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Home My WebLink About2003-03-04; City Council; 17091; Bid Extenstion: Aviara Community ParkI I RECOMMENDED ACTION : It is recommended the City Council ADOPT RESOLUTION NO. 2003-059 approving an extension to July 16, 2003 of the lowest responsive, responsible bid received on December 4, 2002 for the construction of Aviara Community Park, City Project No. 36991. I ITEM EXPLANATION : Status of Construction Bids On August 13, 2002, the City Council adopted Resolution No. 2002-244 approving the plans and specifications and authorizing the advertisement of bids for the construction of Aviara Community Park, City Project No. 36991. On December 4, 2002, five (5) sealed bids were received and opened in public by the City’s Purchasing Department as follows: Swinerton Builders, Incorporated, San Diego I. E. Pacific, Incorporated, San Diego C. E. Wylie Construction Company, San Diego Wier Construction Corporation, Escondido Woodcliff, Corporation, Sherman Oaks $ 10,080,000. $ 10,236,000. $ 10,821,000. $ 10,867,000. $ 11,460,000. The pre-bid, final design estimate for the project was prepared by the independent construction estimating firm of Construction Analysts, Incorporated on behalf of the City and totaled $1 0,675,884. Purchasing, Recreation, and Engineering Department staff have reviewed the bid documents submitted by the apparent low bidder Swinerton Builders, Incorporated and have found them to be complete and in compliance with the bid requirements. Therefore, staff has determined Swinerton Builders, Incorporated to be the lowest responsive, responsible bidder for this project. The City has received no bid protests for this project. Construction was anticipated to commence in February, 2003 with completion and the park open for public use by Spring of 2004. Due to the current State budget situation, the Aviara Community Park Project has been placed “on-hold” pending review of all current and planned CIP projects. I Praiect Budget Background Aviara Community Park is a Growth Management priority project. The 24 acre site is intended to be developed as a predominately active recreation facility which helps meet the City-wide and quadrant-wide community recreation needs. In 2002, the project Masterplan was unanimously approved by both the Parks and Recreation Commission and the City Council. The required local agency permits and entitlements were similarly approved unanimously by the City’s Planning Agenda Bill No. 17,091 Page 2 Commission. Lastly, the project has secured all other Federal, State, and Regional Agency permits and approvals. The construction of Aviara Community Park was originally approved by the City Council to be completed in its entirety in one phase and will include: - Mass grading of the entire park site, substantial landscaping, irrigation, and utilities; - 18,500 square foot Community Center facility; - Two (2) 1,200 square foot combination restroom and storage facilities; - Park maintenance facility including a 1,200 square foot maintenance building; - One (1) lighted baseball / softball field; - Four (4) lighted outdoor half-court basketball courts; - A large children’s tot-lot with several play structures and other play equipment; - Five (5) picnic shelters with tables, barbeques, benches, drinking fountains, etc.; - One (1) lighted adult size soccer field with synthetic turf (converts to 2 children size - Two (2) parking lots with 230 parking spaces; - Integrated public art component. fields); The City Council has previously appropriated a total of $1 1,997,890 of Public Facilities Fee (“PFF”) funds for this project. The following is a breakdown of costs expended to date and the remaining PFF funds currently appropriated and available for the construction phase of this project: Revised Construction Phase Estimate Based Upon Bids Received: Construction (includes $66,100 of State reimbursement for waterline) $ 10,080,000 7% Construction Contingency 705,600 Construction Management 489,880 Construction Phase Building Architecture 93,966 Construction Phase Civil Engineering & Landscape Architecture 82,460 City Inspection and Special Building Inspection 75,000 Commercial Testing of Concrete, Soils, Masonry, Structural Steel, etc. 80,000 City Supplied and Installed Building Fixtures, Furnishings, & Equipment 400,000 City Supplied and Installed Computer, Telephone, and Security Systems 150,000 City Supplied and Installed Maintenance Facility Systems and Equipment 100,000 Public Art Component including Design, Fabrication, and installation 100,000 Miscellaneous FF&E Contingency 50,000 Total Construction Phase: $1 2,406,906 Pre-Construction Costs Expended to Date: Entitlements, Permits, and Design Total Estimated Proiect Cost: Total Current Appropriations: Additional Project Funds Required: $809,881 $1 3,216,787 $1 1,997,890 $1,218,897 Agenda Bill No. 17,091 Page 3 As is evident from the above, the total estimated project cost is under-funded by $1,218,897. This is due to the original project estimate, which appears in the CIP, was based upon Master Plan level and very preliminary, conceptual design level drawings. As the design of the project progresses over time and architectural, interior design, engineering, and landscape architecture details are developed, a much more complete and detailed estimate is possible. The project designed and bid is identical to the project described in the City Council approved Master Plan for Aviara Community Park. The development of the overall park, and the proposed park components therein, had a great deal of public input and was previously approved by the Parks and Recreation Commission, the Planning Commission for regulatory entitlements and permits, and finally by the City Council. The budget shortfall for this project is just one piece of a larger shortfall developing for all Public Facilities Fee funded projects in the CIP. The Finance Department has projected there will be insufficient PFF funds available for all future PFF projects. The additional funds required for Aviara Community Park is representative of development costs rising at a level greater than the PFF fund can generate revenue. As indicated earlier, the Aviara Community Park Project has been placed “on-hold” pending a review of all current and future projects during the upcoming FY 2003 - 2004 CIP budget process. The bids for the construction of this project expire on March 4, 2003 which is 90 days from the original bid opening date of December 4, 2002. Two (2) options exist with respect to the bids received: 1. Reject All Bids at this Time Reject all bids at this time and defer the entire project to the FY 2003 - 2004 CIP budget review. This option would resolve the immediate project budget shortfall and allow staff and the City Council time to review all CIP projects for priority, timing, phasizing opportunities, and other considerations. Staff wishes to point out, however, rejecting the bids at this time potentially exposes the City to additional project costs if the next round of competitive construction bids received in the future for this project are higher than those currently received by the City. 2. Extend the December 4.2002 Bid Received from the Low Bidder to July 16, 2003 In a letter dated February 20, 2003 (attached as Exhibit 3), Swinerton Builders, Incorporated has offered its agreement to extend their December 4, 2002 bid price to July 16, 2003 without escalation. This option gives the City the maximum flexibility possible by keeping intact the original bid price of the project during the upcoming FY 2003 - 2004 CIP review period. Following the CIP budget deliberations, if the City Council wishes to proceed with the complete construction of Aviara Community Park in FY 2003 - 2004, then the City can award the bid in July, 2003 because it has retained the low bid value by virtue of an approved bid extension from the low bidder. Alternatively, if the City Council wishes not to proceed with this project or chooses to phase a portion of the project to a later date, then the extended bid can simply be rejected by the City Council in July, 2003. 3 I Agenda Bill No. 17,091 Page 4 Staff recommends Option 2 above which would provide maximum flexibility to the City when evaluating the priority of Aviara Community Park in relation to other projects in the upcoming FY 2003 - 2004 CIP review. PROJECT PHASING OPPORTUNITIES This project can be phased by deferring the construction of the large Community Center building to a future fiscal year. The estimated construction cost of the Community Center building is $3.2 million. The remainder of the park, including all components, identified on page 2 above, should be built together to take advantage of construction economies and install all needed infrastructure up front. This would enable a much more effective use of the park by the public upon completion of a first phase. The City Council will review all current and future park projects, including opportunities for phasing, during the upcoming FY 2003-2004 CIP budget review OPERATING COST ESTIMATES It is important to identify the operating costs that are associated with the Aviara project. The matrix below shows an estimate of the operational and maintenance costs associated with the park. Revenue projections have been based upon current park fees, future facility fees, which will be proposed to Council, and offering over 175 instructional class programs to the community. FUNCTION PARKS RECREATION TOTAL OPERATION COSTS PARK I COMMUNITY I COMBINED I COMMENTS ONLY TOTAL CENTER $227,200 0 $413,000 $366,000 @ $47,000 01 FTE Custodian Personnel 0 2 FTE Parks $324,000 $96,800 0 @ 3 FTE Rcpt( 1 )] [Mgr(l )SUP(l) $274,200 $737,000 $462,800 REVENUE ($478,000) ($257,800) ($220,200) NET $259,000 $205,000 $54,000 FISCAL IMPACT: There is no additional cost to the City for proceeding with either Options 1 or 2 as discussed above. The project budget shortfall for Aviara Community Park as discussed on Pages 2 and 3 above will need to be included and considered in the City Council’s FY 2003 - 2004 CIP review in the next few months. Agenda Bill No. 17,091 Page 5 EXHIBITS: I. Resolution No. 2003-059 extending the bid for Aviara Community Park. 2. Location Map. 3. Letter dated February 20, 2003 from Swinerton Builder, Incorporated. EXHIBIT 2 I February 20,2003 EXHIBIT 3 Mi. John Cahill City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008 Re: Aviara Community Park Contract No. 36991 Dear John, INTEGRITY Via Facsimile & U.S. Mail E x p E E Swincrron Buildcrs CA Lic. N" 92 17140 Rcmardo Ccnccr Dr. Suite 216 San Diego, CA YLL2H-2088 Td: 858/622-4040 Fa; t358/622-$044 www.swinmon.com In accordance with the Notice Inviting Bids for the above referenced project, please let this letter serve as Swinerton Builders agreement and authorization to extend the period that our bid is held in force. Swinerton Builders uuderstands the City of Carlsbad is re-evaluating recent budget cuts and the potential impact on this project and, therefore, may not be in a position to award the project prior to the 90-day period which expires on March 4,2003. Swinerton Builders agrees to hold our current bid valid until Wednesday, July 16,2003. Please let us know if you need any further information. Very truly yours, Swinerton Builders Mark E. Payne Operations Manager Ssln Diego Division Cc: D. Adair M. Piscitello File 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2003-059 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN EXTENSION OF THE LOWEST RESPONSIVE, RESPONSIBLE BID RECEIVED FOR THE CONSTRUCTION OF AVIARA COMMUNITY PARK, CITY PROJECT NO. 36991 WHEREAS, the City Council of the City of Carlsbad, California, did 'previously adopt Resolution No. 2002-244 approving the plans and specifications and authorizing the advertisement of construction bids for Aviara Community Park, City Project No. 36991; and WHEREAS, five (5) sealed bids were received and opened by the City on December 4, 2002 for the above referenced project; and WHEREAS, the lowest responsive, responsible bid is determined to be submitted by Swinerton Builders, Incorporated, in the amount of $10,080,000; and WHEREAS, the City Council wishes to include Aviara Community Park in its deliberations of FY 2003 - 2004 Capital Improvement Program budget priorities; and WHEREAS, the City Council hereby finds necessary, desirable, and in the public interest to extend the aforementioned bid received from Swinerton Builders, Incorporated. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the lowest responsive, responsible bid for the construction of the Aviara Community Park Project was submitted by Swinerton Builders, Incorporated in the amount of $1 0,080,000. 3. That an offer of agreement from Swinerton Builders, Incorporated dated February 20, 2003 to extend its December 4, 2002 bid price to July 16, 2003 without escalation is hereby approved and the City Clerk is directed to forward a copy of this resolution to Swinerton Builders, Incorporated, attention: Mr. Mark Payne, 17140 Bernard0 Center Drive, Suite 216, San Diego, California 92128. I// /I/ /I/ //I 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 4th day of March , 2003 by the following vote, to wit: AYES: Council Members Lewis, Finnila, Kulchin, Hall and Packard. NOES: None. ABSENT: None. ATTEST -2- (SEAL) March 6,2003 Swinerton Builders, Inc. Attn: Mark Payne, Operations Manager 17140 Bernard0 Center Drive, suite 216 San Diego, CA 92128 Re: Bid Extension - Aviara Community Park Dear Mr. Payne: At their March 4, 2003 meeting, the Carlsbad City Council took action to accept your offer of agreement dated February 20, 2003 to extend your December 4, 2002 bid price to July 16, 2003, without escalation, regarding Aviara Community Park. . Enclosed is Resolution No. 2003-059 memorializing Council’s action. If you have any questions, please feel free to call me at 760-434-2927. Sincerely, Deputy City Clerk Enclosure 1200 Carlsbad Village Drive 0 Carlsbad, CA 92008-1989 - (760) 434-2808 @