Item Number: {{item.number}}
City Council / Board of Directors
Public Hearing(s)
Meeting of: April 16, 2024
Submitted By:
Joe Slegers, Building Official
Subject:
Award of Construction Agreement to Huntington Beach Electric, Inc. and Notice of Exemption for the Hook Park Soccer Field Lighting Installation, Project CC24-077 Recommendation:
That the Honorable City Council:
1) Conduct the Public Hearing and receive testimony regarding the proposed project and contract;
2) Close the Public Hearing;
3) Find the proposed project categorically exempt from the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15314 – Minor Additions to Schools; 4) Adopt Resolution 24-022 amending the annual budget for Fiscal Year 2023-2024 to reflect an additional appropriation in the amount of $75,426.88; and 5) Approve a Construction Agreement in the amount not to exceed $198,000.00 to Huntington Beach Electric, Inc. for the Hook Park Soccer Field Lighting Installation, Project CC24-077.
Fiscal Impact:
The capital project budget for the Hook Park Soccer Field Lighting Project has a remaining budget of $142,373.12. The lowest responsive and responsible bid received for the project is $198,000.00. Staff is requesting an additional appropriation in the amount of $75,426.88 (Attachment A, Resolution No. 24-022) to cover the budget shortfall of $55,626.88 plus a 10% contingency in the amount of $19,800.00 for the Construction Agreement with Huntington Beach Electric. A summary of the fiscal impact is depicted below.
This project is funded by Recreation - Development Impact Fees (DIF), Fund 354, Account 3546000-55070-80058. Acting in accordance with the staff recommendation will result in a fiscal impact of $217,800.00.
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Strategic Plan Goal:
The City of Victorville Strategic Plan 2020-2023 identifies multi-year strategic goals and various strategies to work toward achieving those goals. The installation of the lighting and electrical infrastructure is the final piece of a project that supports the following strategic goal: Goal E, Invest in Infrastructure, focuses on creating a healthy and livable community by maintaining the City’s assets through investment in infrastructure and innovations, and Strategy 8, complete the Parks and Recreation Master Plan and determine priorities for implementation.
Background:
In 1985, the City entered into a Joint-Use Agreement (JUA) with Victor Valley Unified School District (VVUHSD) to develop a community park on vacant owned property adjacent to Hook Junior High School. The JUA has a 50-year term, expiring in September 2035 and has an automatic renewal under the same terms. The lease was amended in 1991, to include additional land to construct Hook Community Center and other park improvements.
In 2007, City staff requested permission to install sports field lighting and a cell tower at Hook Park from VVUHSD. VVUHSD unanimously approved the arrangement in June 2007. The cell tower was constructed following the approval, but the economic downturn prevented the City from fully funding the sports lighting project.
In December 2020, Council adopted the City’s Park and Recreation Master Plan (Master Plan). The Master Plan recommended upgrading lighting to encourage more play and provide security to user groups. Additionally, as pointed out in the Master Plan, the City is currently deficient in lighted multi-use fields.
Understanding the need, Council appropriated $400,000.00 in Recreation – Development Impact Fees (Fund 354) in the Fiscal Year 2021-2022 budget for the design, purchase, and installation of a lighting system for the Hook Park soccer field. Due to anticipated cost increases, additional funding in the amount of $130,000.00 was appropriated in the Fiscal Year 2022-2023 budget, bringing the total project budget to $530,000.
The project was initially delayed due to the COVID-19 pandemic. Staff were unavailable to begin the project because they were following and implementing health and safety guidelines as they were implemented by CalOSHA and vendors were unable to travel to the site to perform site walks and visits as the City’s lighting manufacturer, Musco, is from out-of-state. Staff were able to kick off the project in March 2022, as COVID restrictions were eased.
In March 2022, staff began soliciting bids for the electrical infrastructure design to support the new lighting systems. In June 2022, IDS Group was found to be the lowest responsible bidder and was awarded the design phase of the project. Design began in July 2022 and the initial construction drawings were completed in March 2023 (Attachment A). 3 5
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California public K–12 schools, community colleges, essential services buildings and various other state-owned and leased facilities must submit plans to the Division of the State Architect (DSA), who serve as the permitting authority in lieu of the City’s Building Department. The field lighting will be installed on school district property, thus, requiring the City to work with VVUHSD and DSA for plan review and construction inspections.
DSA ensures the project plans comply with state code requirements and provide approval before construction begins. The construction drawings for the project were submitted to DSA for review in March 2023 and were approved on December 21, 2023, allowing the project to move forward.
The next step for the project was to purchase a lighting system for the soccer field. Staff met with Musco Lighting on numerous occasions planning and designing the lighting system. On January 16, 2024, Council unanimously voted to approve the purchase of the lighting system provided by Musco Lighting. Staff have subsequently applied for the required Minor Site Plan approval with an Environmental Exemption through the Planning Department, which was approved administratively. On March 15, 2024, a CEQA Notice of Exemption was provided through that process and has been recorded with San Bernardino County on March 18, 2024.
Discussion:
On February 26, 2024, staff posted the Notice Inviting Bids on the City’s website and in the Victorville Daily Press for the Hook Park Soccer Field Lighting Installation, Project CC24-077. A mandatory job walk was conducted on March 11, 2024, with bids due on March 19, 2024. The following is a summary of bids received:
Contractor Location Bid
Huntington Beach Electric Huntington Beach, CA $198,000.00 Christianbelle Electric Hesperia, CA $198,300.00
TSR Construction Rancho Cucamonga, CA $204,400.00
Curran Electric Hesperia, CA $252,940.00
Ace Electric San Diego, CA $287,000.00
Rancho Pacific Electric Rancho Cucamonga, CA $370,400.00 After review and tabulation of the bid proposals, it was determined that Huntington Beach Electric is the lowest responsive and responsible bidder. Staff recommends that the City Council award a Construction Agreement (Attachment C) to Huntington Beach Electric for the Hook Park Soccer Field Lighting Installation, Project CC24-077 in the amount not to exceed $198,000.00.
Pursuant to Section 15314 of the California Environmental Quality Act (CEQA) entitled “Minor Additions to Schools”, projects consisting of minor additions to existing schools within existing school grounds where the addition does not increase original student capacity by more than 25% or ten classrooms, whichever is less, can be found Categorically Exempt from CEQA.
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Included in the additional appropriation request is a 10% contingency to cover costs associated with minor modification or scope additions. Though a change order is not anticipated, if one arises and the contingency is not in place, staff would be required to generate a report for a second appropriation and bring that forth for Council approval regardless of the change order amount, costing valuable time. Because we are completing this project on grounds controlled by VVUHSD, they have requested that the improvements be completed over the summer break to minimize interruptions to school functions. Staff recommends the approval of Resolution 24-022 including the 10% contingency, to establish a small reserve of funding for staff to utilize to address minor modifications and scope additions without the timely process of bringing it forth to Council.
All change orders will be addressed in accordance with V.M.C. 2.28.180, and any funds remaining in the account at the completion of the project will be rolled back into the Recreation – DIF fund for use on a future project.
Staff is available for questions.
Attachments: A. Resolution 24-022
B. Selected Construction Documents
C. Huntington Beach Electric Construction Agreement