HomeMy WebLinkAbout2017-08-22; City Council; ; Adopt a Resolution awarding a contract for Leo Carrillo Ranch Stables Restoration and Chicken Coop/New Restroom Construction Project (CIP No. 4602) to Tovey-Shultz Constr#2
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Meeting Date
To:
From:
Staff Contact:
Subject
August 22, 2017
Mayor and City Council
Kevin Crawford, City Manager
Kyle Lancaster, Parks Services Manager
kyle.lancaster@carlsbadca.gov or 760-434-2941
Adopt a Resolution awarding a contract for Leo Carrillo Ranch Stables
Restoration and Chicken Coop/New Restroom Construction Project (CIP
No. 4602) to Tovey-Schultz Construction, Inc., in an amount not to
exceed $2,053,976
Recommended Action
Adoption of a Resolution awarding a contract for the Leo Carrillo Ranch Stables Restoration and
Chicken Coop/New Restroom Construction Project (CIP No. 4602) to Tovey-Schultz
Construction, Inc., in an amount not to exceed $2,053,976.
Executive Summary
In April 2014, the city entered into a professional services agreement with KTU+A to prepare
the Leo Carrillo Ranch Historic Park -Phase 3 Priorities and Cost Estimate Update. Community
outreach was a critical component incorporated in this update. In February 2015, after
receiving public input, the Leo Carrillo Ranch Historic Park -Phase 3 Priorities and Cost Estimate
Update was completed. The highest priority project identified in the update was restoration of
the stables, and the reconstruction of the chicken coop, with an adaptive use as a restroom.
On Aug. 23, 2016, the City Council approved the plans and specifications for the Leo Carrillo
Ranch Historic Park Stables Restoration and Chicken Coop/New Restroom Construction Project
(CIP No. 4602), and authorized the City Clerk to advertise the project for public bidding. The
project was subsequently advertised for public bidding, and the bids were due on Oct. 13, 2016.
One bid, from Act 1 Construction, Inc., in the amount of $2,332,718, was received at that time.
On Nov. 8, 2016, the City Council rejected that bid as non-responsive. On Nov. 16, 2016, the
project was re-advertised for public bidding, and the bids were due on Dec. 22, 2016. Two bids
were received at that time. Staff has reviewed the bids, and considered them to be responsive
to the advertisement. Staff is recommending the award of a contract to the low bidder, Tovey-
Shultz Construction, Inc., in an amount not to exceed $2,053,976.
Discussion
In Dec. 2013, the City Council accepted the Parks & Recreation Department's Needs Assessment
and Comprehensive Action Plan (Needs Assessment). One of the short term action items was
updating several parks' master plans to ensure the proposed amenities were consistent with
the community vision identified in the Needs Assessment.
Page 21
In April 2014, the city entered into a professional services agreement with KTU+A, a local
planning and landscape architecture firm, to prepare the Leo Carrillo Ranch Historic Park -
Phase 3 Priorities and Cost Estimate Update. Community outreach was a critical component
incorporated in this update. The city held a workshop on July 23, 2014, to discuss the
prioritization of the Phase 3 projects. Participation at the workshop included stakeholders such
as neighbors/residents of Rancho Carrillo, Friends of Carrillo Ranch representatives, park
volunteers and other community members interested in the preservation and future
programming for the park. The workshop began with a walking tour to give an opportunity for
community members to become familiar with the remaining projects. Attendees were asked to
consider how the remaining Phase 3 projects should be prioritized based on the following four
focus areas:
• Deterioration of structures & Secretary of the Interior Standards
• Public use of the park -How does the community access it?
• Private events -How do service vehicles access the park?
• Community desires from the Parks & Recreation Department's Needs Assessment
After receiving responses to these questions, and conducting additional research, KTU+A
proceeding in drafting the update. In February 2015, the Leo Carrillo Ranch Historic Park -
Phase 3 Priorities and Cost Estimate Update was completed. The highest priority project
identified in the update was the restoration of the stables, and the reconstruction of the
chicken coop, with an adaptive use as a restroom. KTU+A's cost estimate for the project, at that
time, was $740,450.
In June 2015, the City Council approved funding in the FY 2015-16 Capital Improvement
Program Budget to hire a design firm, specializing in historic preservation, for architectural
services on the project. In September 2015, the City Council awarded a contract to Page &
Turnbull, historic preservation architects, to prepare the project's construction plans and
specifications.
The stables restoration will include a large multi-purpose space on the lower level that can be
used for special events, as well as the elementary school programs on California history,
providing a much more weather friendly environment for children who participate in the
program at the ranch. The bunkhouse will be used to display furnishings and artifacts used by
workers during Carrillo's stays at the Ranch. Upon completion of the restoration, the stables will
be added to the docent tour, as well as the self-guided tour.
In order to accommodate the activities outlined above, the stables restoration will include a
new concrete floor, repair of the existing bunk house clay tile floor, repair of worn wood
features, interior lighting, replacement of the 20 plus year old wood shingle roof, repair of the
south porch, and a new ADA ramp to the lower level (Exhibit 2). A new set of decomposed
granite and wood timber stairs, and repairs to the existing exterior stairs, will round out the
stables' improvements.
Page 22
The chicken coop will be reintroduced to the Ranch as a public restroom facility, with modern
plumbing and a storage area. It will incorporate wood cladding on the sides, as depicted in
historical photographs taken in the 1930's and 1940's (Exhibit 3}. In addition, the surrounding
area of the project will receive minor drainage improvements, landscaping and irrigation.
In August 2016, after extensive coordination with staff, Page & Turnbull completed the project's
construction plans and specifications. On Aug. 23, 2016, the City Council approved the plans
and specifications, and authorized the City Clerk to advertise the project for public bidding
(Resolution No. 2016-172). Page & Turn bull's cost estimate for the project was $1,100,000.
The initial specifications for the project included a provision that no more than 50 percent of
the total work could be performed by subcontractors. In addition, certain construction at the
historic park is required to be performed in accordance with the Secretary of Interior Standards
for Historic Properties. This requirement limited the number of qualified contractors, with the
requisite amount of experience on historic structures, which are eligible to bid on the project.
On Oct. 13, 2016, one bid for the project was received. It was from Act 1 Construction Inc., in
the amount of $2,332,718. Upon review, staff determined the bid reflected over 60 percent of
the total work was to be performed by subcontractors. On Nov. 8, 2016, the City Council
rejected the bid as non-responsive, and authorized the re-advertisement of the project for
public bidding (Resolution No. 2016-224).
Prior to re-advertising the project for public bidding, staff revised the specifications, related to the
contractor experience requirement. The revised specifications allowed for a greater percentage
of the work on the new restroom to be performed by contractors with less historical
restoration experience work -since the structure is not historical, but rather is designed to
resemble a chicken coop that formerly stood on the property. The revised specifications also
permitted as much as 75 percent of the total work, instead of as much as 50 percent of the
total work, to be performed by subcontractors. These revisions allowed for a broader pool of
contractors to bid on the project. Lastly, the bidding period was extended -from a standard of
30 days to 37 days -which allowed more time for contractors to research the project's
nuances, and thoroughly prepare bids. Page & Turnbull's cost estimate for the project
remained $1,100,000.
On Dec. 22, 2016, two bids for the project were received. The lowest responsive bid was from
Tovey-Schultz Construction, Inc., in the amount of $2,053,976. The other responsive bid was from
Act 1 Construction, Inc., in the amount of $2,227,470.
Fiscal Analysis
Escalating construction costs, and a robust construction climate in San Diego County over the past
few years have contributed to much higher bids than anticipated for this project. In addition, the
fact that certain construction at a historic park is required to be performed in accordance with
Secretary of Interior Standards for Historic Properties, limits the number of contractors having
the requisite amount of experience on historic structures that are eligible to bid on this project.
Page 23
In February 2015, the KTU+A's cost estimate for construction of this project was $740,450. In
August 2016 and November 2016, Page and Turnbull's cost estimate for construction of this
project was $1,100,000. In December 2016, after two advertisements for public bidding, the
lowest responsive bid received for this project was $2,053,976, from Tovey-Shultz Construction,
Inc. Due to the significant disparity between the design firm's cost estimate and the bids
received, staff sought a separate cost estimate from Schneider CM, a local construction
management firm. In February 2017, Schneider CM's cost estimate for construction of this
prnject was $1,999,241. That most recent cost estimate is approximately 3 percent below the
lowest responsive bid received for this project. Tovey-Schultz Construction, Inc. has agreed to
honor the bid until fall 2017.
This project is funded with Public Facility Fee Funds and Park-in-Lieu Fee Funds. There are
sufficient funds in the Leo Carrillo Ranch Park -Phase 3 Capital Improvement Program Budget.
This project represents two elements of 20 total elements identified in the Leo Carrillo Ranch
Park Master Plan -Phase 3. Implementation of projects for the balance of the elements will be
subject to separate scheduling and funding appropriations.
Next Steps
Presuming award of the subject contract for the Leo Carrillo Ranch Stables Restoration and
Chicken Coop/New Restroom Construction Project, staff anticipates construction commencement
on or about October 2, 2017, and completion in the summer of 2018.
Environmental Evaluation (CEQA)
On Jan. 13, 1998, the City Council approved the Master Plan for the Leo Carrillo Ranch Historic
Park, which outlined a three-phase development plan for the park. Subsequently, on Dec. 15,
1999, the Planning Commission approved a Conditional Use Permit {CUP 99-22) and adopted a
Mitigated Negative Declaration {MND) and a Mitigation Monitoring and Reporting Program
(MMRP) for the park. This project is within the scope of the prior environmental documents for
the park and no further environmental documentation is required per CEQA Guidelines Section
15162. All applicable mitigation measures contained in the prior environmental document
have been incorporated into the new construction documents.
Public Notification
Public notification of this pending project occurred through the two advertisements for pubic
bidding. In addition, this item was noticed in accordance with the Ralph M. Brown Act and was
available for public viewing and review at least 72 hours prior to the scheduled meeting date.
Exhibits
1. Resolution awarding a contract for the Leo Carrillo Ranch Stable Restoration and Chicken
Coop/New Restroom Construction Project {CIP No. 4602) to Tovey-Schultz Construction,
Inc., in an amount not to exceed $2,053,976.
2. Rendering and elevation of the restored stables.
3. Rendering and elevation of the constructed chicken coop/new restroom.
Page 24
RESOLUTION NO. 2017-161
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA AWARDING A CONTRACT FOR THE LEO CARRILLO RANCH
STABLES RESTORATION AND CHICKEN COOP/NEW RESTROOM
CONSTRUCTION PROJECT {CIP NO. 4602) TO TOVEY-SCHULTZ
CONSTRUCTION, INC., IN AN AMOUNT NOT TO EXCEED $2,053,976.
EXHil3l I l
WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary,
desirable, and in the public interest to implement the Leo Carrillo Ranch Stables Restoration and
Chicken Coop/New Restroom Construction Project {CIP No. 4602) ("Project"); and
WHEREAS, on Aug. 23, 2016, the City Council adopted Resolution No. 2016-172 approving the
contract documents, plans, provisions and specifications, and authorizing the City Clerk to advertise
the Project for bids; and
WHEREAS, on Oct. 13, 2016, one bid was received from Act 1 Construction, Inc. in the amount
of $2,332,718, which was determined to be non-responsive; and
WHEREAS, On Nov. 8, 2016, City Council adopted Resolution No. 2016-224, rejecting the bid
and authorizing the re-advertisement of the project; and
WHEREAS, on Dec. 22, 2016, two bids were received; and
WHEREAS, Tovey-Schultz, Inc., the apparent low bidder, submitted a bid in the amount of
$2,053,976, that was determined to be responsive and responsible; and
WHEREAS, staff is recommending the City Council award of a contract to Tovey-Schultz
Construction, Inc., in an amount not to exceed $2,053,976; and
WHEREAS, sufficient funds for this project are available in the Leo Carrillo Ranch Park-Phase 3
Capital Improvement Program Budget; and
WHEREAS, subsection 3.28.040(C)(5) of the Carlsbad Municipal Code authorizes the City
Manager to approve change orders in the amount equal to the contingency set at the time of project
award.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows that:
1. The above recitations are true and correct.
2. The Mayor is hereby authorized and directed to execute a contract with Tovey-Schultz
Construction, Inc., for the implementation of the Leo Carrillo Ranch Stables Restoration
and Chicken Coop/New Restroom Construction Project (CIP No. 4602) in accordance
with the contract documents, plans, provisions, and specifications referred to herein, in
an amount not to exceed $2,053,976.
3. The City Manager or designee is hereby authorized to approve construction change
orders, singly or in aggregate, up to $205,398 for the Project.
4. The award ofthis contract is contingent upon Tovey-Schultz Construction, Inc. executing
the required contract and submitting the required bonds and insurance policies, as
described in the contract, within 20 working days of adoption of this resolution. The City
Manager may grant reasonable extensions of time.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 22nd day of August, 2017, by the following vote, to wit:
AYES: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
NOES: None.
ABSENT: None.
(SEAL)
MULTI-PURPOSE ROOM
WEST ELEVATION
SOUTH ELEVATION
LEO CARRILLO RA.NCH HISTORIC PARK
STABLE RESTORATION
EXHIBIT 2 Page 28
.l.. -· I ....... -·--. ...
-. -
-. =
11 11 11 II II II I lEWIF
I
EAST ELEVATION WEST ELEVATION
NORTH ELEVATION VJEW LOOKING SOUTH
LEO CARRILLO RANCH HISTORIC PARK EXHIBIT 3
NEW RESTROOMS Page 29
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