Administrative
Report
H.9., File # 23-6445 Meeting Date: 9/5/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
ADOPT BY TITLE ONLY RESOLUTION NO. CC-2309-088, A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AWARDING A CONTRACT TO SIERRA CONSTRUCTION & EXCAVATION, INC., A CALIFORNIA CORPORATION, IN THE AMOUNT OF $1,516,890 FOR THE CONSTRUCTION OF THE DOMINGUEZ PARK PLAYGROUND EQUIPMENT IMPROVEMENT PROJECT, JOB NO. 30730
APPROVE AN AGREEMENT WITH PLAYCORE WISCONSIN INC., DBA GAMETIME, FOR DESIGN
BUILD SERVICES FOR THE DOMINGUEZ PARK PLAYGROUND EQUIPMENT IMPROVEMENT PROJECT, JOB NO. 30730, FOR AN AMOUNT NOT TO EXCEED $531,543
EXECUTIVE SUMMARY
The Dominguez Park Playground Equipment Improvement Project, Job No. 30730, includes two significant scopes of work. The first is the civil construction and site work portion, which will reposition the maintenance road path of travel and improve landscaping and pedestrian walkways adjacent to the playground area to create a less conflicted space. The second is the Playground portion, which will replace the badly worn play equipment and rubber surfacing in the repositioned play areas with a uniquely designed play structure system.
On March 21, 2023, the City Council approved plans and specifications for the Site Work along with approval of the final playground design. On June 8, 2023, six (6) bids for the Site Work were received and publicly opened with the apparent low bid for the Project asking for formal withdrawal shortly after. This request can be allowed under the bidding procedures and was granted. The next lowest bid, from Sierra Construction & Excavation, Inc., was then found to be the lowest responsive bid from a responsible bidder, with a bid in the amount of $1,516,890. This bid is recommended for contract award for completion of the Site Work portion of the Project.
During a parallel process, the Community Services Department completed a solicitation for designbuild services for the Playground portion of the project and recommends approving an agreement with Playcore Wisconsin, Inc. dba Gametime (Gametime) in an amount not to exceed $531,543 to design, build and install the new Dominguez Park play equipment and rubber surfacing. If the two contracts are approved, staff expect the Domingez Park Project to be complete in 6-8 months.
BACKGROUND
This project includes two scopes of work, 1) Civil Construction and Site Work and 2) Play Equipment
H.9., File # 23-6445 Meeting Date: 9/5/2023
and Rubber Surfacing Replacement.
Construction/Site Work
The Engineering Services Division of the Public Works Department engaged a firm to provide design development and construction documents for the Project. On March 21, 2023, the City Council approved the plans and specifications and authorized the City Clerk to advertise the work for competitive bidding. As an amendment to the approval, City Council requested that staff review and investigate the feasibility of reconfiguring the park’s pathway to provide one contiguous corridor around the park area. This item was reviewed and incorporated into an updated conceptual design.
The additional construction scope will be presented to the contractor as a potential change order and completed, if affordable. On June 8, 2023, bids for the site work were received and publicly opened in the City Council Chambers.
The lowest apparent bidder gave the City a written notice, within five working days, that a clerical error was made in their bid and requested that it be withdrawn. The mistake made in filling out the bid made it materially different. Following review and analysis, staff confirmed the error of the apparent low bid and granted their withdrawal request.
Sierra Construction & Excavation, Inc. submitted the next lowest bid, at $1,516,890 and was found to be the lowest responsible bidder. This bid is recommended for award at this time.
Playground Replacement
In May 2018, the Recreation and Park Commission (RPC) approved an outreach plan to discuss replacement of the play equipment and rubber surfacing at Dominguez Park. Outreach began in August 2018 and the feedback was presented to the RPC in December of that year. That discussion later included a broader scope of work to include the adjoining landscaping and pathways, which would include additional funding. Site visits were completed in January 2020 and a community meeting to gather feedback was held on February 22, 2020. The advent of the COVID-19 pandemic delayed further discussion with the RPC until October of 2020. The RPC was then able to review and discuss the conceptual design prepared by the consultant and provide comments. At the RPC’s September 14, 2022 meeting, it discussed and re-affirmed the conceptual plan and playground elements.
Following commission review, the Community Services Department staff engaged nine playground equipment manufacturers to request the submittal of playground designs that were consistent with the conceptual plan and the additional input provided by the RFP. A total of three playground manufacturers submitted proposals for consideration. The Community Services team evaluated the proposals and presented the two options that were consistent with all input received at the RPC’s January 11, 2023 meeting. The RPC reviewed the updated playground concepts and formally recommended a final design of the playground equipment and surfacing on February 8, 2023.
The recommended design was presented to and approved by the City Council on March 21, 2023.
Council authorized staff to begin developing a design-build services agreement with Gametime for completion of the Playground. The proposed Agreement provides a seamless process for the design, manufacturing and installation of the playground equipment, which was specially designed and customized by the Gametime team for the unique layout of the Dominguez Park play area.
Gametime has reviewed the proposed contract document and requirements and accepts the price and terms. Therefore, staff recommends approving the attached design-build services agreement
H.9., File # 23-6445 Meeting Date: 9/5/2023
with Gametime for completion of the Playground.
If the two contracts are approved by the City Council as presented, project construction is expected to begin in November 2023 and be completed within one hundred ten (110) working days.
COORDINATION
Conceptual design of the area was developed with input from the public and the Recreation and Parks Commission. The Community Services Department managed the public outreach and shepherded the selection of the final design recommendation of the playground equipment and surfacing. The Public Works Department developed the Project Plans and Specifications for the civil construction and site work as approved earlier by the City Council. Project construction will be coordinated with the Community Services Department and the Public Works Department’s Parks Maintenance Division.
FISCAL IMPACT
Funding for the Project is available in the City’s adopted Capital Improvements Program, Job No. 30730 and Job No.30800.
Funding Expenditures
Dominguez Park Landscape $1,972,724 Phase 1 Construction $1,516,890 And Play Equipment CIP
Job No. 30730
Play Surface Replacement 250,000 CM/PM/Inspection 22,602 Project Funding Contingency (10%) 151,689
Phase 2 Design/Build 531,543
Total $2,222,724 Total $2,222,724
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Reso - No. 2309-088 Award Civil Site Work to Sierra Construction & Excavation, Inc. · Bid Results - Dominguez Park Playground Equipment Improvement Project, Job No. 30730 · Agmt - Design Build Agreement with Playcore Wisconsin, Inc. dba Gametime · City Council Administrative Report, March 21, 2023
· City Council Meeting Minutes, March 21, 2023