to RHA Landscape Architects Planners, Inc. (RHA) for design services for the La Placita renovation project on November 17, 2020. In following the Placentia Parks Initiative (the "Initiative"), a comprehensive plan aimed at improving aging park and facility infrastructure over the next two (2) fiscal years, RHA was tasked with providing the City with a creative design concept plan for the renovations of La Placita. As
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Nov. 07, 2023
City Council Agenda
November 7, 2023
part of the design plan, RHA included a proposal for the purchase and installation of the playground from Great Western Installations Inc., in the amount of $304,371.86. The City Council approved the design concept plan and playground design for La Placita at the April 19, 2022, meeting. The remaining component to this project is the construction of the park improvements.
The City solicited competitive bids on September 21, 2023, for improving La Placita Parkette. On October 12, 2023, Staff received a total of fourteen (14) bids for this project. The low bid received from SDC Engineering Inc. was found to be the lowest responsive and responsible bid received.
Staff recommends that City Council award a construction contract to SDC Engineering Inc. in the amount of $292,617.30. In addition to the construction cost, a ten percent (10%) construction contingency amount of $29,261.73 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 $321,879.03.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the Engineered Plans and Specifications prepared by RHA Landscape Architects Planners, Inc. for the La Placita Parkette Improvements Project No. 7911; and
2. Reject bid proposal for La Placita Parkette Improvements submitted by Premo Construction Inc. as non-responsive; and
3. Approve a Public Works Agreement with SDC Engineering Inc. for the La Placita Parkette Improvements Project in the amount of $292,617.30; and
4. Reject all other bids received and authorize return of the bid bonds; and
5. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $29,261.73, for a total construction contract not -to - exceed amount of $321,879.03; and
6. Adopt Resolution No. R-2023-85, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2023-24 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
7. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
City Council Agenda
November 7, 2023
STRATEGIC PLAN STATEMENT:
This item conforms to Strategic Plan Goal 5 and Objective 5.2, Complete the Placentia Parks Initiative Plan.
DISCUSSION:
The City was notified in February 2020, that the renovation project for La Placita Parkette (La Placita) was chosen by OGALS to receive a grant award of $640,000. The La Placita renovation project will include, removal and replacement of the existing playground and rubberized surfacing, addition of water efficient irrigation, landscaping, decorative fencing, new park lighting, removal and replacement of damaged concrete sidewalk panels and provide Americans with Disabilities Act (ADA) accessibility improvements to ensure the park is fully accessible. After receiving notification of the grant award, the City budgeted funds for the renovation of La Placita in the Fiscal Year 2020-21 Capital Improvement Program (CIP). Additional funds are also included in the CIP budget for the project for the replacement of the existing park amenities.
The City Council awarded a Professional Services Agreement to RHA for design services for the La Placita renovation project on November 17, 2020. The design concept plan provided by RHA aligns with the City Council approved Placentia Parks Initiative (PPI) to enhance play experiences throughout the City's parks system, by creating unique "themed" playgrounds that are all different.
The design incorporates a citrus theme paying tribute to the rich history of the orange groves in the community. The playground will feature a spinner, new slides, citrus tree climbers, shade sails, a playhouse, wagon climber, and inclusive play elements.
The PARC Commission reviewed the design concept plans for the renovation of La Placita and the playground equipment at the February 8, 2022, meeting. The PARC Commission recommended approval of the proposed design concept plans provided by RHA for the La Placita renovation project. As part of the design concept plan, RHA included a proposal from Great Western Installations Inc. for the purchase and installation of the playground equipment at La Placita. The park design concept and playground equipment design were approved by the City Council at the April 19, 2022, meeting. The total cost for the purchase and installation of the La Placita playground equipment is $304,371.86.
On October 12, 2023, the City received a total of fourteen (14) bids from contractors to construct this project. The following table provides the total bid amounts received from each contractor:
Contractor Bid Amount
SDC Engineering Inc $292,617.30
H L Hitchcock Construction Inc $316,910.00
Seed Landcare $337,974.30
RG General Engineering, Inc $344,028.00
City Council Agenda
November 7, 2023
Towo Enterprise Inc
HZS Engineering Inc
Diamond Construction and Design
SPAREA
Aneen Construction, Inc
KASA Construction Inc
h2m Construction Inc
Mariposa Landscapes, Inc
MBC Enterprises Inc
Premo Construction Inc
$359,218.50
$377,831.00
$396,802.50
$423,000.00
$423,396.40
$492,452.50
$528,214.00
$545,656.16
$894,234.33
NON-RESPONSIVE
After reviewing the bid proposals, it was determined that Premo Construction Inc. did not meet the bid solicitation requirements and submitted a non-responsive bid by not submitting the required Addenda Acknowledgement Forms (Acknowledgement of Receipt of Addendum #1 and Acknowledgement of Receipt of Addendum #2). The Bidders Information Sheet was also incomplete with no signature or notary. The lack of acknowledgement of the bid addendums and missing required information is considered a significant default in the low -bidder's bid documents.
The City Council has the right to waive any bid irregularities and to reject all bids submitted pursuant to the California Public Contract Code. Staff recommends rejecting the low bid submitted by Premo Construction Inc. as a non-responsive bid.
Once it was determined that the apparent low bidder submitted a non-responsive bid, Staff reviewed the next lowest bid submitted by SDC Engineering Inc. Staff reviewed and analyzed their bid proposal and it was found to be responsive and valid. Based upon SDC Engineering Inc.'s reference check and submitted bid, Staff recommends awarding a construction contract to SDC Engineering Inc. for the La Placita Parkette Improvement Project. Additional park amenities will also be ordered and installed by staff upon completion per the concept design utilizing CIP project funds earmarked for the replacement of various amenities, consistent with the Initiative.
FISCAL IMPACT:
The total project cost for the La Placita Parkette Improvement Project amounts to $726,040.89.
This cost consists of the bid amount submitted by SDC Engineering Inc. in the amount of $292,617.30, a construction contingency in the amount of $29,261.73, the design services provided by RHA in the amount of $99,790.00, and the purchase and installation of the playground equipment by Great Western Installations, Inc in the amount of $304,371.86. To provide sufficient funding for the construction phase of the project, Staff is also recommending Resolution R-2023- 85 (Attachment 2) to appropriate $86,050 from the utilizing available CIP project funds to support
City Council Agenda
November 7, 2023
the cost of the proposed project. If this recommended action is approved, funding for this project will be supported by the sources of funds as outlined below:
Funding Source Amount
1 Prop 68 Grant Funds $640,000
1 City Quimby In -Lieu Fee Funds $56,050
1 General Fund $30,000
1 Total Project Budget $726,050
Prepared by:
Raquel arcia, EIT
Associate Civil Engineer
Reviewed and approved:
Reviewed and approved:
Chris Tanio, P.E.
Deputy Director of Public Works/City Engineer
Reviewed and aproved:
cPerY Jennifer Lampman Luis Estevez
Director of Finance Deputy City Administrator
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Agreement with SDC Engineering Inc.
2. Budget Amendment Resolution No. 2023-85