The URL can be used to link to this page

Home My WebLink About2019-10-22; City Council; ; Construction contract for the Stagecoach Community Park Synthetic Turf Replacement Project.CA Review A LE,- @ S~~fi R~port Meeting Date: To: From: Staff Contact: Subject: Oct. 22, 2019 Mayor and City Council Scott Chadwick, City Manager Kyle Lancaster, Parks & Recreation Director kyle.lancaster@carlsbadca.gov, 760-434-2941 Construction contract for the Stagecoach Community Park Synthetic Turf Replacement Project. Recommended Action Adopt a Resolution awarding a construction contract to Ohno Construction Company, for the Stagecoach Community Park Synthetic Turf Replacement Project (CIP No. 47421), in an amount not-to-exceed $1,504,240. Executive Summary The existing synthetic turf on the two multi-purpose fields at Stagecoach Community Park is nearly 14 years old and is in need of replacement due to age and wear. The existing synthetic turf has surpassed its eight-year warranty period and its expected useful life. The significant use of these multi-purpose fields over the nearly 14-year period has resulted in corresponding splits/tears and diminished overall quality of the synthetic turf. Staff has completed a Request for Bids process for the Stagecoach Community Park Synthetic Turf Replacement Project. On Sept. 12, 2019, a total of five bids were received. The apparent low bid, from Byrom-Davey, Inc., was determined to be non-responsive due to (a) its proposal to subcontract more than 50 percent of the work, and (b) its mathematical error in the sum of the line items which was not waivable. The next lowest bid, from Ohno Construction Company, was determined to be responsive, with a bid total of $1,504,237. Sufficient funds are available for the construction contract, construction administration, and project contingency in the Capital Improvement Program Project Budget Replacement Project. Staff recommends the award of a construction contract to Ohno Construction Company, in an amount not-to-exceed $1,504,240. The City Council's action is required because the construction contract exceeds $200,000 (C.M.C. Section 3.28.080(C)). Discussion Background On July 23, 2019, the City Council adopted a resolution approving the contract documents, plans and specifications for the Stagecoach Community Park Synthetic Turf Replacement Project and authorizing the City Clerk to advertise the project for public bids (Resolution No. 2019-132). The replacement project includes removal of the existing synthetic turf with a sand and non-coated crumb rubber granulate infill from the multi-purpose fields; minor re-grading and re-compaction of the subsurface; and installation of high-quality synthetic turf with a sand Oct. 22, 2019 Item #4 Page 1 of 5 and coated crumb rubber granulate infill. Both the specified synthetic turf and infill material are to be warrantied for a period of eight years and are intended to meet the community's usage demand at this park for a full decade. Bid Analysis The Engineer's estimate for the project was $1,500,000 -$1,600,000. On September 12, 2019, five bids for the project were received and opened by staff. Those bids are listed below. CONTRACTOR BASE BID Byrom-Davey, Inc. $1,373.,027.00 Ohno Construction Company $1,504,237.50 Asphalt Fabric & Engineering, Inc. $1,510,536.15 SprinTurf, LLC. $1,655.000.00 Kya Services, LLC $1,755,936.00 The apparent low bidder, Byrom-Davey, Inc. submitted a bid that was subsequently determined to be non-responsive. Byrom-Davey, lnc.'s bid proposed to subcontract nearly 69 percent of the work. Per the documents included in the Notice Inviting Bids, "Any bid that proposes performance of more than 50 percent of the work by subcontractors or otherwise to be performed by forces other than the Bidder's own organization will be rejected as non- responsive. Additionally, Byrom-Davey lnc.'s bid contained a miscalculation of the sum of the line items (i.e., $1,373,027, instead of $1,356,972). That error would entitle Byrom-Davey, Inc. to withdraw the bid without forfeiting the bid bond under California Public Contract Code Section 5103, and is therefore not a waivable error, as it would confer a competitive advantage. The next lowest bid, from Ohno Constructi_on Company, was determined to be responsive, with a bid total of $1,504,237. Fiscal Analysis The total funding appropriated for this Capital Improvement Program Project is $2,200,000. To date, $35,000 has been encumbered for the project's design and monitoring costs. The total estimated construction costs for this project are reflected in the following table. STAGECOACH COMMUNITY PARK SYNTHETIC TURF REPLACEMENT PROJECT-CIP NO. 47421 TOTAL PROJECT FUNDS AVAILABLE $2,165,000 Construction Contract $1,504,240 Construction Contingency (Estimated) $150,425 Construction Management and Inspection (Estimated) $60,000 TOTAL PROJECT COSTS {ESTIMATED) $1,714,665 TOTAL PROJECT FUNDS REMAINING AFTER CONSTRUCTION (ESTIMATED) $450,335 Maintenance costs for these fields are expected to decrease slightly with the installation of the new synthetic turf, due to the repair of most splits/tears being covered under a normal use eight-year warranty. Oct. 22, 2019 Item #4 Page 2 of 5 Next Steps Staff anticipates this project's construction to commence in early to mid-December 2019 and to be complete by early to mid-March 2020. Environmental Evaluation (CEQA) This project has been determined to be exempt from environmental review per CEQA Guidelines Section 15301, minor alteration of existing facilities. Public Notification 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. Staff also included the athletic groups that ordinarily play on these multi-purpose fields in the review/revision of the project plans. Staff also advised those groups ~f the fields' scheduled closure during construction. Additionally, staff will provide general public notification of the fields' scheduled closure via the placement of sign age on site, and the posting of bulletins on the Parks & Recreation Department webpage. Exhibits 1. City Council Resolution Oct. 22, 2019 Item #4 Page 3 of 5 RESOLUTION NO. 2019-212 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AWARDING A CONSTRUCTION CONTRACT TO OHNO CONSTRUCTION, FOR THE STAGECOACH COMMUNITY PARK SYNTHETIC TURF REPLACEMENT PROJECT (CIP NO. 47421), IN AN AMOUNT NOT- TO-EXCEED $1,504,240. WHEREAS, the contract documents, plans, provisions, and specifications necessary to perform the replacement of the synthetic turf at the Stagecoach Community Park multi-purpose fields are on file in the City Clerk's Office, and are incorporated by reference herein; and WHEREAS, the existing synthetic turf multi-purpose fields at Stagecoach Community Park is nearly 14 years old and is in need of replacement due to age and wear; and WHEREAS, the heavy use of this field over time has resulted in splits/tears, and a diminished overall quality of the synthetic turf; and WHEREAS, on July 23, 2019, the City Council adopted a resolution approving the contract documents, plans, provisions and specifications, and authorizing the City Clerk to advertise for bid the Stagecoach Community Park Synthetic Field Replacement Project -CIP No. 47421; and WHEREAS, on Sep. 12, 2019, five bids for the project were received and opened by staff; and WHEREAS, the engineer's estimate for the project was $1,500,000 to $1,600,000; and WHEREAS, the apparent low bid, from Byrom-Davey, Inc., was determined to be non-responsive due to (a) its proposal to subcontract more than 50 percent of the work, and (b) its mathematical error in the sum of the line items which was not waivable; and WHEREAS, the next lowest bid, from Ohno Construction Company, was determined to be responsive, with a bid total of $1,504,237; and WHEREAS, sufficient funds are available for the construction contract, construction administration, and project contingency in the Capital Improvement Program Project Budget. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the Mayor is hereby authorized and directed to execute a construction contract with Ohno Construction Company for the Stagecoach Community Park Synthetic Turf Replacement Project (CIP No. 47421), in an amount not-to-exceed $1,504,240. 3. That the City Manager or designee is hereby authorized to approve construction change orders, singly or in aggregate, up to $150,425, for the project. 4. That the award of this contract is contingent upon Ohno Construction Company 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. 5. That the City Clerk is authorized to return to the respective bidders all bid bonds. Oct. 22, 2019 Item #4 Page 4 of 5 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 22nd day of October 2019, by the following vote, to wit: AYES: Hall, Blackburn, Bhat-Patel, Schumacher. NAYS: ABSENT: \ jt((\o¼At~<J 1,e-RBARA ENGLESON, City Clerk (SEAL) 11111111111111,,,,1 ~,,,,,tf! CA ,.;.''1,,,✓• ~0"" ~✓~ ,f'A .. ···~·~-% ~ J....,, .•• ~· • •• V' ~ g .... /~\~~ \Ot~w~)CJ ~~----.~-----· § ¾~, ···········e..\\'i-.~ ~,,,,,;-IFOf\'~•\,,,,~ '"111,111111111111' Oct. 22, 2019 Item #4 Page 5 of 5