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HomeMy WebLinkAbout2020-12-08; City Council; ; Construction Contract for the Calavera Hills Community Park Gateway Improvements Project Meeting Date: Dec. 8, 2020 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Tim Selke, Parks Services Manager tim.selke@carlsbadca.gov, 760-434-2857 Subject: Construction Contract for the Calavera Hills Community Park Gateway Improvements Project Recommended Action Adopt a resolution awarding a construction contract to Land Forms Landscape Construction for the Calavera Hills Community Park Gateway Improvements Project (Capital Improvements Program Project No. 4601), in an amount not to exceed $926,790, and appropriating $249,500 in additional funds from the General Capital Construction Fund. Executive Summary The development of the entryway to Calavera Hills Community Park is identified in the Parks & Recreation Department Master Plan. The entryway’s proposed amenities include a covered picnic area, ornamental landscapes and a looped walkway with fitness and exercise equipment. On Aug. 27, 2020, the Calavera Hills Community Park Gateway Improvements Project was advertised for bids. On Oct. 13, 13 bids were received. Staff recommends the City Council award a construction contract to Land Forms Landscape Construction in an amount not to exceed $926,790. Staff also recommends the City Council appropriate $249,500 in additional funds to address the costs associated with the project’s construction contingency, management and inspection. The City Council’s approval is needed because the construction contract exceeds $200,000, as outlined in Carlsbad Municipal Code Section 3.28.080(C). Discussion When Calavera Hills Community Park was constructed in the late 1980s, Fire Station 3 was proposed to be erected on a lot at the southwest corner of Carlsbad Village Drive and Glasgow Drive. That lot has remained vacant since. When Fire Station 3 was built in the Robertson Ranch community, the vacant lot became available for the construction of an entryway to Calavera Hills Community Park. In 2015, the City Council adopted the Parks & Recreation Department Master Plan. Three of the top seven amenity priority rankings from the master plan’s needs assessment were family Dec. 8, 2020 Item #7 Page 1 of 7 picnic areas, botanical or ornamental gardens, and playground equipment. One of the action items from the master plan was the development of the Gateway Improvements Project. Staff worked with a design consultant to create a concept plan for the Gateway Improvements Project, which included a covered picnic area, ornamental landscapes and a looped walkway featuring fitness and exercise equipment. Staff then worked with the design consultant to develop project’s contract documents, plans and specifications. On Feb. 25, 2020, the City Council approved the contract documents, plans and specifications for the Gateway Improvements Project and authorized the city clerk to advertise the project for public bids (Resolution No. 2020-038). On Feb. 27, 2020, the project was advertised for bids. Fourteen bids were received on May 27. All bids considerably exceeded the engineers estimate of $853,480. Additionally, a formal bid protest was submitted on May 27. On Aug. 18, 2020, the City Council rejected all bids, in keeping with Carlsbad Municipal Code Section 3.28.080(I)(3). On Aug. 27, 2020, the Gateway Improvements Project was re-advertised for bids. On Sept. 17, 2020, a mandatory pre-bid video conference was held in lieu of an in-person meeting at the project site. On Oct. 13, 2020, 13 bids were received. The bid form contains two schedules but stipulates that the contract will be awarded solely on the basis of Schedule A. Schedule B, an additive alternate for park monument signs and associated electrical improvements, will be added to the contract if sufficient contingency funds are available as the project progresses. The bids were as follows: Bidder Schedule A bid amount Land Forms Landscape Construction $ 926,790.00 JMJ Construction $ 980,633.00 Dick Miller, Inc. $ 989,989.89 Urban Corps of San Diego $1,037,877.00 Tri Group Construction $1,030,000.00 Western Rim Constructors, Inc. $1,057,296.00 R. E. Schultz Construction, Inc. $1,079,753.00 3-D Enterprises, Inc. $1,096,000.00 Byrom-Davey, Inc. $1,145,984.00 Performance Plumbing & Mechanical $1,187,706.00 Blue Pacific Engineering & Construction $1,183,000.00 AToM Engineering Construction, Inc. $1,184,398.00 HYM Engineering, Inc. $1,355,000.00 Dec. 8, 2020 Item #7 Page 2 of 7 After careful review of the bids, Land Forms Landscape Construction was determined to be the lowest responsive and responsible bidder. Fiscal Analysis The engineer’s estimated construction cost was $853,480. Total funding for the Gateway Improvements Project, in an amount of $1,057,350 from the General Capital Construction Fund, was approved in the fiscal year 2020-21 Capital Improvement Program budget. Staff recommends an appropriation of $249,500 in additional funds from the General Capital Construction Fund to address the costs associated with the project’s construction contingency, management and inspection. Calavera Hills Community Park Gateway Improvements Project – Capital Improvement Program Project No. 4601 Public art $9,270 Construction cost $926,790 Construction contingency (estimated) $63,935 Construction management consultant (estimated) $121,000 Construction management and inspection staff (estimated) $63,525 Total project costs (estimated) $1,184,520 Total available project funding $935,020 Additional appropriation needed $249,500 Next Steps Staff will complete the execution of the contract documents with Land Forms Landscape Construction and will schedule a preconstruction meeting. Staff anticipates construction to commence in January 2021 and to take about six months to complete. Environmental Evaluation (CEQA) This project is categorically exempt from environmental review under Article 19, Section 15332, In-Fill Development Projects, Class 32 (a-e), of the California Environmental Quality Act because the proposed project: • Is consistent with applicable general plan designations and policies, as well as applicable zoning designation and regulations • Occurs within city limits on a property that is no more than five acres (the site is 0.523 acres) Calavera Hills Community Park Gateway Improvements Project – Capital Improvement Program Project No. 4601 Project appropriation $1,057,350 Project expenditures/encumbrances to date $122,320 Total available project funding $935,020 Dec. 8, 2020 Item #7 Page 3 of 7 • Is on a parcel that is substantially surrounded by urban uses, with no value as habitat for endangered, rare or threatened species • Would not result in any significant effects relating to traffic, noise, air quality, or water quality • Can be adequately served by all required utilities and public services Public Notification Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Exhibits 1. Resolution Dec. 8, 2020 Item #7 Page 4 of 7 RESOLUTION NO. 2020-230 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AWARDING A CONSTRUCTION CONTRACT TO LAND FORMS LANDSCAPE CONSTRUCTION FOR THE CALAVERA HILLS COMMUNITY PARK GATEWAY IMPROVEMENTS PROJECT (CIP NO. 4601), IN AN AMOUNT NOT-TO-EXCEED $926,790 AND APPROPRIATING $249,500 IN ADDITIONAL FUNDS FROM THE GENERAL CAPITAL CONSTRUCTION FUND WHEREAS, the design and development of the entryway to Calavera Hills Community Park is identified in the 2015 Carlsbad Parks & Recreation Department Master Plan; and WHEREAS, the Project amenities are consistent with the community's stated priorities for the Parks & Recreation Department's amenities; and WHEREAS, on Feb. 25, 2020, the City Council adopted Resolution 2020-038 approving the contract documents, plans, provisions and specifications, and authorizing the city clerk to advertise for bid the Project; and WHEREAS, on Oct. 13, 2020, thirteen bids for the Project were received; and WHEREAS, the engineer's estimate for the Project was $853,480; and WHEREAS, the lowest bid, from Land Forms Landscape Construction was determined to be responsive and responsible, with a bid total of $926,790; and WHEREAS, staff is recommending an appropriation of $249,500 in additional funds, from the General Capital Construction Fund, to address the costs associated with the Project's construction contingency, management and inspection; and WHEREAS, the contract documents, plans, provisions, and specifications necessary to construct the Calavera Hills Community Park Gateway Improvements Project (Project) are on file in the city clerk's office, and are incorporated by reference herein; and Dec. 8, 2020 Item #7 Page 5 of 7 WHEREAS, the City Planner has considered the potential environmental effects of the agreement and determined that the Project is categorically exempt from environmental review pursuant to Article 19, Section 15332, In-Fill Development Projects, Class 32: (a) the project is consistent with the applicable general plan designation and all applicable general plan policies as well as with applicable zoning designation and regulations; (b) the proposed development occurs within city limits on a project site of no more than five acres substantially surrounded by urban uses; (c) the project site has no value, as habitat for endangered, rare or threatened species; (d) approval of the project would not result in any significant effects relating to traffic, noise, air quality, or water quality; and (e) the site can be adequately served by all required utilities and public services, and that no exception to the exception, as set forth in CEQA Guidelines section 15300.2 applies. 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 authorized and directed to execute a construction contract with Land Forms Landscape Construction for the Project, in an amount not-to-exceed $926,790. 3. That the Deputy City Manager, Administrative Services, or his/her designee is authorized to appropriate $249,500 in additional funds from the General Capital Construction Fund. 4. That the city manager or designee is hereby authorized to approve construction change orders, singly or in aggregate, up to $63,935, for the Project. 5. That the award of this contract is contingent upon Land Forms Landscape Construction 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. 6. That the city clerk is authorized to return to the respective bidders all bid bonds. Dec. 8, 2020 Item #7 Page 6 of 7 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 8th day of December, 2020, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. -10z/ff/le(ef MATT HALL, Mayor -'tLCVVIA)"0MC1 r trY BARBARA ENGLESON, City Clerk (SEAL) Dec. 8, 2020 Item #7 Page 7 of 7