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Home My WebLink About2017-09-12; City Council; ; and directing staff to revise Poinsettia Community Park-Ph. Ill Construction Project plansCA Revie..H-_> CITY COUNCIL Staff Report Meeting Date To: From: Staff Contact: Subject September 12, 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 rejecting bids received for Aviara Community Park- Ph . II and Poinsettia Community Park-Ph. Ill Construction Projects; and directing staff to revise Poinsettia Community Park-Ph. Ill Construction Project plans/specifications to remove dog park, and explore relocation Recommended Action Adoption of a Resolution rejecting all bids received for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects (Capital Improvement Program Nos. 4604 and 4605); and directing staff to revise the Poinsettia Community Park-Phase Ill Construction Project plans and specifications to remove the dog park, and explore its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center. Executive Summary The Aviara Community Park -Phase II Construction Project and the Poinsettia Community Park - Phase Ill Construction Project were designed together and intended to be bid as one unit. The design of the Poinsettia Community Park -Phase Ill Construction Project includes a dog park. During the bidding process, multiple residents, and representatives of home owners' associations, requested that the dog park not be constructed in the master planned location of Poinsettia Community Park. The predominant reason for these requests was the desire to leave that location, referred to as "the grassy bowl," as an unstructured play area. While staff was designing and bidding the Aviara Community Park-Phase II and Poinsettia Community Park-Phase Ill Construction Projects, staff was also conducting a feasibility study for a master planned multigenerational recreation center at Poinsettia Community Park. A multigenerational recreation center was ultimately found to be not feasible as envisioned at this community park. As a result, the segment of Poinsettia Community Park that was master planned for a multigenerational recreation center can now be considered and studied for other potential uses. Based on the findings of this feasibility study, and in response to the recent requests received from the public, staff recommends the Poinsettia Community Park-Phase Ill Construction Project plans and specifications be revised to remove the dog park. If this recommendation is approved by the City Council, staff would first seek public input on the concept of relocating the Page 375 #14 dog park to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center. In conjunction with the recommendation to revise the Poinsettia Community Park-Phase Ill Construction Project plans and specifications to remove the dog park, staff recommends rejection of all bids received for the Aviara Community Park - Phase II and Poinsettia Park-Phase Ill Construction Projects. Discussion The Aviara Community Park -Phase II Construction Project plans included in the bid documents consist of a large passive outdoor community gathering space with a stage, individual picnic areas, and a group picnic shelter that contains restrooms and a catering support room. The Poinsettia Community Park -Phase Ill Construction Project plans included .in the bid documents consist of a dog park -with separate areas for large and small dogs, a multi-sports arena field, a new larger playground -with equipment for two age groups, and six pickleball courts. The receipt of public input occurred throughout the development of these projects, beginning with stakeholder interviews and open public meetings for these parks in 2014. This early public input contributed to the development of the Aviara Community Park and Poinsettia Community Park Master Plan Updates, from which the projects were designed. The projects were designed together and intended to be bid as one unit, in order to take advantage of soils export/import needs associated with the respective amenities; the close proximity of the parks; and the available economies of scale in construction. On Sept. 27, 2016, the City Council approved the plans and specifications for the Aviara Community Park -Phase II and Poinsettia Park -Phase Ill Construction Projects, and authorized the City Clerk to advertise them for public bidding (Resolution No. 2016-199). On October 7, 2016, the projects were advertised for public bidding. On Nov. 10, 2016, three bids were received for the projects. All three bids were subsequently determined to be non- responsive. On Jan. 10, 2017, the City Council rejected the bids and approved of staffs pending action to revise the bidding provisions/forms, extend the advertisement period, and re- advertise the projects for public bidding (Resolution No. 2017-005). On Feb. 2, 2017, the projects were re-advertised for public bidding. On March 21, 2017, seven bids for the projects were received. After the apparent lowest bidder withdrew its bid, the next lowest responsive bid received was from Western Rim Constructors, Inc., in the amount of $6,797,556. During the bidding process, multiple residents, and representatives of home owners' associations, requested that the dog park not be constructed in the master planned location of Poinsettia Community Park. The master-planned bcation is presently a grass-laden drainage detention basin, referred to as "the grassy bowl" by many of the requesters. The predominant reason for the requests to not construct the dog park in the master planned location was the desire to leave "the grassy bowl" as an unstructured play area. While staff was designing and bidding the Aviara Community Park -Phase II and Poinsettia Community Park-Phase Ill Construction Projects, staff was also conducting a feasibility study for a master planned multi-generational community recreation center at Poinsettia Community Park, titled "Big Idea No. l ." On Aug. 22, 2017, the City Council accepted the findings of that feasibility study (Resolution No. 2017-172). In specific, the resolution states: Page 376 " ... while a smaller facility; i.e. 35,000 square foot or less, could certainly be possible at Poinsettia Community Park, it is not recommended since it does not fulfil the intended vision of the Big Idea in serving the community's diverse needs to the greatest possible extent at this site ... " " ... with Poinsettia Community Park deemed not to be a feasible site for a multigenerational community recreation center as envisioned, the same segment of the park can now be considered and studied for other potential uses ... " Based on the findings of that feasibility study, and in response to the recent requests received from the public, staff recommends revising the Poinsettia Community Park -Phase Ill Construction Project plans and specifications to remove the dog park, and exploring its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center. If this recommendation is approved by the City Council, staff would first seek public input on the concept of relocating the dog park to the segment of the community park initially envisioned for a multigenerational recreation center. Should this concept receive mostly favorable input from the public, staff would prepare an amendment to Poinsettia Community Park's Master Plan, and potentially to its conditional use permit, reflecting the dog park located in this segment. In addition, staff would administer the designing, bidding and construction of a new capital improvement program project for the dog park located in this segment. These processes would be carried out separately from the re- designing, bidding and construction of the other amenities currently master planned for the Aviara Community Park -Phase II and Poinsettia Park -Phase Ill Construction Projects. In conjunction with the above recommendation, staff recommends the rejection of all bids received for the Aviara Community Park-Phase II and Poinsettia Park-Phase Ill Construction Projects. If this recommendation is approved by the City Council, staff would re-engage the design team to revise the Poinsettia Community Park -Phase Ill Construction Project plans and specifications to remove the dog park. The revisions to those documents would require a period of approximately three months to complete. At the conclusion of that period, staff would return to the City Council for approval of the Aviara Community Park-Phase II and Poinsettia Community Park-Phase Ill Construction Projects' plans and specifications, and authorization for the City Clerk to advertise them for public bids. Fiscal Analysis The design team's initial efforts on the Poinsettia Community Park -Phase Ill Construction Project included the development of the plans and specifications for the dog park in its master planned location. The estimated cost already incurred for those design efforts is $50,000. If the recommended action is approved by the City Council, staff would direct the design team to revise the Poinsettia Community Park -Phase Ill Construction Project plans and specifications to remove the dog park. The estimated cost to be incurred with those revisions is $20,000. In addition, staff would seek public input on the concept of relocating the dog park to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center. The estimated cost to be incurred with seeking this input is $10,000. Sufficient funds are available in the Poinsettia Community Park -Phase Ill Construction Project's Capital Improvement Program Budget to address the above items. Page 377 Next Steps If the recommended action is approved by the City Council, staff would seek public input on the concept of relocating the dog park to the segment ofthe community park initially envisioned for a multigenerational recreation center. Staff would also re-engage the design team to revise the Poinsettia Community Park -Phase Ill Construction Project plans and specifications to remove the dog park. Staff would embrace revising the Poinsettia Community Park-Phase Ill Construction Project plans and specifications to remove the dog park, and exploring its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center. In so doing, staff would be adhering to the Parks & Recreation Department's Mission Statement: "To promote community health and wellness while building a culture that embraces change and continuous improvement." Environmental Evaluation (CEQA) The recommended action to reject all bids received for the Aviara Community Park-Phase II and Poinsettia Community Park-Phase Ill Construction Projects has been determined to be exempt from environmental review per CEQA Guidelines Section 15061(b)(4); the bids will be rejected or disapproved by a public agency. 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 rejecting all bids received for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects (Capital Improvement Program Nos. 4604 and 4605); and directing staff to revise the Poinsettia Community Park -Phase Ill Construction Project plans and specifications to remove the dog park, and explore its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center. 2. Site Plan and Renderings ofthe Aviara Community Park-Phase II Construction Project 3. Site Plan and Renderings of the Poinsettia Community Park-Phase Ill Construction Project Page 378 RESOLUTION NO. 2017-185 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REJECTING ALL BIDS RECEIVED FOR THE AVIARA COMMUNITY PARK -PHASE II AND POINSETTIA COMMUNITY PARK - PHASE Ill CONSTRUCTION PROJECTS {CAPITAL IMPROVEMENT PROGRAM NOS. 4604 AND 4605); AND DIRECTING STAFF TO REVISE THE POINSETTIA COMMUNITY PARK -PHASE Ill CONSTRUCTION PROJECT PLANS AND SPECIFICATIONS TO REMOVE THE DOG PARK, AND EXPLORE ITS RELOCATION TO THE SEGMENT OF POINSETTIA COMMUNITY PARK INITIALLY ENVISIONED FOR A MULTIGENERATIONAL RECREATION CENTER EXHIBIT I WHEREAS, on Sept. 27, 2016 the City Council of the City of Carlsbad, California, through Resolution 2016-199, approved the plans and specifications for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects (Capital Improvement Program Nos. 4604 and 4605), and authorized the city clerk to advertise for public bidding; and WHEREAS, on Nov. 10, 2016, three sealed bids for the projects were received; and WHEREAS, all three bids were subsequently determined to be non-responsive; and WHEREAS, on Jan. 10, 2017, through Resolution No, 2017-005, the City Council rejected the bids and approved of staff's pending action to revise the bidding provisions/forms, extend the advertisement period, and re-advertise the projects for public bidding; and WHEREAS, on Feb. 2, 2017, the projects were re-advertised for public bidding; and WHERAS, on Mar. 21, 2017, seven bids for the projects were received; and WHERAS, during the bidding process, multiple residents, and representatives of home owners' associations, requested that the dog park not be constructed in the master planned location of Poinsettia Community Park; and WHEREAS, while staff was designing and bidding the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects, staff was also conducting of a feasibility study for a master planned multigenerational recreation center at Poinsettia Community Park; and WHEREAS, a multigenerational recreation center was ultimately found to be not feasible as envisioned at this community park; and WHEREAS, the segment of Poinsettia Community Park that was initially envisioned for a multigenerational recreation center can now be considered and studied for other potential uses; and WHEREAS, based on the findings of this feasibility study, and in response to the recent requests received from the public, staff recommends the Poinsettia Community Park -Phase Ill Construction Project plans and specifications be revised to remove the dog park; and WHEREAS, staff recommends exploring the relocation of the dog park to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center; and WHEREAS, staff recommends the City Council reject the bids received on Mar. 21, 2017, in accordance with the provisions of Carlsbad Municipal Code 3.28.080(G)(3). NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. The above recitations are true and correct. 2. The bids received on Mar. 21, 2017 for the Aviara Community Park -Phase II and Poinsettia Community Park -Phase Ill Construction Projects (CIP Nos. 4604 and 4605) are rejected, in accordance with Carlsbad Municipal Code section 3.28.080 (G)(3). 3. The City Clerk is authorized to return to the respective bidders all bid bonds received. 4. Staff is directed to revise the Poinsettia Community Park -Phase Ill Construction Project plans and specifications to remove the dog park, and explore its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center. .., -' PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 12th day of September, 2017, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. (SEAL) AVIARA COMMUNITY PARK-PH. II CONSTRUCTION SITE PLAN BUILDING FLOOR PLAN -... ,__ ------ 245SF --R"'...U.-UP DOOR UP?ER C.i?iBINETS STORAGE l'IJSF I.T. 8SF T-2"HIGH SCREEN VJALL, Ti?. EXHIBIT 2 Page 382 AVIARA COMMUNITY PARK -PH. II CONSTRUCTION BUILDING ELEVATIONS NORTH ELEVATION Aviara Community Park Community Building and Group Picnic Area WEST ELEVATION EAST ELEVATION BIRD'S EYE VIEW LOOKING NORTH Page 383 AVIARA COMMUNITY PARK -PH. II CONSTRUCTION BIRD'S EYE VIEW LOOKING SOUTH VIEW LOOKING SOUTH TOWARDS BUILDING AND GROUP PICNIC AREA Page 384 NITY PARK -PH. Ill CONSTRUCTION EXHIBIT 3 < NORTH LOCATION MAP Page 385 POINSETTIA COMMUNITY PARK -PH . Ill CONSTRUCTION DOG PARK -SITE PLAN .. I -~AL- DOG PARK -VIEW LOOKING NORTHWEST Page 386 POINSETTIA COMMUNITY PARK -PH . Ill CONSTRUCTION MULTI-SPORTS ARENA -SITE PLAN MULTI-SPORTS ARENA-VIEW LOOKING NORTHEAST Page 387 POINSETTIA COMMUNITY PARK -PH. Ill CONSTRUCTION PLAYGROUND -SITE PLAN PLAYGROUND -VIEW LOOKING NORTHWEST Page 388 POINSETTIA COMMUNITY PARK -PH. Ill CONSTRUCTION PLAYGROUND-VIEW LO.OKING SOUTHEAST PICKLEBALL COURT -SITE PLAN Page 389 THIS PAGE WAS INTENTIONALLY LEFT BLANK Page 390 Aviara Community Park –Ph. II and Poinsettia Community Park –Ph. III Construction Projects Chris Hazeltine, Parks & Recreation Director Kyle Lancaster, Parks Services Manager Sept. 12, 2017 Recommended Action Adoption of a Resolution rejecting all bids received for the Aviara Community Park –Ph. II and Poinsettia Community Park –Ph. III Construction Projects; and directing staff to revise the Poinsettia Community Park –Ph. III Construction Project plans and specifications to remove the dog park, and explore its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center Aviara Park -Ph. II Project •Plans included in the bid documents consist of: A large passive outdoor community gathering space with a stage, individual picnic areas, and group picnic shelter that contains restrooms and catering support Aviara Park -Ph. II Project Aviara Park -Ph. II Project Poinsettia Park –Ph. III Project •Plans included in the bid documents consist of: A dog park -with separate areas for large and small dogs, a multi-sports arena field, a new larger playground -with equipment for two age groups, and six pickleball courts. Poinsettia Park –Ph. III Project Poinsettia Park –Ph. III Project Poinsettia Park –Ph. III Project Poinsettia Park –Ph. III Project Poinsettia Park –Ph. III Project Public Input on Projects •Public input occurred throughout projects’ development: Incl. stakeholder interviews and open public meetings Input contributed to the Aviara Community Park and Poinsettia Community Park Master Plan Updates Designing and Bidding •Projects designed together and bid as one unit due to: Soils export/import needs associated with amenities Close proximity of these community parks Available economies of scale in construction Bidding Process •Sept. 27, 2016: Council approved the plans/specs for the projects, and authorized their advertisement for bidding •Oct. 7, 2016: The projects were advertised for bidding Bidding Process •Nov. 10, 2016: Three bids were received for the projects, all of which were found to be non-responsive •Jan. 10, 2017: Council rejected the bids and approved of staff’s action to revise bidding provisions/forms, extend the advertisement period, and re-advertise the projects Bidding Process •Feb. 2, 2017: Projects were re-advertised for bidding •Mar. 21, 2017: Seven bids were received The lowest responsive bid received was from Western Rim Constructors, Inc., in the amount of $6,797,556 Requests Regarding the Dog Park •Multiple residents, and HOA representatives requested that the dog park not be constructed in the master planned location of Poinsettia Community Park The master-planned location is a grass-laden drainage detention basin (a.k.a. “the grassy bowl”) Requests Related to Dog Park •The predominant reason for the requests to not construct the dog park in the master planned location was the desire to leave “the grassy bowl” as an unstructured play area Study on Recreation Center •Staff conducted a feasibility study for a master planned multi-generational community recreation center at Poinsettia Community Park •Aug. 22, 2017: Council accepted the findings of that feasibility study Study on Recreation Center •“…with Poinsettia Community Park deemed not to be a feasible site for a multigenerational community recreation center as envisioned, the same segment of the park can now be considered and studied for other potential uses…” Explore Relocation of Dog Park •Based on the findings of that study, and in response to the requests received from the public, staff recommends revising the Poinsettia Park –Ph. III Construction Project plans/specs to remove the dog park, and exploring its relocation to the segment of Poinsettia Park initially envisioned for a multi-gen. recreation center Poinsettia Park –Ph. III Project Explore Relocation of Dog Park •Staff would first seek public input on relocating the dog park to this segment of Poinsettia Community Park •Should this concept receive mostly favorable input, staff would prepare an amendment to the park’s master plan Separation of Dog Park Project •The designing, bidding and construction of a new capital improvement program project for the dog park would be carried out separately from the re-designing, bidding and construction of the other amenities currently master planned for Aviara and Poinsettia Community Parks Rejection of All Bids Received •Staff recommends the rejection of all bids received for the Aviara Community Park –Ph. II and Poinsettia Community Park –Ph. III Construction Projects Re-engage the design team to revise the Poinsettia Community Park –Ph. III Project plans/specs Rejection of All Bids Received •Revisions to documents will require approx. three months Return to Council for approval of the Aviara Community Park –Ph. II and Poinsettia Community Park –Ph. III Construction Projects’ revised plans/specs, and authorization for public bidding Recommended Action Adoption of a Resolution rejecting all bids received for the Aviara Community Park –Ph. II and Poinsettia Community Park –Ph. III Construction Projects; and directing staff to revise the Poinsettia Community Park –Ph. III Construction Project plans and specifications to remove the dog park, and explore its relocation to the segment of Poinsettia Community Park initially envisioned for a multigenerational recreation center Questions and Answers Parks & Recreation Needs Assessment •Community-wide assessment of what was needed in parks & rec. Conducted surveys, focus groups and public input meetings during 2013 Identified priority rankings for park facilities/amenities and rec. programs Report/action plan accepted by Commissions & Council in December 2013 Short term actions included updating the Community Parks Master Plans Community Parks Master Plan Updates •Updates specific to Pine Ave., Aviara & Poinsettia Community Parks Conducted surveys, focus groups and public input meetings during 2014 Identified new facilities/amenities for each park based on the input received Developed conceptual updates, incorporating the new facilities/amenities Master plan updates accepted by Commissions & Council in Nov./Dec. 2014 Community Parks Master Plan Improvements •All pending improvements were reviewed by the Planning Division Determined to be consistent with parks’ original Conditional Use Permits Any original mitigation measures that are applicable will be addressed Existing amount of parking spaces was surveyed, and found to be sufficient Community Parks Master Plan Improvements •Provided Opportunities for Public Input throughout Design Period Quarterly updates at focus group meetings and as-needed communications Monthly updates at Parks & Recreation Commission meetings Periodic updates at City Council meetings Ongoing postings of status/images on city’s website and at amenity locations