Loading...
HomeMy WebLinkAbout2002-02-21; Parks & Recreation Commission; 202-7; Carrillo Ranch Phase II Development UpdatePARKS & RECREATION COMMISSION -AGENDA BILL AB# 202-7 TITLE : INFO MTG. DATE: 2-21-02 CARRILLO RANCH PHASE II DEVELOPMENT UPDATE ’ 0 ACTION STAFF: STEYAERT RECOMMENDED ACTION : Accept and file staff report. ITEM EXPLANATION : Staff will update the Commission on recent City Council action regarding the award of contract for Phase II development of the Carrillo Ranch Community Park. EXHIBITS: 1. City Council Agenda Bill # 16,531 CITY OF CARLSBAD - AGENDA BILL TITLE: hPPROPRtATKMt OF RDDtTtOhtRL FtAWS, APPRdVAL UF CUNSULTAKT ’m A ’ AWARD OF CONTRACT FOR CARRILLO RANCH PHASE II, AGREEMENT AMENDMENTS, AND APPROVAL OF ARTWORK 1 CITY.MG* RECOMMENDED ACTION: Adopt Resolution No. awarding the construction contract for Carrillo Ranch Phase 11, Contract No. Penick 81 Sons, Inc., appropriating additional funds, approving consultant agreement amendments for as-needed construction phase design support and construction management services, and approving artwork. ITEM EXPLANATION: On January 13, 1998, the City Council approved the Leo Carrillo Master Plan, which outlined the development plan for the park. Phase I of the park was completed in January 2000 and included construction of a perimeter wall and landscaping intended to secure the park from intruders. This phase of the project, “Phase II”, includes the following general categories of amenities: 1. Park utility infrastructure (water, electrical, drainage, etc.) 2. Grading 3. Entry drive and parking lot 4. Walkways 5. Building renovations 6. Landscaping 7. ‘ Signage These improvements will allow the park to be open for public use. Also included in the project is a public art component designed by artist Paul Hobson. Mr. Hobson served as the artist member on the original master plan team and was subsequently hired to design and build the wrought iron front gate for Carrillo Ranch. The design of the gate has the approval of the Carrillo Ranch Master Plan Steering Committee, the Arts Commission, and was on public display at both libraries with a favorable response. Council reviewed the conceptual model at the time they approved the design agreement with Mr. Hobson. The artist’s waiver has been signed. Installation of the gate is included as part of this project. Council approved advertisement for bids for this project on June 19, 2001, and on September 27, 2001 (the bid opening date), no bids were. received. Polling the contractors did not reveal one consistent reason for lack of interest in bidding. Several reasons for not bidding included certain contract requirements such as having to perform 50% of the work with their own forces (a typical City contract requirement), complexity of the project, a pre-qualification requirement for the historic preservation work, and easier projects in the market place to bid. Since no bids were received, the Public Contract Code section 22038 (C) allows the City to negotiate a contract directly with a qualified contractor of the City’s choice. The City Attorney and Purchasing Officer approved proceeding with selection of a contractor and negotiation of a fair contract price. The criteria for selecting the contractor was experience and ability to perform on projects of similar size and complexity, track record on other projects with the City of Carlsbad, demonstrated ability to negotiate fair costs for extra work, fair resolution of disputed items, willingness to correct work not meeting specifications, and workmanship exhibited on past projects. EXHIBIT 1 us5 v PAGE 2 OF AGENDA BILL NO. /6,53/ T. 8. Penick 8i Sons, fnc. met the selection criteria. Several years ago, they completed the City’s very complex and sensitive Carlsbad Village Drive Streetscape project with minimal impacts to the community, fair pricing for extra work, reasonable resolution of all contract issues, and their workmanship was of the highest standards. Additionally, they worked on other historic projects successfully with our preservation architectural consultant for the Ranch. Negotiations have been successfully completed -and staff recommends awarding the construction contract to T. B. Penick & Sons, Inc. While the final negotiated price bid exceeds the engineer’s estimate by approximately $650,000, staff has analyzed, in detail, the contractor’s prices on all the items and feels they are fair and equitable. Staff does not believe that re-bidding the project would result in a lower construction number. This project also requires “as-needed’’ design support and construction management services during construction to ensure successful completion. An amendment to the existing design agreement with KTU+A and an amendment to an existing as-needed construction management and inspection agreement with Simon Wong Engineering accompany this agenda bill. ENVIRONMENTAL REVIEW: A Negative Declaration was issued by the Planning Department and the Planning Commission issued a Conditional Use Permit (C.U.P. 99-22) on December 15, 1999 for the Leo Carrillo Master Plan, which includes all work scheduled in Phase II. FISCAL IMPACT: - The construction bid along with the construction support services exceeds the current appropriated budget. Construction Bid 150,000 Construction Phase Design Support, Survey, Materials Testing (KTU+A) . 21 0,000 Construction Management .& Inspection (Simon Wong) 524,000 Construction Contingency (1 5%) $3,492,000 TOTAL CONSTRUCTION COST . $4,376,000 Current Available Funds (Public Facility Fees) in the Carrillo Ranch Account - 3,750,000 ADDITIONAL APPROPRIATION REQUIRED $ 626,000 Adequate funds are available in Public Facility Fee account to cover the additional costs. Staff recommends an additional appropriation in the amount of $626,000 from the Public Facility Fee to the Carrillo Ranch Phase II account. EXHIBITS: 1. Resolution No. 2 -0 3 9 2. Location Map. 3. Amendment No. 2 to Extend and Amend Agreement with KTU+A for Design of Carrillo Ranch 4. Amendment No. 4 to Increase Contract Amount for As-Needed Project/Construction Phase II, Project No. 34561-2 Management ’ Services for Carrillo Ranch, Phase II, Contract 34561-2. 1 L - / I i; + t 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2002-039 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AWARDING THE CONSTRUCTION CONTRACT FOR CARRILLO RANCH PHASE 11, CONTRACT NO. 3456 1-2, APPROPRIATING ADDITIONAL FUNDS, APPROVING CONSULTANT AGREEMENT AMENDMENTS FOR AS-NEEDED CONSTRUCTION PHASE DESIGN SUPPORT AND CONSTRUCTION MANAGEMENT SERVICES AND APPROVING ARTWORK WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary and in the public interest to construct Carrillo Ranch Phase I1 improvements; and WHEREAS, plans and specifications for Carrillo Ranch Phase 11, Contract 34561-2, have been prepared and are on file in the Engineering Department of the City of Carlsbad; and WHEREAS, the project was publicly bid in accordance with the Public Contract Code. and no bids were received on the bid opening date, September 27,.200 1; and WHEREAS, in accordance with the Public Contract Code, section 22038 (C), the City of Carlsbad may negotiate a contract directly with a qualified contractor of the City of Carlsbad’s choosing: and WHEREAS, the City of Carlsbad has negotiated a fair and equitable price for the Carrillo Ranch Phase II, Contract 34561-2, improvements with T.B. Penick & Sons; and WHEREAS, staff recommends award of this negotiated contract to T.B. Penick & Sons, Inc. for the bid amount of $3,491,849; and WHEREAS, additional funds in the amount of $626,000 are required to be appropriated to successfully complete the project; and WHEREAS, amendments to the existing consultant agreements for construction phase design support with KTU+A and construction management services with Simon Wong Engineering are required to assist staff in completing this project; and WHEREAS, artwork, consisting of a wrought iron entry gate, has been designed and approved by the Carrillo Ranch Steering Committee, Arts Commission, and favorably received by the public through a public input process. NOW. THEREFORE, BE IT RESOL,VED by the City Council of the City of Carlsbad, California, as fOII0M:S: 2 3 1.; 1 i 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 1. That the above recitations are true and correct. 2. That the subject contract is hereby awarded to T.B. Penick & Sons, Inc. in the amount of 3. $3,491,849 and the Mayor is authorized and directed to sign said contract on behalf of the City Counci I. 4. That additional funds in the amount of $626,000 are hereby appropriated from the Public Facilities Fee Account to Project No. 3456 1-2. 5. That the City Manager is given the authority to approve construction change orders, singly or in aggregate, up to the amount of the specified contingency. 6. That Amendment No. 2 to Extend and Amend the Agreement with KTU+A for Design of Carrillo Ranch, Phase 11, Project No. 34561-2 is hereby approved and the Mayor and City Clerk are authorized and directed to execute said agreement. 7. That Amendment No. 4 to Increase Contract Amount for Simon Wong Engineering As-Needed ProjecKonstruction Management Services agreement for Carrillo Ranch, Phase 11, Project No. 3456 1-2 is hereby approved and the Mayor and City Clerk are authorized and directed to exec. said agreement. 8. That artwork, consisting of a wrought iron entry gate is hereby approved by the City Council of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the day of , 2001 by the following vote, to wit: AYES: NOES: ABSENT: CLAUDE A. LEWIS. Mayor ATTEST LORRAINE M. WOOD, City Clerk (SEAL) 1 Carlsbad LOCATION MAP EXHIRIT 7 AMENDMENT NO. 3 TO EXTEND AM? AMEND AGREEMENT WITH KTWA FOR DESIGN OF CARRILLO RANCH PHASE II PROJECT 34561-2 This Amendment N0.3 is entered into and effective as of the . day of January, 2002, extending and amending the agreement dated March 10, 2000, (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and KTU+A, ("Contractor") (collectively, the "Parties") for design of Carrillo Ranch Phase II. RECITALS A. On February 1,2001, the Parties executed Amendment No. 1 to the Agreement to increase the scope of work for the design; and B. The Ratification of Amendment No. 2 to extend the Agreement is currently being processed; and C. The Parties now desire to alter the Agreement's scope of work to include as needed construction phase survey and design support services; and D. The Parties also desire to extend the Agreement for a period of one additional year or part thereof; and E. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit "A". With this Amendment, the total annual Agreement amount shall not exceed one hundred sixty thousand dollars ($160,000.00). ' 2. . City will.pay Contractor for all work associated with those services described in Exhibit "A" on a time and materials basis not-to-exceed one hundred sixty thousand dollars ($160,000.00). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. Contractor will complete all work described in Exhibit "A" within 60 days after recordation of the construction contract Notice of Completion. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 5. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. I/ 1 City Attorney Approved Version #05.22.01 6, The individuals executing this Amendment and the instruments referemd in it on behalf of Contractor each represent and warrant that they have the legal power, right .and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California **By: .. (sign here) LORRAINE M. WOOD (print City Clerk namehitle) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a CorDoration, Agreement must be signed by one corporate officer from each of the I following two groups. *Group A. **Group B. Chairman, Secretary, President, or . Assistant Secretary, Vice-president CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer@) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney *. By: Deputy City Attorney City Attorney Approved Version rY05.22.01 2 EXHIBIT “A” SCOPE OF SERVICES AND FEE CONTRACTOR KTU+A Review shop drawings and submittals, respond to requests for information and provide clarifications; attend meetings as requested; make site visits as requested; field mark existing plant material to be removed; mark locations for new plant material; participate in. pre-maintenance period site review; participate in final walkthrough, and perform other tasks as requested. Principal ................................................................. $1 lO.OO/hr. Budget estimate.. ............................................................. .$30,000.00 Designer.. ............................................................. ..$55.00/hr. CONTRACTOR’S SUBCONSULTANTS MWD ARCHITECT - Review shop drawings and submittals, respond to requests for information and clarifications; attend meetings as requested; make site visits as requested; perform other tasks as requested. Corporate Architect. .................................................... $1 75/hr. Project Architect. ........................................................ $1 1 O/hr. Budget estimate.. ................................................................ $20,000.00 GEOCON Inc. Perform field and lab materials testing as approved; provide field observation as requested; prepare and provide reports and perform other tasks as requested. Geotechnical Engineer.. .............................................. $1 05.00 Geologist.. ................................................................ $95.00 Technician ............................................................... .$63.00/hr. Lab tests to be paid per attached schedule. As-graded Geologic Map.. ........................................... $600.00 Building/Bridge Foundation Report.. ............................... $300.00 Budget estimate.. ................................................................ $30,000.00 O’DAY CONSULTANTS City Attorney Approved Version #05.22.01 3 Reuiew shop drawings and submittals, respond tu requests for information and clarifications; attend meetings as requested; make site visits as requested; provide provide construction staking (see Detailed Description of Staking Scope of Work, attached) and associated calculations; perform other tasks as requested. Project Manager. ..................................................... ..$129.00/hr. Survey Supervisor. .................................................... ..$96.00/hr. Survey Office Calculations.. ........................................ .$I 03.0O/hr. Two man survey crew.. ............................................... ,.$I 75.OO/hr. Budget estimate.. ................................................................ $58,000.00 MEL GREEN & ASSOCIATES Review shop drawings and submittals] respond to requests for information and provide clarifications; attend meetings as requested; make site visits as requested; perform other tasks as requested. Structural Engineer .................................................... .$I 1 O.OO/hr. Budget estimate.. ............................................................. ..$10,000.00 BECHARD LONG & ASSOCIATES Review shop drawings and submittals, respond to requests for informati-on and provide clarifications; attend meetings as requested-; make site visits as requested; perform other tasks as requested. Electrical Engineer.. .................................................. .$60.OO/hr. Technician.. ............................................................. $40.OO/hr. Budget estimate.. ............................................................. ..$7,000.00 GRAPHIC SOLUTIONS Review shop drawings] submittals, samples, and patterns; respond to requests for information and provide clarifications; make site visits as requested. Senior Designer 11.. ................................................. ..$90.00/hr. Project Manager.. .................................................... .$85.00ihr. Budget estimate.. ............................................................. .$2,000.00 REIMBURSABLES FOR CONTRACTOR AND CONTRACTOR'S SUBCONSULTANTS ' Cost + 15% when approved in advance by City. Budget estimate.. ............................................................. .$3,000.00 4 039 City Attorney Approved Version #05.22.01 All rates include transportation, computers, and all implements, tools, and incidentals necessary to provide the services included in this exhibit. Consultants shall check in and out with City’s on site representative at each site visit. A 15% mark up. will be added to all subconsultant hours. Total fee not to exceed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $1 60,000.00 5 City Attorney Approved Version #05.22.01 personally known to me -0R- wproved to me on the basis ofsatisfactory evidence to be the person(#) whos u- u hne(6) idare subscribed tothe within instrument and acknowledged tom thathe/sbdhyexecutedthesamein hislben4&rauthorizedcapacity(ies and that by his/hd&&signature(# on the instrument the person@). or th entity upon behalf of which the person(#) acted, executed the instrumen WITNESS my hand and official seal. OPTIONAL INFORMATION %e' information below is not required by law. However, it could prevent fraudulent attachment of this acknowledgment to ar tnaulhorized document. :MACITY CLAIMED BY SIGNER (PRINCIPAL) DESCRIPTION OF ATTACHED DOCUMENT E PARTNER(S) n ATTORNEY-lN-FACT 0 TRUSTEE(S) L/ -: OTHER: 7 GUARDIANKONSERVATOR I, - 1% I NUMBER OF PAGES DATE OF DOCUMENT ICNER IS REPRESENTING: Am OF PERSON^) OR ENTITY(IES) OTHER 1 KAWASAKI THEILACKEP UENO i- ASSOGIATES SAK MF I + SOLANA -AC KTU+A, INC. Corporate Resolution This resolution hereby certifies that Michael A. Theilacker, as KTU+A corporate Secretary and Vice President, is empowered as an Officer of the Corporation to bind the Corporation, as of this date, December 13, 2001, by the undersigned Officers of the Corporation. Frank H. Kawasaki President Michael A. Theilacker Secretary AMENDMENT NO. 4 TO LNCREASECONTRACT AMOUNT FORASNEEDED PROJECTlCONSTRUCTlON MANAGEMENT SERVICES FOR CONTRACT 34561-2, CARRILLO RANCH PHASE II WITH SIMON WONG ENGINEERING ' This Amendment No. 4 is entered into and effective as of the day of , 2002, amending the agreement dated December 1, 1998, (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Simon Wong Engineering, ("Contractor") (collectively, the "Parties") for as-needed ProjectKonstruction Management services. RECITALS A. On December 1, 1999, the Parties executed Amendment No. 1, to the Agreement to extend the agreement for a period of one year; and B. On December 1, 2000, the Parties executed Amendment No. 2 to the Agreement to extend the agreement for a second year; and C. On August 24, 2001, the Parties executed Amendment No. 3 to the Agreement to increase the annual contract amount to $350,000, adjust the fee schedule, and allow for two additional one year extensions; and D. The Parties now desire to alter the Agreement's scope of work and annual contract amount by $100.000 to provide for ProjecKonstruction Management Services for the subject project; and E. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit "A". 2. City will pay Contractor for all work associated with those services described .in Exhibit "A on a time and materials basis not-to-exceed one hundred thousand dollars ($100,000) per year. Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. Contractor will complete all work described in Exhibit "A within 60 days after recordation of the Notice of Completion for the construction contract. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 1 City Attorney Approved Version #04.11 .Ol il4i EXHIBIT 4 5. AH requisite insurance pdicies to be maintained by Contractor pw-t to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR CITY OF CARLSBAD, a municipal I corporation of the State of California By: Mayor ATTEST: (sign here) LORRAINE M. WOOD City Clerk If required by City, proper notarial acknowledgment of execution by contractor must be attached. !f= CorDoration, Agreement must be signed by one corporate officer from each of the following two groups.. *Group A Chairman, President, or Vice-president **Group 6. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney I Deputy City Attorney City Attorney Approved Version #04.11.01 2 EXHIBIT “A” SCOPE OF SERVICES AND FEE Fees and conditions are pursuant to Exhibit “A of.Amendment #3, executed on August 24,2001. 4 City Attorney Approved Version # 05.22.01 u42 # On c b~hl~ G'C, &&I , before me, personally appeared , Date J- . 2C proved to me on the basis of satisfactory - personally known to me evidence to be the person@ whose name@ subscribed to the within instrument and the sa e in capacity& and that by signature- on the instrument the perso- or the entity upon behalf of which the perso@ acted, executed the instrument, - .-; acknowledged to xecuted I ff- ,. .. . .. . / OPTIONAL Though the information below is not required by law, it may prove. valuable to persons relyhg on the documen1 and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Doc Title or Type of Document: , Document Date: a .;* ..;2t/C! 1 Number of Pages: -3 Signer(s) Other Than Named Above: -~,JL- Capacity(ies) Claim d by Si ner .- Signer's Name: d.p{< -. Individual - Partner - Z Limited 1 General - Attorney in Fact - Trustee - Guardian or Conservator - Other: ' . "eL,L !' <:& pi - Corporate Officer - Title(s): ". I - - - - 'i 4 Signer Is Representing: 7L.-..iv C.'G.;