Agenda Item No. 11
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Service/City Engineerv� Landon Kern, Assistant City Engineer
FOR: City Council Meeting of April 11, 2022
SUBJECT: Award of Contract - Five Winds Ranch Amphitheatre Project No. 11171 RECOMMENDATION:
That City Council:
1. Award and authorize the Mayor to execute a contract, and the City Manager or his designee to administer the terms of the contract to the lowest responsible bidder, Urban Habitat of La Quinta, Ca in the amount $318,923.65 for Five Winds Ranch Amphitheatre Project No. 11171; and
2. Approve the amount of $25,000 for construction contract contingency and the amount of $14,000 for construction contract administration/inspection costs for a total construction budget in the amount of $357,923.65; and
3. Approve the plans and specifications prepared for this project.
BACKGROUND/DISCUSSION:
On August 14, 2016, City Council approved the creation of the Five Winds Ranch Improvement Advisory Council Committee with representatives from the Trails and Open Space Committee; Youth Advisory Committee; Planning Commission; Economic Development Advisory Committee; and Parks and Recreation Commission.
On April 10, 2017, City Council approved and authorized the Mayor to execute a contract with Architerra Inc., A California Corporation - Architerra Design Group (ADG), to provide professional services for Landscape and Architectural Conceptual Plans, a Market Feasibility Study and Community Outreach for the Five Winds Ranch Park project.
On June 11, 2018, the City Council reviewed the conceptual plan prepared for the Five Winds Ranch Park Project by ADG. The concept plan was developed based on input from the outreach efforts and the Five Winds Ranch Improvement Advisory Council Committee. On June 8, 2020, City Council reviewed and approved the revised conceptual plan for the Five Winds Ranch Park Project
Over the last two years, staff has coordinated the completion of various site improvements at Five Winds Ranch, consistent with the approved conceptual plan. These improvements included site .o
City Council April 11, 2022
Award of Contract - Five Winds Ranch Amphitheatre Project No. 11171
preparation for the 2020 and 2021 Make a Difference Day events, landscaping/irrigation improvements, site grading for the amphitheatre, roadways, parking areas, and the application of roadway base material to the roadway sections. These phases of work have also been completed in an effort to prepare for the upcoming re -opening of El Dorado Ranch Park, which will be celebrated by the two-day festival scheduled for the weekend of June 24th/25th.
Staff has identified several remaining site improvements, primarily in the vicinity of the Amphitheatre and lake area, that are required in order to accommodate the upcoming event, the re -opening of El Dorado Ranch Park and the overall development of the Five Winds/El Dorado Ranch Park facility that has been envisioned for many years. As a result, staff prepared the design plans and construction bid documents for the proposed Five Winds Ranch Amphitheatre Project (Project). The Project includes grading and site preparation work for the access roads, lake maintenance road, multi -use trails, ADA paths, amphitheater and additional parking areas at the west end of the site. The Project also includes the installation of concrete stairs, a concrete sidewalk section, decomposed granite trail/access path and railing/fencing around the top of the amphitheatre area, and concrete improvements to accommodate the event tent foundation/flooring (for future events).
During the Project planning phase, staff had several meetings with stakeholders, neighbors and other community members to discuss the remaining site improvements, including the proposed amphitheater. Several of the concerns raised at these meetings included aesthetics, screening of the Five Winds Ranch facility from Oak Glen Road and neighboring properties, and sound/music emanating from the amphitheater area during certain events. To address these concerns, staff had previously worked with the City's consultant landscape architect to determine the types of trees that were planted along the south side of the facility along Oak Glen Road and more recently, additional trees have been planted in specific locations on the south side of recently graded equestrian oriented pads to provide additional screening. Since the proposed amphitheater area is planned to be used to hold events with live or amplified music, staff also consulted with audio professionals with experience in music production and sound attenuation to seek input regarding the design of the amphitheater. Based on their input regarding placement of different types of speakers (line array, bass, point source, etc.) and how they broadcast sound, the Project includes the installation of a natural rock wall for sound attenuation along most of the amphitheatre perimeter, specifically the southwestern, southern and eastern sides of the amphitheater which are between the amphitheater and Oak Glen Road.
The Project was advertised for construction bids in March of 2022. On April 5t', three (3) sealed bids were received and opened as follows.
Bidder
Bid Amount
Urban Habitat
$318,923.65
MMG Engineering Inc.
$325,100.00
Three Peaks Corporation
$336,360.00
The Engineer's Estimate for the Project is $310,000. Urban Habitat, Inc. is the apparent low bidder for the Project with a bid in the amount of $318,923.65. Staff has reviewed the apparent low bidder's -47-
City Council April 11, 2022
Award of Contract - Five Winds Ranch Amphitheatre Project No. 11171
bid documents and determined that they meet the contract specifications for the Project. Urban Habitat has performed similar work for other public agencies and their work has been deemed satisfactory. As a result, staff recommends that City Council award a contract in the amount of $318,923.65 to Urban Habitat for the Project.
FISCAL IMPACT:
The FY2021/2022 Capital Improvement Program includes the available funding in the table below for the Project:
Funding Source
Amount
Parks Capital Replacement Fund
$105,000
General Fund Unassigned Fund Balance
409,000
Pass Through Redevelopment Agency Funds
230,000
Total Available Funding
$744,000
The table below includes the total costs to date for the overall project and the estimated construction costs for the Project:
Description
Amount
Design/Administration/Staff Time
57,600.00
Site Grading/Site Preparation/Irrigation System/Misc. Costs 318,700.00
Subtotal
$376,300.00
Proposed Construction Costs
Proposed Construction Contract
$318,923.65
Proposed Construction Contract Contingency
25,000
Proposed Construction Contract Administration/ Inspection 14,000
Total Proposed Construction Budget
$357,923.65
Total Proposed Estimated Costs
$734,223.65
With the funding included in the table above, there is sufficient funding available to accommodate staff s recommendations.
Attachments: Bid Summary
Agreement
Amphitheater Project Plans
Approved by:
Five Winds Ranch Amphitheatre
Owner:City of Yucaipa
Bid O enin :2022-04-05
marks an anowaoce
Engineer's Estimate
Urban Habitat
MMG Engineering Inc.
Three Peaks Corporation
PO Box 1177 La Quinta
1401 Warner Avenue Suite
B
PO Box 101
La Quinta, CA 92247
Tustin, CA 92780
Calimesa, CA 92320
US
US
US
Bid Status:Valid
Bid Status:Valid
Bid Status:Valid
Five Winds Ranch Outdoor Amphitheatre
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1 MOBILIZATION
1 LS
$U.00
0.00 8,057.50
8,057.50
$50,000.00
50,000.00
15,000.00
$15,000.00
2 BLADE 4 #8217;WIDE, 2 #8217; DEEP KEY
210
CY
$U.OU
0.00 83.09
17,448.90
280.00
56,800.00
148.00
31,080.00
3 REGRADE E%,STING 1:15LOPE TO 2:1 MAX
1100
SF
SU.OU
0.00 1.14
1,254.00
5.70 6,270.00
2.75 3,025.00
4 CONSTRUCT TWO 2 10 #8217; WIDE
1 LS
$0.00
0.00 66,096.55
66,096.55
38,500.00
38,500.00
51,840.00
51,840.00
5 CONSTRUCT AMPHITHEATRE SAFETY
300
LF
, U.OU
0.00 28- 32
110.00
200.00
6 CONSTRUCTS #8217; WIDE DECOMPOSED
1200
SF
,0.00
0.00 6.12
$7,344.00
7,344.00
5.00 $6,000.00
6,000.00
3.80 $4,560.00
4,560.00
7 CONSTRUCT 6 #8221; THICK CONCRETE
5800
SF
$0.00
$0.06
13.69 79,4 22.00
$69,600.00
515.00
$87,000.00
8 GRADE PROPOSED ACCESS ROAD, 2:1 SLOPE
1500
CY
S0.05
0.00 2.52
3,780.00
11.50 17,250.00
11.15 $16,725.00
9 PLACE AND COMPACT 6 #8223; THICK BASE
9700
SF
$0.00
0.00 1.65
16,005.00
1. 00
15,520.00
1.60 15,520.00
30 CONSTRUCT 10 #8217; WIDE, 4 #8221;
1970
SF
$0.00
0.00 8.81
17,355.70
8.00 15,760.00
13.00 25 610.00
11 INSTALLATION OF STRAW SOIL -BINDER
is
8000
Sf
, 0.00
0.00 1.26
10,080.00
0,080.00
0.45 3,600.00
1.00 8,000.00
12 SPREAD AND COMPACT E%CE55 MATERIAL
CY
$U.00
0.00 3.78
6.00 10,800.00
30.00 36,360.00
Bid List Total
0.00 318,923.65
325,100.00
336,360.00
Total Bid Amount
$0.00
$318,923.65
$325,200.00
$336,360.00
Listed Subs
Black Rock Construction
282 N St Crispen
Brea, CA 92821
Dunn's Fence Comany
PO Box 1070
Baldwin Park, CA 91706
m
AGREEMENT
THIS AGREEMENT is made and entered into this 11th day of Apri12022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Urban Habitat , located at
Contractor / Company Name
La Quinta CA 92247
City State Zip Code
P.O. Box 1177
Street Address
760-345-1101 hereinafter referred to as "Contractor".
PROJECT: Five Winds Amphitheatre Proiect No. 11171
Phone
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Three Hundred Eighteen Thousand, Nine Hundred Twenty -Three and Sixty -Five Cents ($318,923.65) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Jennifer Crawford,
Assistant City Manager/City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Andrew Hamilton, Director of Finance
& Administrative Services
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
David Avila, Mayor Date
CONTRACTOR:
Date
-50-