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HomeMy WebLinkAboutSS2 - Bonita Canyon Sports ParkCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Study Session Item No. 2 February 11, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department General Services Department Recreation & Sr. Serv. Steve Badum, Director David E. Niederhaus, Director Marie Knight, Director 949- 644 - 3311 949- 644 -3055 949-6" -3157 SUBJECT: BONITA CANYON SPORTS PARK UPDATE To provide the background and history of the Bonita Canyon Sports Park as well as an update on the current project status PROJECT BACKGROUND: On May 9, 2000, the City Council awarded the $6,276,000 Bonita Canyon Sports Park Improvements contract to Castello, Inc., of Escondido, California. The Park has three distinct use areas - East Park, Mid Park, and West Park. The contract included the following basic park components: East Park • Three 200 -foot youth baseball fields • One multi - purpose baseball /soccer field • Restroom and equipment storage facilities • Tot Lot • Picnic areas • Green open spaces with earth berms, pedestrian walking trails, and lights • On site parking lot for 240 vehicles Mid Park • Three mid -park youth soccer fields • Green open spaces with earth berms, pedestrian walking trails, and lights • Restroom Facility West Park • Tot lot • Youth soccer fields • Green open spaces with earth berms, pedestrian walking trails, and lights • On site parking lot for 115 vehicles • Restroom Facility SUBJECT: Bonita Canyon Sports Park Update February 11, 2003 Page 2 In addition to the original contract, a change order was processed to add the tennis and basketball courts in West Park for an additional cost of $113,000. On August 14, 2001, City Council approved a change order in the amount of $336,603.70, adding the landscaping of the "Freeway Reservation" open space parcel along Macarthur Boulevard as a part of West Park construction. In November 2001, work on the project stopped due to financial difficulties of the general contractor, Castello, Inc. (Castello). The Park was approximately 88 percent Complete and the Construction was scheduled for completion in February 2002, with five months of plant establishment and maintenance to follow. The anticipated Park opening was July 2002. On January 22, 2002, the City Council approved the St. Paul Surety Takeover Agreement to permit the Surety to complete the Park. This Agreement retained all the covenants and requirements of the original contract. From that point forward all payments, including retention were to be made to the Surety, who in turn would pay their completion contractor. The performance and payment bonds of the Surety also remained in effect. The Takeover Agreement required the completion contractor be retained within thirty days of the signing of this Agreement, and the construction work be Completed within 90 days of their start of work. Erreca's, Inc., of Lakeside, California was selected by the Surety to complete the project. Construction restarted on February 25, 2002 and it quickly became apparent 90 days was not a reasonable amount of time in which to complete the Park based upon the new contractor's assessment of the quality and amount of work actually completed. Additionally, from the November 2001 work stoppage to the time Erreca's mobilized in late February 2002, several problems arose due to the inactive status of the construction project such as weed control, irrigation /erosion problems, and plant maintenance issues. The Surety's estimated 90 days was based on the original contract time and not based on the new contractor's review of what time was realistically needed to complete the project. City staff asked the Surety and Erreca's to provide an updated schedule. In addition, the turf grass hydroseeding did not occur until August 2002 Erreca's initial revised schedule showed construction completion in October 2002. As the new General Contractor, Erreca's re -hired most of the original sub - contractors. The original landscape sub - contractor, Flintridge, had performance problems during the first three months of the new effort to complete the project. Despite efforts to improve their performance they were ultimately removed by the Surety and a new landscape subcontractor, American Landscape, was hired as their replacement. Since American Landscape has been hired, progress with the completion of the West Park has been acceptable. Maintenance and upkeep of the Mid and East Park areas however, has been unacceptable. SUBJECT: Bonita Canyon Sports Park Update February 11, 2003 Page 3 CURRENT STATUS: Plant Establishment The 90-day plant establishment period has been temporarily suspended on several occasions due to above noted contract difficulties as well as recent technical problems with both the irrigation system and the condition of the plants. The plant establishment period of this project Is the time allotted for the grass, shrubs, trees and groundcover to grow to an acceptable height and establish roots strong system. In addition, the plant materials need to be healthy and free of insects and weeds. It is hoped that these problems will be resolved shortly and the.plant establishment period for both East Park and Mid Park could be completed in May. Once the plant establishment period is successfully completed to the satisfaction of City Staff, the City may assume possession of these portions of the Park and release the Surety from further maintenance obligations. Turf establishment and seed mixture issues are addressed separately in the "Playing Surface" portion of this report. Irrigation Reclaimed water provided by the Irvine Ranch Water District is utilized throughout the Park's irrigation system. There are three main issues related to the irrigation system: 1. We believe the IRWD source water is clogging our points of connection basket strainers to the point that no water can pass to the irrigation system. Each time the strainers clog, a day of maintenance is required to rectify the situation. This is occurring about once every two weeks. However, recently it has been reduced to about once a month. We are working with IRWD and outside experts to study the material that is clogging the strainers. Outside water quality laboratories have also been introduced to study the problem. IRWD serves reclaimed water to the site via the Michelson Treatment plant. However, there are times when water is supplied from two open body reservoirs; Sand Canyon and Rattlesnake. Because of the above - mentioned problems, the automated mode in the irrigation design cannot be executed properly, is not dependable and does not meet contractual compliance. 2. The mainline valves that operate the irrigation system are not functioning properly. The rubber diaphragm components of the valves are deteriorating causing failure. When the valves fail, they stick in the open position causing flooding to the park. As of today, the manufacturer of the valves has not given a definite solution to the problem. They are now testing new state-0f- -the art rubber diaphragms for possible replacement on hundreds of valves. However, delivery of the new diaphragms has not been realized at the writing of this report. The City has used the same manufacturer of sprinkler valves that were installed in this Park for the past 25 years without any problems. SUBJECT: Bonita Canyon Sports Park Update February 11, 2003 Page 4 Regulations on the use of reclaimed water require the City to have no ponding of the reclaimed water being used. We have had situations where the valves have been stuck open for hours causing extreme saturation and ponding. These wet areas would make the fields temporarily un- playable, aside for the perceived health risk associated with the public's contact with reclaimed water. 3. The irrigation system has been designed with pressure control valves throughout the entire system to maintain a uniform pressure to the individual sprinkler heads. Though the basket strainers at the point of connections are suppose to prevent material from entering the irrigation system, very fine material is getting by these strainers and causing blockages in the controls for the pressure reducing valves. When a blockage has occurred, the pressure control valves are bypassed allowing higher pressure to the sprinkler heads. Since the pressure is no longer being controlled the heads are producing too much spray, causing overlapping spray situations, which produces staturation. The irrigation system designer is looking into options and Staff is also working with IRWD and the water quality laboratories to determine where the material is being generated with the hope of eliminating it at the source. Playing Surface The Park's designers, EPT Design, and outside turf experts recommend no formal use of the turf until September to enable the turf root systems to be further established in the warm summer months. Staff believes this is the prudent course of action and supports this recommendation. This plan would ensure the establishment of safe and durable fields for the soccer season. The turf grass species that was selected for the Park took into consideration the multi -uses of this facility, maintenance budgets, recovery of turf grass after each season, soil, and irrigation applications. Prior to selecting the Turf grass species, staff conducted extensive research and soil tests in order to arrive at the optimal blend for this multi -use Park. In addition, as it was unknown what time of year the hydro seeding would take place, the seed blend selected needed to be able to perform in either cold or warm weather. The turf grass species that was selected has been used successfully in various blends at other City parks that have multi - athletic use, i.e. Peninsula, Bob Henry, and Arroyo Parks. Projected Use Schedule Recreation and Senior Services Department staff is currently working with the Parks, Beaches and Recreation Commission (PB &R) to establish a Use Schedule for both Bonita Canyon Sports Park (BCSP) as well as all of our sports field facilities. There are four factors to be considered here: (1) based on information recently received from the Youth Spots Organizations, all are experiencing increased registration this year for their programs; (2) every organization has requested use of the fields at BCSP once it is open; (3) the current allocation of fields to the sports organizations is unbalanced and inequitable. SUBJECT: Bonita Canyon Sports Park Update February 11, 2003 Page 5 Over the years there are a few organizations who have been given the lion's share of available fields, and with increased demand, it is time to create an equitable formula that takes into consideration participant numbers, residency vs. non - residency, and hours actually needed vs. hours desired. (4) With the opening of BCSP the City will be utilizing one field for a maintenance rotation in order to give General Services Department staff the ability to perform proper maintenance on other sports fields. This field will not be assigned to any one group, rather used to transfer a group to BCSP when their 'home field" is in a maintenance period. Staff is gathering both current and past usage information from the various youth sports organizations as well as their projected registration information and anticipates that the proposed Field Use Allocation Schedule will be presented to the PB &R Commission at the March 4, 2003 meeting. Projected Opening Final construction of the West Park facilities would not be completed until May of 2003. The West Park portion of the project is on a different schedule due to the addition of the landscaping work along MacArthur (Freeway Reservation open space). Like the East and Mid -Park portions of the project, a 5 -month plant establishment and maintenance period will follow. Upon successful completion of the plant establishment period, the City would accept the entire Park project as completed and open the remaining portions of the park for public use. The tentative completion date for the West Park is September 2003. However, the tot -lot, tennis, and basketball facilities in West Park may be available for public use as early as May 2003 depending on the logistics of opening these facilities within uncompleted portions of the park. This area of the park is also experiencing problems with irrigation valves and filters and not functioning to design criteria. PROJECT COST SUMMARY The costs to date are summarized as follows: Construction Costs to Date Total Original Contract Amount Change Orders to Contract (approved as of this date) Total Project Cost with Approved Change Orders Current Payments Payments to Castello /St. Paul Surety Retention (escrow) 'The project is 94 percent eompiete. T $6,276,000.00 $581,369.36 $6,857369.36 $6,124,042.54 $ 325.544.93 $6,449,587.47 SUBJECT: Bonita Canyon Sports Park Update February 11, 2003 Page 6 The funds for this project have been budgeted in the following accounts: Account No. Account Name Amount 7441- C41220434 Bonita Canyon Development $6,167,500.00 7532- C4120434 Sewer Pump Station Improvements 100,000.00 7021- C4120434 Park Improvements 48,000.00 7531- C5600292 Sewer Main Improvements 34,808.30 7432- C5100657 CIOSA Improvements 399,996.00 7015- C5100599 Park Improvements 33,607.70 7021- C4120616 Bonita Canyon Sports Park 120,000.00 7031- C4120431 Park &Field Renovation 13,482.00 Grand Total $6,917,394.00 Also attached for your information is the Bonita Canyon Public Facilities Financing Authority Summary that provided for construction of the sports park. ENVIRONMENTAL REVIEW: A negative Declaration was prepared forthis project. SUMMARY There are currently three obstacles to the final acceptance of the BCSP. 1. Plant establishment 2. Irrigation system problems 3. Legal difficulties and liability issues that would occur if the Park were to be accepted in stages rather than as an entire project. Submitted by: in G. Badum, Director Works Department 1 David E. Niederhaus, Director General Services Department Marie/<night, Dir+ct& Recreeation and enior Services Department Attachment: Bonita Canyon Public Facilities Financing Authority Summary February 11, 2003 Study Session Item No. SS2 Attachment for Study Session Item No. 2 - Bonita Canyon Sports Park Update Bonita Canyon Public Facilities Financing Authority Community Facilities District 98 -1 Special Tax Bonds, Series 1998 Member Agencies City of Newport Beach City of Irvine (Dropped out upon Annexation) Newport Mesa Unified School District Term 31 Yrs All in Total Interest Cost 5.66% Par Value of Bonds 45,000,000 Less: Original Discount (747,997) Less: Underwriter's Discount (618,750) Net Proceeds due to Authority 43,633,253 Capitalized Interest 1,652,725 Reserve Fund 4,114,091 Cost of Issuance 420,000 Administrative Expense 28,302 City of Newport Beach Improvements 30,577,712 Newport Mesa USD Improvements 6,840,423 Total Uses of Authority 43,633,253 City Of Newport Beach Uses: Principal Banana Belt Parcel 14,000,000 Other Land 1,100,000 Freeway Reservation 7,000,000 Infrastructure Reimbursements 2,600,000 Real Estate Closing Costs: 100,000 Park Improvements 5,777,712 30,577,712 Park Improvement Interest 1999 2000 2001 2002 2003 Interest Total 1,541,715 7,319,427 1,541,715 (6,715,353) Construction Interest Exp 263,268 (3,600) 460,519 (1,139,141) 594,609 (4,084,834) 223,319 (1,342,743) (145,035) 1,541,715 (6,715,353) Work Stopped November 2001 • Contractor, Castello, has financial issues unrelated to our project that limits their ability to pay sub - contractors and suppliers • Several sub - contractors and suppliers file stop payment notices • December 2001, City bans Castello from proceeding due to non - performance. • St. Paul Surety was notified Fall 2002 • Project completion is falling behind schedule due to the contractors inability to properly staff project • October 31, 2002 - Errecas terminates Flintridge's sub - contract and hires American Landscaping 55�_ Contract Award May 9, 2000 • Contract awarded to Castello, Inc. $6,276,000 • Scheduled for completion in Summer 2001 • After completion: - 2 months of landscape establishment - 3 months of maintenance • Original park opening date, December 2001 • August 2001, Council approved addition of West Park Open Space Landscaping Surety Takeover of Project • Takeover Agreement with St. Paul Surety, approved by Council on January 22, 2002 • Surety assigned project to Errecas • Most sub - contractors were hired back including Flintridge Landscaping • Work resumes February 2002 • Completion schedule revised to October 2002 Current Status 1. Continuing Irrigation Problems • Basket strainers are clogging at connection with IRWD • Hundreds of control valves have faulty rubber diaphragms • Problems with pressure control valves '7A -t t -o3 1 Current Status 2. Incomplete Work • Turf is spotty from poor fertilization • Sprinkler heads need to be raised • Brick dust areas need replacements, weed control, and edging • Time to complete estimated at 4 weeks, providing Contractor properly staffs workcrews and good weather The Good News • Valve manufacturer, Griswold Controls, will replace all rubber diaphragms • Griswold will also flush irrigation system • No cost to City or Contractor — Bad News • 4 -6 week process • Until repairs are finished. system cannot be tested ,:',�:` Ly .. .. „'Y; i� y �•. �`� �' i i t �: ., - �. �'.., r . f V ,�.t� �.,� i. fir. _ � Y d �/ c a, a t� � —. Costs to Date Original Contract $6,276,000 Change Orders $581,369 Total Project Cost To Date $6,857,369 Project is 94% Complete Ta Dam PaMmts to Contractor S6.114.042 Rd.. $325.544 Current Status 3. Park Establishment • 60 day period has been suspended until irrigation problems are resolved • While the park appears "green ", our turf experts tell us the turf grasses have not yet developed a strong root system to enable use of the fields. Current Schedule East & Mid Park Compldioa Mar6 2003 East & Mid Park Mawteoance & Plant Establishment Juae 2003 Went Pak Completat Aptil 2003 Went Pack Maiatmance & Platt Eatbiishmmt September 2003 E t Park Tot Lot & Restrooms Open for Public Uae Octoba 2002 West Pak Tot Lot, Tmais & easket,91 Coats, Rearooms Opeo f Public Use May 2003 Assmnptioos: 1. All oasatrding issues for imptim resolved in the estimated time frame. 2. No delays due to weaha rd • Issues to be resolved — Irrigation System Problems — Completion of contract items — Plant establishment — Legal and liability issues if Park is accepted in stages instead of entire project