HomeMy WebLinkAbout2007-09-18; City Council; 19167; Poinsettia Park Tennis CourtsCITY OF CARLSBAD - AGENDA BILL
AB# 19,167
MTG. 9/18/07
DEPT.ENG
AWARD OF CONTRACT FOR CONSTRUCTS OF THE
POINSETTIA COMMUNITY PARK-PHASE 11A TENNIS COURTS,
PROJECT NO. 4502, BID NO. PWS08-01ENG, AND
APPROPRIATION OF FUNDS
DEPT. HEAD
CITY ATTY.
CITYMGR.
RECOMMENDED ACTION:
Adopt Resolution No. 2007-246 accepting bids and awarding the contract for the construction
of the Poinsettia Community Park Phase IIA Tennis Courts, Project No. 4502 BID NO. PWS08-
01 ENG and appropriating funds.
ITEM EXPLANATION:
The proposed Poinsettia Community Park Phase IIA Tennis Courts project is located in Poinsettia
Community Park, which is accessed from Hidden Valley Road, refer to Exhibit 1. There are three (3)
existing tennis courts at the site. The project will construct seven (7) additional tennis courts with
associated amenities, which are part of "Phase II" of the overall park master plan. The remaining
elements of Phase II to be constructed in the future include adding one (1) additional center tennis
court, a practice backstop, and tennis clubhouse to complete the "tennis complex" portion of the
master plan. Additionally, Phase II ultimately calls for a community center, second tot lot, enclosed
soccer, and expansion of the existing parking lot as well as several other minor amenities.
In addition to the seven (7) tennis courts this project also includes:
• Demolition work to remove existing vegetation, lights, trash can and pad, and water service
• Site grading including over excavation and recompaction
• Concrete stairway and access sidewalks
• Installation of utilities including storm drain and recycled water irrigation system
• Aluminum bleachers, pre-cast concrete picnic tables, tennis court shelters, and drinking
fountain
• Overhead lighting
• 10'high fencing around the courts
• Landscaping
On June 26, 2007, through the adoption of Resolution No. 2007-138, the City Council approved plans
and specifications and authorized the advertisements for bids for the construction of the Poinsettia
Community Park Phase IIA Tennis Courts, Project No. 4502, BID NO. PWS08-01ENG. Seven (7)
bids were received on August 14, 2007, and are summarized below.
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
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CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
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CONTRACTOR
1 . C.S. Legacy Construction, Inc.
2. Court Concepts, Inc.
3. Bonsai Construction Services Inc.
4. HTA Engineering & Construction, Inc.
5. Western Rim Constructors, Inc.
6. 3D Enterprises
7. Alvand Construction, Inc.
ITEM
Schedule A
Schedule B
Schedule A
Schedule B
Schedule A
Schedule B
Schedule A
Schedule B
Schedule A
Schedule B
Schedule A
Schedule B
Schedule A
Schedule B
BIDTOTAL
$1,219,796
$ 997,261
$1,271,811
$1,189,811
$1,288,000
$1,186,601
$1,330,000
$1,268,000
$1,355,000
$1,275,000
$1,467,000
$1,286,601
$1,698,000
$1,577,977
The Engineer's Estimate for this project is $1,291,000. Schedule A of the bids includes the entire
project, which is reflected in the Engineer's Estimate. Schedule B was included in the bid documents
in case the lowest bid for the entire project is above the Engineer's Estimate. Schedule B removes
certain components, such as the court shade shelters, bleachers, picnic tables, drinking fountains,
and associated trash receptacles, sidewalks, and lighting that were requested by citizens through
various workshops, from the project.
The bid documents also include a technical ability provision. The provision requires that the bidder
have experience in tennis court construction. Five (5) projects over the last two (2) years of similar
scope were required in the reference section of the bid document. The apparent low bidder, C.S.
Legacy Construction, Inc., does not meet this requirement. C.S. Legacy Construction, Inc. provided a
list of 72 references. Staff requested a clarification of the references to determine which were tennis
court projects. The contractor provided a letter, dated August 16, 2007, listing six (6) projects. Only
three (3) of those projects included tennis courts. The other three (3) projects have basketball courts
only. The contractor does not meet the technical ability requirements. Staff, therefore, recommends
that the bid from C.S. Legacy Construction, Inc. be deemed non-responsive and the contract be
awarded to the next lowest responsive bidder. Staff sent a certified letter to the contractor indicating
staff's recommendation to the City Council.
An evaluation of the remaining bids indicates that the second low bidder, Court Concepts, Inc., meets
all the requirements stipulated in the project's Notice Inviting Bids for Bid No. PWS08-01ENG. Staff
has reviewed the associated bid documents and finds them in order. Therefore, staff recommends
that Court Concepts, Inc. be awarded Schedule A of the contract bid document.
ENVIRONMENTAL IMPACT:
This project is consistent with CUP 92-05/HDP 92-09 approved by the Planning Commission in
October 1992, as well as the Mitigated Negative Declaration issued by the Planning Director on
July 30, 1992.
Page3
FISCAL IMPACT:
Following is a summary of estimated project costs.
Design Cost (Tennis Courts)$120,000
Construction (Court Concepts, Inc. - Schedule A)$1,271,811
Construction Contingency (10%)$128,000
Construction Management and Inspection (10%)$128,000
TOTAL ESTIMATED PROJECT COSTS $1,647,811
FY 07/08 APPROPRIATION $1,089,000
ADDITIONAL APPROPRIATION ANTICIPATED FOR CONSTRUCTION $558,811
Additional funds in the amount of $558,811 are needed to complete the project.
Approximately $12.5 million is programmed with Public Facilities Fee (PFF) funds in future years to
complete the remaining elements of Poinsettia Park, Phase II. It is anticipated these funds will be
needed to complete the remaining elements at the park (e.g. community center). Therefore, moving
future years' appropriations forward is not recommended. Moreover, additional funds for this project
are not available in the PFF Fund. However, funding is available in the Park-in-Lieu (SW) Fund.
Thus, staff is recommending that an additional $558,811 be appropriated from the Park-in-Lieu (SW)
Fund to fully fund this project.
EXHIBITS:
1. Location map.
2. Resolution No. 2007-246 accepting bids and awarding construction contract for the
construction of the Poinsettia Community Park Phase MA Tennis Courts, Project No. 4502 Bid
No. PWS08-01ENG and appropriation of funds.
DEPARTMENT CONTACTS: Eva Plajzer, 760-602-2787, eplai@ci.carlsbad.ca.us
Mark Steyaert, 760-434-2855, mstey@ci.carlsbad.ca.us
LOCATION MAP
SITE
NOT TO SCALE
VICINITY
MAP
NOT TO
SCALE
PROJECT NAME POINSETTIA COMMUNITY PARK
PHASE HA TENNIS COURTS
PROJECT
NUMBER
4502
EXHIBIT
1
DRAWN BY: SCOTT EVANS, CARLSBAD ENGINEERING DEPT. 5/21/07 C:\CAPITAL\PiAJZER\4502.DWG
1
RESOLUTION NO. 2007-246
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING
THE CONTRACT FOR THE CONSTRUCTION OF THE
4 POINSETTIA COMMUNITY PARK PHASE IIA TENNIS COURTS,
PROJECT NO. 4502, BID NO. PWS08-01ENG, AND
5 APPROPRIATION OF FUNDS.
6 WHEREAS, the City Council of the City of Carlsbad, California, has determined it
7 necessary, desirable, and in the public interest to construct seven additional tennis courts at the
8 Poinsettia Community Park; and
9 WHEREAS, on June 26, 2007, through the adoption of Resolution 2007-138, the City
10 Council approved the plans and specifications for furnishing of all labor, materials, tools,
11 equipment, transportation, and other expenses necessary or incidental to the Poinsettia
12 Community Park Phase IIA Tennis Courts, Project No. 4502, Bid No. PWS08-01ENG; and
13 WHEREAS, seven (7) sealed bids were received on August 14, 2007 for the project; and
14 WHEREAS, the lowest bidder, C.S. Legacy Construction, Inc. was found to be non-
15 responsive; and,
16 WHEREAS, the lowest responsive, responsible bid for Schedule "A" of the project was
17 submitted by Court Concepts, Inc. in the amount of $1,271,811; and,
18 WHEREAS, the second Low Bidder's bid for Schedule "A" is below the Engineer's
19 Estimate, thus basing the project award on schedule A solely; and,
20 WHEREAS, additional Park-in-Lieu (SW) funds need to be appropriated in the amount of
21 $558,811 to construct the project: and,
22 WHEREAS, there are sufficient Park-in-Lieu (SW) funds available for the additional
23 appropriation.
24 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
25
California, as follows:
26 1. That the above recitations are true and correct.
27 2. That the bid submitted by C.S. Legacy Construction, Inc. is non-responsive.
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1 3. That the bid submitted by Court Concepts, Inc. in the amount of $1,271,811 for
2 the project is hereby accepted and the Mayor is hereby authorized to execute the contract for the
3 construction of the Poinsettia Community Park Phase IIA Tennis Courts, Project No. 4502, Bid No.
4 PWS08-01ENG in accordance with the plans, specifications, and contract documents referred to
5 herein.
6 4. That the Finance Director is hereby authorized to appropriate an additional
7 $558,811 from the Park-in-Lieu (SW) Fund for the project.
8 5. That the City Manager is hereby authorized to approve construction change
9 orders up to $128,000 for Court Concepts, Inc. for the Poinsettia Community Park Phase IIA
10 Tennis Courts, Project No. 4502, Bid No. PWS08-01EN.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 18th day of September, 2007, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall and Nygaard.
NOES: Council Member Packard.
ABSENT: None.
ATTEST:
RRAINE M. WO0DJ
(SEAL) U