HomeMy WebLinkAbout2024-07-23; City Council; ; Construction Contract for the Stagecoach Community Garden ProjectCA Review AF
Meeting Date: July 23, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Nick Stupin, Parks Planning Manager
nick.stupin@carlsbadca.gov, 442-339-2527
Subject: Construction Contract for the Stagecoach Community Garden Project
District: 4
Recommended Action
Adopt a resolution accepting bids received and awarding a construction contract to ACE Capital
Engineering for the Stagecoach Community Park - Community Garden Project, Capital
Improvement Program Project No. 4611, in an amount not-to-exceed $464,353 and
appropriating $25,000 from the Park Development Capital Project Fund (Park-In-Lieu SE) to the
Fiscal Year 2024-25 Capital Improvement Program Budget.
Executive Summary
This project will convert Stagecoach Community Park’s former maintenance yard into a raised
container community garden. The garden will include 35 raised planting beds, an informational
kiosk, composting bins, tool storage, a picnic table, benches, a garden design element and a
shade structure.
The City Council approved the plans, specifications, and contract documents for the project on
April 23, 2024, authorizing staff to advertise for public bids. Staff have reviewed the two bids
the city received and recommend the City Council award a construction contract to the low
bidder, ACE Capital Engineering, in an amount not-to-exceed $464,353, and appropriate
$25,000 in additional funds to address the difference between the engineer’s estimate of
probable construction costs and the low bid.
Under Carlsbad Municipal Code Section 3.28.080 (I)(6), only the City Council can award
contracts for construction projects that are subject to formal bidding procedures.
Explanation & Analysis
The grounds maintenance of Stagecoach Community Park shifted to a contract model over five
years ago and the contractor opted not to lease the city’s onsite maintenance yard. Staff
investigated the feasibility of repurposing the maintenance yard as a community garden to
further address the expressed need for this amenity and broaden the service area provided.
July 23, 2024 Item #12 Page 1 of 6
On June 14, 2022, the City Council approved the Fiscal Year 2022-23 Capital Improvement
Program Budget, which included the Stagecoach Community Garden Project.
The 2023-2030 Parks & Recreation Department Master Plan Update affirmed the need for an
additional community garden to be built to meet the demand for this amenity. Public input
received during the master plan update process also provided support for a high priority
ranking for additional community gardens. Chapter 9 of the master plan, Strategic
Recommendations, includes the following parks strategy for the short term (up to 3 years),
specific to a community garden at Stagecoach Community Park:
•Complete construction plans, bidding, and construction implementation for Stagecoach
Community Garden
Staff coordinated with a design consultant, Rick Engineering, to develop the Stagecoach
Community Garden plans, specifications and contract documents. Staff also consulted the
Carlsbad Community Gardens Collaborative board members regarding the general layout of the
community garden and certain details of the plans and specifications; many of which were
modeled after the Pine Avenue Community Garden.
Completing the Stagecoach Community Garden will also be consistent with the city's
Climate Action Plan, Sustainability Element Goal 9-G.6:
•Support the creation of community gardens throughout the community
With its completion, the city will have at least one community garden in three of the city’s
four park districts:
•The Harold E. Smerdu Community Garden and the Pine Avenue Community
Garden in the Northwest Park District
•The Calavera Schoolhouse Community Garden in the Northeast Park District
•The Stagecoach Community Garden in the Southeast Park District
Bidding process
•The City Council approved the plans, specifications and construction documents for the
community garden project and authorized advertising for public bids on April 23, 2024
•Staff advertised the project for public bids on April 24, 2024
•The engineer’s estimate of probable construction cost for the project was $443,327
•Staff received two bids for construction of the project on June 18, 2024
•Staff reviewed the bids and determined that ACE Capital Engineering was the lowest
responsive and responsible bidder, with a bid amount of $464,353
Stagecoach Community Park – Community Garden Project – CIP Program No. 4611
Bidder Bid Amount
ACE Capital Engineering $464,353
Fordyce Construction $819,462
July 23, 2024 Item #12 Page 2 of 6
Fiscal Analysis
The total cost of the project is estimated to be $645,000. An additional appropriation of
$25,000, from the Park Development Capital Project Fund (Park-In-Lieu SE) to the Fiscal Year
2024-25 Capital Improvement Program Budget is needed to complete the project. Sufficient
funds are available in that fund to accommodate the request.
Construction contract $464,353
Construction contingency (estimated) $46,435
Construction management and inspection (estimated) $61,642
Total estimated construction costs $572,430
Additional appropriation needed ($25,000)
Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager or
designee to approve change orders in an amount equal to the contingency set at the time of
project’s construction contract award, which for this project is $46,435.
The maintenance and operations costs for the community garden are estimated to be $72,000
per year. A seven-month prorated appropriation of $42,000 was approved in the Fiscal Year
2024-25 Parks Maintenance Operating Budget.
Next Steps
Staff will complete the execution of the construction contract with ACE Capital Engineering,
schedule a pre-construction meeting, and issue a notice to proceed. Staff anticipate completion
of the construction of the Stagecoach Community Garden by end of December 2024.
Environmental Evaluation
The City Planner has reviewed the project for potential environmental impacts and concluded
the project qualifies for an exemption under California Environmental Quality Act Guidelines
section 15301 -Existing Facilities. CEQA Guidelines Section 15301 is a Class 1 exemption for
existing facilities which includes negligible or no expansion of existing or former use. A notice of
exemption regarding the environmental determination was advertised on Feb. 14, 2024, and
posted on the city’s website.
During the 10-day public review period, the city received no comment letters from the public
regarding the prospective environmental determination. Since no appeal was filed and no
substantial evidence was submitted that would support a finding that the exemption
requirements would not be satisfied, the project was determined by the City Planner to not
have a significant effect on the environment. In keeping with Carlsbad Municipal Code Section
19.04.060, the City Planner’s written decision is final.
Exhibits
1.City Council resolution
Stagecoach Community Park – Community Garden Project – CIP Program No. 4611
Project appropriations to date $620,000
Project expenditures and encumbrances to date $72,570
Total available funding $547,430
July 23, 2024 Item #12 Page 3 of 6
RESOLUTION NO. 2024-188
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS RECEIVED AND AWARDING A
CONSTRUCTION CONTRACT TO ACE CAPITAL ENGINEERING FOR THE
STAGECOACH COMMUNITY PARK -COMMUNITY GARDEN PROJECT,
CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 4611, IN AN AMOUNT
NOT-TO-EXCEED $464,353 AND APPROPRIATING $25,000 FROM THE PARK
DEVELOPMENT CAPITAL PROJECT FUND (PARK-IN-LIEU SE) TO THE FISCAL
YEAR 2024-25 CAPITAL IMPROVEMENT PROGRAM BUDGET
WHEREAS, the City Council of the City of Carlsbad, California has determined that there is an
expressed need for community gardens within the city; and
WHEREAS, over five years ago, the grounds maintenance of Stagecoach Community Park shifted
to a contract model, and the contractor opted not to lease the city's onsite maintenance yard; and
WHEREAS, staff investigated repurposing the maintenance yard as a community garden to
further address the expressed need for this amenity and· broaden the service area provided; and
WHEREAS, on June 14, 2022, the City Council approved the Fiscal Year 2022-23 Capital
Improvement Program Budget, which included the Stagecoach Community Garden Project; and
WHEREAS, the 2023-2030 Parks & Recreation Department Master Plan Update affirmed the
need for an additional community garden to be built to meet the demand for this amenity; and
WHEREAS, Chapter 9, Strategic Recommendations, of the 2023-2030 Parks & Recreation
Department Master Plan Update includes the following Parks Strategy, for the Short Term [0-3 Years],
specific to community gardens, "Complete construction plans, bidding, and construction
implementation for Stagecoach Park Community Garden"; and
WHEREAS, staff coordinated with a design consultant, Rick Engineering, to develop the
Stagecoach Community Garden plans, specifications, and contract documents; and
WHEREAS, staff additionally consulted the Carlsbad Community Gardens Collaborative board
members regarding the general layout of the garden and details of the plans and specifications; and
WHEREAS, the completion of the Stagecoach Community Garden will result in at least one
community garden in three of the city's four park districts -i.e., the Harold E. Smerdu Community
Garden and the Pine Avenue Community Garden in the Northwest Park District; the Calavera
Schoolhouse Community Garden in the Northeast Park District; and the Stagecoach Community Garden
in the Southeast Park District; and
Exhibit 1
July 23, 2024 Item #12#12 Page 4 of 6
WHEREAS, the completion of the Stagecoach Community Garden will also be consistent with
the city's Climate Action Plan, Sustainability Element Goal 9-G.6 to "Support the creation of community
gardens throughout the community;" and
WHEREAS, the City Council adopted Resolution No. 2024-085, approving the plans,
specifications and contract documents the Stagecoach Community Park -Community Garden Project
and authorizing the project to be advertised for public bids on April 23, 2024; and
WHEREAS, the project was advertised for public bids on April 24, 2024; and
WHEREAS, the engineer's estimate of probable construction costs was $443,327; and
WHERES, staff received two bids for construction of the project on June 18, 2024, and
determined that ACE Capital Engineering was the lowest responsive and responsible bidder, with a bid
amount of $464,353; and
WHEREAS, the total cost of the project -including expenditures and encumbrances,
construction contract, construction contingency, and construction management -is estimated to be
$645,000; and
WHEREAS, the total project appropriations to date are $620,000; and staff recommend an
additional appropriation of $25,000 from the Park Development Capital Project Fund (Park-In-Lieu SE)
to complete the project; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City
Manager or designee to approve change orders in an amount equal to the contingency set at the time
of project's construction contract award, which for this project is $46,435; and
WHEREAS, the maintenance and operations costs for the community garden are estimated to
be $72,000 per year and a seven-month prorated appropriation of $42,000 was approved in the Fiscal
Year 2024-25 Parks Maintenance Operating Budget;
WHEREAS, staff anticipate completion of the construction of the Stagecoach Community
Garden by the end December 2024; and
WHEREAS, the City Planner has reviewed the project for potential environmental impacts and
concluded the project qualifies for an exemption pursuant to CEQA Guidelines section 15301 (Existing
Facilities). CEQA Guidelines Section 15301 is a Class 1 exemption for existing facilities which include
negligible or no expansion of existing or former use.
July 23, 2024 Item #12#12 Page 5 of 6
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 bid in the amount of $464,353 submitted by ACE Capital Engineering for
construction of the Stagecoach Community Park -Community Garden Project is hereby
accepted and the Mayor is hereby authorized to execute the contract for construction.
3.That the City Manager or designee is hereby authorized to approve change orders to
the project's construction contract in an amount not-to-exceed $46,435.
4.That the City Manager, or designee, is hereby authorized to appropriate $25,000 from
the Park Development Capital Project Fund (Park In-Lieu SE} to the Fiscal Year 2024-25
Capital Improvement Program Budget, to complete the project.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 23rd day of :!.JJ.!y, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA.
NONE.
NONE.
NONE.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL}
July 23, 2024 Item #12#12 Page 6 of 6
Stagecoach Community Garden
Award of Construction Contract
Kyle Lancaster, Parks & Recreation Director
Nick Stupin, Parks Planning Manager
Parks & Recreation Department
July 23, 2024
1
TODAY’S PRESENTATION
•City plan references
•Project background
•Community garden design features
•Bidding process
•Fiscal analysis
•Next steps
2
ITEM 12 – STAGECOACH COMMUNITY GARDEN
RECOMMENDED ACTION
Adopt a resolution accepting bids received and awarding a
construction contract to ACE Capital Engineering for the
Stagecoach Community Park - Community Garden Project,
Capital Improvement Program Project No. 4611, in an amount
not-to-exceed $464,353 and appropriating $25,000 from the
Park Development Capital Project Fund (Park-In-Lieu SE) to
the Fiscal Year 2024-25 Capital Improvement Program Budget3
ITEM 12 – STAGECOACH COMMUNITY GARDEN
2023-27 STRATEGIC PLAN
•Strategic Goals section details five goals, including:
•Community Character
Maintain Carlsbad’s unique community character and
connectiveness
Priority Projects: Complete design and construction of a
community garden at Stagecoach Community Park
4
ITEM 12 – STAGECOACH COMMUNITY GARDEN
2023-30 PARKS & REC MASTER PLAN
•Chapter 9 provides the department’s Strategic Action Plan
Parks Strategies, Short Term, 0-3 Years section includes:
Complete construction plans, bidding, and construction
implementation for Stagecoach Park Community Garden
5
ITEM 12 – STAGECOACH COMMUNITY GARDEN
PROJECT BACKGROUND – PARK’S MAINTENANCE YARD
6
ITEM 12 – STAGECOACH COMMUNITY GARDEN
PROJECT BACKGROUND
•Grounds maintenance of Stagecoach Community Park
shifted to a contract model about five years ago
•Staff investigated repurposing maintenance yard as a
community garden to further address the expressed need
•City Council approved Capital Improvement Program Project
7
ITEM 12 – STAGECOACH COMMUNITY GARDEN
•With completion of project, the city will have at least one
community garden in three of the four park districts:
Harold E. Smerdu Community Garden in Northwest
Pine Avenue Community Garden in the Northwest
Calavera Schoolhouse Community Garden in the Northeast
Stagecoach Community Garden in the Southeast
8
ITEM 12 – STAGECOACH COMMUNITY GARDEN
PROJECT BACKGROUND
PROJECT BACKGROUND
•Staff coordinated with a design consultant to develop the
garden’s plans, specifications and contract documents
•Staff obtained a consistency determination with the park’s
original conditional use permit from the City Planner
•Staff consulted Carlsbad Community Gardens Collaborative
9
ITEM 12 – STAGECOACH COMMUNITY GARDEN
COMMUNITY GARDEN DESIGN FEATURES
•Similar in appearance to the Pine Avenue Community Garden
•35 raised planting beds, an informational kiosk, composting bins, tool
storage, a picnic table, benches, and a shade structure
10
ITEM 12 – STAGECOACH COMMUNITY GARDEN
COMMUNITY GARDEN DESIGN FEATURES
Final Layout Plan11
ITEM 12 – STAGECOACH COMMUNITY GARDEN
12
ITEM 12 – STAGECOACH COMMUNITY GARDEN
COMMUNITY GARDEN DESIGN FEATURES
13
ITEM 12 – STAGECOACH COMMUNITY GARDEN
COMMUNITY GARDEN DESIGN FEATURES
BIDDING PROCESS
•The City Council approved the plans and specifications and
authorized advertising for public bids on April 23, 2024
•The engineer’s estimate of probable construction cost for the
project was $443,327
14
ITEM 12 – STAGECOACH COMMUNITY GARDEN
BIDDING PROCESS
•Staff received two bids for construction of the project on
June 18, 2024
•ACE Capital Engineering was the lowest responsive and
responsible bidder, with a bid amount of $464,353
15
ITEM 12 – STAGECOACH COMMUNITY GARDEN
FISCAL ANALYSIS
•Total project funding appropriated to date is $620,000 from
the Park Development Capital Project Fund (Park In-Lieu SE)
•An additional appropriation of $25,000 is needed to fully
address the construction contract
- Construction bid is within 5% of engineer’s estimate
16
ITEM 12 – STAGECOACH COMMUNITY GARDEN
17
ITEM 12 – STAGECOACH COMMUNITY GARDEN
NEXT STEPS
•Staff will issue a notice to proceed to Ace Capital Engineering
and conduct a preconstruction meeting
•Construction is anticipated to be completed by the end of 2024
18
ITEM 12 – STAGECOACH COMMUNITY GARDEN
RECOMMENDED ACTION
Adopt a resolution accepting bids received and awarding a
construction contract to ACE Capital Engineering for the
Stagecoach Community Park - Community Garden Project,
Capital Improvement Program Project No. 4611, in an amount
not-to-exceed $464,353 and appropriating $25,000 from the
Park Development Capital Project Fund (Park-In-Lieu SE) to
the Fiscal Year 2024-25 Capital Improvement Program Budget19
ITEM 12 – STAGECOACH COMMUNITY GARDEN
QUESTIONS AND COMMENTS
20
Thank you
ITEM 12 – STAGECOACH COMMUNITY GARDEN