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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 7, 2024
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager.
Lynn Merrill, Director of Public Works, Operations, and Maintenance
Department: Public Works
Subject: Award of Agreement for Construction of Speicher Park Ballfields Improvements Project with Bilbro Construction Company, Inc., and approval of Task Order Number 001 for Construction Management and Inspection Services
(Ward 2)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2024-175:
1.Approving the award of an Agreement with Bilbro Construction Company, Inc. in the amount of $2,915,258.44 for the Construction of the Speicher Park Ballfields Improvements (Project); and
2.Approving Task Order Number 001 with TKE Engineering, Inc., in the amount of $415,019 for construction management and inspection services for the project; and
3.Authorizing the project construction contingencies, professional services contingencies, and administrative costs in the amount of $744,981 for construction of the Project; and
4.Authorizing the Director of Finance and Management Services to amend the FY 2024/25 CIP Budget by $2,574,670.02 using the Cultural Development fund balance to bring the current project budget to $4,075,258.44.
5.Authorizing the City Manager or designee to execute all documents with Bilbro Construction Company Inc., and TKE Engineering Inc. necessary to carry out the Project; and
6.Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the Project.
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7.Finding the Project exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines § 15302 (“Replacement or Reconstruction”).
Executive Summary:
Approving the Construction Agreement, and Task Order for the Speicher Park Ballfields Improvements would lead to the construction of various improvements such as a new synthetic baseball field (Huckabaa Field), a renovated concession stand, and new fencing.
The Construction Agreement with Bilbro Construction Company, Inc. includes a cost of $2,915,258.44. The Task Order with TKE Engineering, Inc. includes a professional services fee of $415,019. Additional funds are recommended for construction contingencies, professional services contingencies, and administrative costs in the amount of $744,981. The project cost for these items is $4,075,258.44.
Background
The Public Works Department is responsible for maintaining all City parks. Speicher Park, located at 1535 Arden Avenue is a City-owned 29-acre park facility, which includes five baseball fields, parking lots, bleachers and concession stand building.
On June 1, 2022, the Mayor and City Council approved Resolution No. 2022-102 adopting the City's Annual Operating Budget for Fiscal Year 2022/23. The budget included CIP Project for Speicher Memorial Park Ballfield Improvements ("Project").
Funding to support the Project has been established in the amount of $1,000,000. in San Manuel Mission Indians grant and $950,000. in American Rescue Plan (ARPA/County) funding, for a total amount of $1,950,000.
On March 1, 2023, the Mayor and City Council approved Resolution No. 2023-036 rejecting construction bids for Speicher Park Renovation. Since the City received only one construction bid and the received bid amount was significantly above the Engineer’s overall estimate, Public Works staff recommended that the City Council reject the bid submitted for the subject project and allow staff to re-evaluate the project, coordinating with the Parks and Recreations Department to revise the scope of work to stay within the available budget.
A Request for Proposals for design services was released on PlanBids on April 26, 2023, for the design of the Project. After City staff reviewed the proposals, the Mayor and City Council awarded a design services agreement to IDS in the amount of $180,943 on June 21, 2023. The scope of work included, but is not limited to, lighting, ADA accessibility, parking lot rehabilitation, new restrooms, and improvements to Huckabaa, Mason, and Montgomery Baseball Fields. The agreement was later amended on March 6, 2024, with a revised scope of work with an additional cost of $209,179. The total not to exceed amount (including $39,000 in contingencies) is $429,122.
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Discussion
City Staff directed the design consultant (IDS) to prepare a design for the park, which would then be divided into multiple phases based on the available funding and constructability. This portion of the Project is being designated as Phase 1 of the Speicher Park Ballfield Improvements and includes improvements for Huckabaa Field (conversion to synthetic turf and new fencing), renovation of the southern concession building, and ADA accessibility.
Phase 1 of the Project was advertised for public bidding on June 6, 2024, on PlanetBids.
Two sealed bids were received and opened on June 27, 2024. The total base bid price after addressing a clarification in the line-item quantities are as follows:
Bidder City Base Bid
Bilbro Construction Company, Inc. Escondido, CA $2,915,258.44 Armstrong Cal Builders Inc. Stanton, CA $3,753,593.58
Staff has completed the bid evaluation and determined Bilbro Construction Company Inc. of Escondido, CA, is a responsive bidder with a total base bid amount of $2,915,258.44.
The Public Works Department worked with the Purchasing Division of the Finance Department to complete a formal Request for Proposal process (RFP) on May 10, 2022, for on-call inspection services for capital improvement projects. Professional Services Agreements were awarded to three firms on August 17, 2022. A second RFP process was advertised on July 12, 2022, for various services. A total of 24 firms were awarded Professional Services Agreements on November 16, 2022.
As part of the construction phase, City staff also requested proposals from the City’s list of on-call consultants to provide construction management and inspection services. Three proposals were received from consultants as follows:
Consultant City Fee Proposal
TKE Engineering, Inc. Riverside, CA $415,019
CSG Consultants, Inc. Orange, CA $448,840
Z&K Consultants, Inc. Riverside, CA $489,702
Staff has reviewed the proposals and recommend TKE Engineering, Inc. of Riverside, California to complete the design for this project. The proposal demonstrated a clear understanding of the project needs and includes a competitive price of $415,019.
In addition to this construction and professional services cost, staff anticipates the need for additional funding to provide construction contingencies, professional services contingencies, and administrative costs in the amount of $744,981.
The current project cost including construction, construction management, administrative costs, and all contingencies is $4,075,258.44. 2 2
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This table shows total project costs after design and construction are completed:
Existing funding was provided in the amount of $950,000 from County ARPA funds and $1,000,000 from San Manuel. After accounting for the costs incurred for the design and staff administration, the current County ARPA balance is approximately $518,178.00, and the current San Manuel balance is approximately $982,410.42.
An additional $2,574,670.02 is necessary to complete the construction of the items included in the Project base bid. Staff recommends the use of available City Cultural Development funds to cover this funding need.
The table below shows all revenue and expenditures for the project:
Environmental Impact
The Project is categorically exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines Section 15302, Replacement or Reconstruction (“Class 2”). The Class 2 exemptions allow for the replacement or reconstruction of existing structures or facilities where the new structure will be located on the same site as the structure replaced and will have substantially the County A R P A$950,000.00IDS Design-$429,122.00A vant G arde-$2,700.00T otal Balance$518,178.00S an Manuel E ndowment$1,000,000.00S taff A dmin and Misc-$17,589.58T otal Balance$982,410.42T otal P roject Balance$1,500,588.42Construction Contract-$2,915,258.44CMCI-$415,019.00Contingencies-$744,981.00T otal S hortage-$2,574,670.02 T otal P roject Cost T o-Date$449,411.58Current Construction Cost$4,075,258.44T otal P roject Cost$4,524,670.02 2 2
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same purpose and capacity as the structure replaced. Here, the Project involves reconstructing the ballfield facilities located on the same site as the facilities.
The City has also considered whether the proposed Project is subject to any exception to the Class 2 exemption, as set forth in State CEQA Guidelines section 15300.2. No exception applies for the following reasons:
a) The location exception only applies to Class 3, 4, 5, 6, and 11 exemptions, none of which are being utilized here.
b) The proposed Project would not result in any significant cumulative impacts on the environment. The cumulative impacts exception does not apply because the Project has no incrementally significant impacts on the environment.
c) A categorical exemption may be subject to an exception where there is a reasonable possibility that the activity will have a significant effect on the environment due to unusual circumstances. The proposed Project does not involve any unusual circumstances and has no potential to result in a significant impact on the environment.
d) Under the “scenic highways” exception, a categorical exemption may be subject to an exception where the project may result in damage to scenic resources within a highway officially designated as a state scenic highway.
The exception does not apply here as the Project would not damage any scenic resources within a state scenic highway.
e) The Project is not located on a site which is included on any list compiled pursuant to Section 65962.5 of the Government Code.
f) The Project site does not contain a historical resource. 2021-2025 Strategic Targets and Goals
This project is consistent with Key Target No.4: Economic Growth & Development.
Completion of this project will improve park assets by providing ADA compliant features and improvements to the baseball field to provide a safe and well-maintained community park.
Fiscal Impact
There is no General Fund impact associated with this action. Fiscal Year 2024/25 CIP Budget will be amended by $2,574,670.02 using the Cultural Development fund balance.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2024-175:
1.Approving the award of an Agreement with Bilbro Construction Company, Inc. in the amount of $2,915,258.44 for the Construction of the Speicher Park 2 2
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Ballfields Improvements (Project); and
2.Approving Task Order Number 001 with TKE Engineering, Inc., in the amount of $415,019 for construction management and inspection services for the project; and
3.Authorizing the project construction contingencies, professional services contingencies, and administrative costs in the amount of $744,981 for construction of the Project; and
4.Authorizing the Director of Finance and Management Services to amend the FY 2024/25 CIP Budget by $2,574,670.02 using the Cultural Development fund balance to bring the current project budget to $4,075,258.44.
5.Authorizing the City Manager or designee to execute all documents with Bilbro Construction Company Inc., and TKE Engineering Inc. necessary to carry out the Project; and
6.Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the Project.
7. Finding the Project exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines § 15302 (“Replacement or Reconstruction”).
Attachments
Attachment 1 Resolution No. 2024-175
Attachment 2 Construction Agreement with Bilbro Construction Company, Inc.
Attachment 3 Bid Tabulation
Attachment 4 Bid Proposal
Attachment 5 CMCI Proposal -TKE Engineering Inc.
Attachment 6 Location Map
Ward:
Second Ward
Synopsis of Previous Council Actions:
June 1, 2022 Mayor and City Council adopted Resolution No. 2022-102 approving Fiscal Year 2023 & Fiscal Year 2024 Operating Budget and Capital Improvement Program FY 2023-2027.
August 17, 2022 Mayor and City Council approved award of Professional Services Agreement for On-Call Inspection Services.
November 16, 2022 Mayor and City Council approved award of a five-year On-Call Services Agreements with various engineering firms.
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March 1, 2023 Mayor and City Council adopted Resolution No. 2023-036 rejecting construction bids for Speicher Park Renovation Project.
June 21, 2023 Mayor and City Council adopted Resolution No. 2023-084 approving the award of a design services agreement with IDS Group Inc. for the Speicher Memorial Park Ballfield
Improvements Project.
March 6, 2024 Mayor and City Council approved Amendment No. 1 to the agreement with IDS Group Inc. in the amount of $209,179 for the Speicher Memorial Park Ballfield Improvements Project.