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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 CA Review e CITY COUNC IL Staff Report 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 THIS PAGE WAS INTENTIONALLY LEFT BLANK Page 30