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Home My WebLink About2014-11-25; City Council; 21790; Awarding Contract Replacement Synthetic Turf Poinsetia Community Park Soccer Field Ohno ConstructionCITY OF CARLSBAD - AGENDA BILL AB# 21.790 ADOPT RESOLUTION AWARDING A CONTRACT FOR THE REPLACEMENT OF THE SYNTHETIC TURF AT POINSETTIA COMMUNITY PARK SOCCER FIELD TO OHNO CONSTRUCTION COMPANY DEPT. DIRECTOR ¥y- MTG. 11/25/14 ADOPT RESOLUTION AWARDING A CONTRACT FOR THE REPLACEMENT OF THE SYNTHETIC TURF AT POINSETTIA COMMUNITY PARK SOCCER FIELD TO OHNO CONSTRUCTION COMPANY CITY ATTY. DEPT. P&R ADOPT RESOLUTION AWARDING A CONTRACT FOR THE REPLACEMENT OF THE SYNTHETIC TURF AT POINSETTIA COMMUNITY PARK SOCCER FIELD TO OHNO CONSTRUCTION COMPANY CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. 2014-267 awarding a contract for the replacement of the synthetic turf at Poinsettia Community Park soccer field - Contract No. PWS 15-22PKS - to Ohno Construction Company, ITEM EXPLANATION: The parks & recreation department recently completed an advertisement for bid to replace the synthetic turf at the Poinsettia Community Park soccer field. The existing synthetic turf soccer field at Poinsettia Community Park is over 11 years old and is in need of replacement due to age and wear. The heavy use ofthis field has resulted in corresponding splits/tears and diminished overall quality ofthe synthetic turf. This replacement project includes removal ofthe existing synthetic turf from the soccer field, minor re- grading and re-compaction of the subsurface, and installation of a new high quality synthetic turf. The new synthetic turf is expected to meet the high usage demand ofthis field, and last another decade plus. The overall playability ofthe field will be considerably enhanced as a result ofthis project. On September 23, 2014 the City Council adopted Resolution 2014-152 approving contract documents and authorizing the City Clerk to advertise for bid the replacement of the synthetic turf at Poinsettia Community Park - Contract No. PWS 15-22PKS. The Engineer's estimate for the project was $650,000. On November 6, 2014, four bids for the project were received and opened by staff. Those bids were: CONTRACTOR NAME BASE BID AMOUNT Sprinturf, LLC $525,000.00 Ohno Construction Company $609,000.00 Byrom-Davey, Inc. $648,000.00 Palm Engineering Construction Company $760,000.00 Sprinturf, the apparent low bidder, submitted a bid with the intent of installing its requested substitution of the synthetic turf surfacing product specified in the advertised contract documents. Pursuant to Public Works Contract Code Section 3400, staff performed a careful review of Sprinturf s submittal for its requested substitution of the synthetic turf surfacing product. Based on the technical product information provided by Sprinturf in response to the advertised substitution criteria, staff determined the requested Sprinturf product could not be considered an approved substitute. On November 10, 2014, staff notified Sprinturf of this determination and the fact that Sprinturf would instead be expected to comply with all components ofthe advertised bid documents. DEPARTMENT CONTACT: Kyle Lancaster, 760-434-2941, kyle.lancaster@carlsbadca.gov FOR CLERK USE. COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED A-CONTINUEDTO DATE UNKNOWN • CONTINUED RETURNED TO STAFF • WITHDRAWN • OTHER - SEE MINUTES • AMENDED • REPORT RECEIVED • Page 2 On November 11, 2014, in response to staff's notification, Sprinturf informed staff that it does not install the synthetic turf surfacing product specified in the advertised bid documents, and would therefore not meet that product's installation requirements. In reviewing Sprinturf's bid submittal, staff noted evidence that Sprinturf installs only its own products (and by deduction, does not install the product specified in the advertised bid documents). Specifically, Sprinturf's 'Bidder's Statement of Technical Ability and Experience' lists the previous installation of synthetic turf at dozens of other sites over the last several years, all ofwhich reflect a Sprinturf synthetic turf surfacing product only. Due to the above, staff concluded that the bid of Sprinturf was non-responsive to the advertised bid documents. Consequentially, staff is recommending the City Council award a contract for this project to the next lowest bidder, Ohno Construction Company. This bidder did not request a substitution ofthe synthetic turf surfacing product, and its bid is responsive to the advertised bid documents. Staff is recommending the award of contract in a not-to-exceed amount of $665,500.00 ($609,000.00 in base bid, plus $56,500.00 in contingency). The contingency funds may be used toward the project's three additive alternate bid items, i.e., six soccer goal anchors, a handicapped accessible walkway, and a maintenance access path. ENVIRONMENTAL IMPACT The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301 - minor alteration of existing public facilities or structures involving negligible or no expansion. FISCAL IMPACT: During the FY 13/14 Capital Improvement Program Budget review, funding for this project was approved by the City Council in the amount of $665,000.00. That allocation is adequate to cover the not-to-exceed amount ofthe proposed contract. EXHIBITS: Resolution No. 2014-267 . awarding a contract for the replacement of the synthetic turf at Poinsettia Community Park soccer field - Contract No. PWS 15-22PKS - to Ohno Construction Company. 1 RESOLUTION NO. 2014-267 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AWARDING A CONTRACT FOR THE REPLACEMENT OF THE SYNTHETIC TURF AT POINSETTIA COMMUNITY PARK SOCCER 4 FIELD-CONTRACT NO. PWS 15-22PKS-TO OHNO CONSTRUCTION COMPANY 3 5 6 7 8 9 10 WHEREAS, the contract documents, general provisions, supplemental provisions, and technical specifications necessary to perform the replacement of the synthetic turf at the Poinsettia Community Park soccer field have been prepared, are on file in the parks & recreation administration office, and are incorporated by reference herein; and 11 WHEREAS, the existing synthetic turf soccer field at Poinsettia Community Park is over 12 11 years old and is in need of replacement due to age and wear; and 13 WHEREAS, the heavy use of this field has resulted in corresponding splits/tears and 14 diminished overall quality ofthe synthetic turf; and 15 WHEREAS, on September 23, 2014 the City Council adopted Resolution 2014-224 approving contract documents, plans, provisions and specifications, and authorizing the City 18 Clerk to advertise for bid the replacement of the synthetic turf at the Poinsettia Community 19 Park soccer field - Contract No. PWS15-22PKS; and 20 WHEREAS, on November 6, 2014, four bids for the project were received and opened by 21 staff; and 22 2^ WHEREAS, the engineer's estimate for the project was $650,000; and 24 WHEREAS, Sprinturf, the apparent low bidder, submitted a bid with the intent of 25 installing its requested substitution of the synthetic turf surfacing product specified in the advertised contract documents; and 27 28 1 WHEREAS, based on the technical product information provided by Sprinturf in 2 3 4 5 6 installs only its own products; and WHEREAS, staff concluded that the bid of Sprinturf was non-responsive to the advertised bid documents; and response to the advertised substitution criteria, staff determined the requested Sprinturf product could not be considered an approved substitute; and WHEREAS, Sprinturf informed staff that it does not install the synthetic turf surfacing product specified in the advertised bid documents, and would therefore not meet that 7 product's installation requirements; and 8 WHEREAS, in reviewing Sprinturfs bid submittal, staff noted evidence that Sprinturf 9 10 11 12 j2 WHEREAS, staff is consequentially recommending award of a contract for this project to 14 the next lowest bidder, Ohno Construction Company, in a not-to-exceed amount of 15 $665,500.00 ($609,000.00 in base bid, plus $56,550 in contingency); and WHEREAS, sufficient funds are available in the Capital Improvement Program Project 17 Budget to address a contract with Ohno Construction Company, forthis project; and 18 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 2Q California, as follows that 21 1. The above recitations are true and correct 22 2. The City Council of the City of Carlsbad awards a contract for the replacement of 23 the synthetic turf at Poinsettia Community Park soccer field - Contract No. PWS15- 24 22PKS - to Ohno Construction Company. 25 26 27 28 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 The Mayor of the City of Carlsbad is hereby authorized to execute a contract with Ohno Construction Company, for replacement ofthe synthetic turf at Poinsettia Community Park soccer field - Contract No. PWS15-22PKS - in accordance with the plans, specifications, and contract documents referred to herein. 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 ofthe City Council ofthe City of Carlsbad on the 25*^ day of November 2014, by the following vote to wit: AYES: NOES: Council Members Packard, Wood, Schumacher, Blackburn. None. ABSENT: Mayor Hall. MATT HALL, Mayor ATTEST: ^\\iiTrii, RBARA ENGLESON, City>d erk