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Home My WebLink About07 - Civic Center Dog Park Refurbishment — Award of Contract No. 8717-1 (22P12)Q �EwPpRT CITY OF O � z NEWPORT BEACH <,FORN'P City Council Staff Report February 8, 2022 Agenda Item No. 7 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Tom Sandefur, Assistant City Engineer, tsandefur@newportbeachca.gov PHONE: 949-644-3321 TITLE: Civic Center Dog Park Refurbishment — Award of Contract No. 8717-1 (22P12) ABSTRACT: Staff has now received construction bids for the Civic Center Dog Park Refurbishment project and requests the City Council's approval to award the construction contract to Western State Builders, Inc. (Western State Builders), of Escondido, CA. This project will replace the worn-out synthetic turf areas, uneven sidewalks, and fence screening. The project will also add a new shade structure for the small dog park users. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1 (maintenance of existing public facilities) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment; b) Approve the project plans and specifications; c) Relieve Metrocell Construction, Inc. (Metrocell) of their bid; d) Award Contract No. 8717-1 to Western State Builders for the total bid price of $241,036.26, and authorize the Mayor and City Clerk to execute the contract; e) Establish a contingency of $25,000 (approximately 10 percent of the total bid) to cover the cost of unforeseen work not included in the original contract; and f) Approve Budget Amendment No. 22-041 appropriating $77,969 from the unappropriated General Fund Capital Improvement Program fund balance to Account No. 01201929-980000-22P12 (Dog Park Refurbishment). 7-1 Civic Center Dog Park Refurbishment — Award of Contract No. 8717-1 (22P12) February 8, 2022 Page 2 DISCUSSION: The Civic Center Dog Park (Dog Park) is part of the 14 -acre Civic Center Park and has been servicing the community since May 2014. The Dog Park includes two separate areas of play, one for big dogs and one for small dogs, shade in the big dog area, and water fountains for dogs and their owners. As part of the annual Facilities Maintenance assessment, staff identified the Dog Park as requiring some noteworthy maintenance. This project will address the worn-out synthetic turf areas, uneven sidewalks, and fence screening. It will also add a new shade structure for the small dog park users. Staff developed bidding documents and put the project out for public bids. At 10 a.m. on January 12, 2022, the City Clerk opened and read the following bids for this project: *Bid Withdrawn The bid package submitted by Metrocell, the apparent low bidder, was incomplete and therefore non-responsive. On January 14, following staff's discussion with Metrocell regarding their incomplete submittal, Metrocell requested to withdraw their bid (Attachment B). Staff recommends City Council accept Metrocell's bid withdrawal. The base bid amount submitted by the second low bidder, Western State Builders, is 3.6 percent below the Engineer's Estimate of $250,000. Western State Builders possesses a California General Engineering "A" Contractors License, as required by the project specifications, and has satisfactorily completed similar project for other local agencies. The work necessary for the completion of this contract consists of removing and disposing existing improvements; furnishing and installing new synthetic turf in designated areas; furnishing and installing shades structures in the small dog area; installing new water drinking fountains with dog bowls; installing new screen fence; painting of existing fencing, gates and signs; replacing uplifted sidewalk panels; removing and installing paving joint material at existing wall joints and walkways; and other incidental items to complete work in place as required by the Contract Documents. Due to current COVID-19-related supply chain issues, Western State Builders is being allotted 90 calendar days for procurement. Upon receipt of the materials and equipment, Western State Builders will be allotted 20 consecutive working days to complete the work. Liquidated damages in the daily sum of $500 and $1,000 will be assessed in case of tardy completion of procurement and construction, respectively. 7-2 BIDDER BASE BID Low* Metrocell Construction, Inc. $ 238,388.00 2nd Western State Builders, Inc. $ 241,036.26 3rd Elegant Construction, Inc. $ 260,406.34 4th NR Development, Inc. $ 266,518.93 5th Loghmani & Associates Design Group, Inc. $ 292,890.00 6th C.S. Legacy Construction, Inc. $ 309,084.08 7th Organic Scapes $ 323,306.00 8th Williamson Development Group $ 478,648.00 *Bid Withdrawn The bid package submitted by Metrocell, the apparent low bidder, was incomplete and therefore non-responsive. On January 14, following staff's discussion with Metrocell regarding their incomplete submittal, Metrocell requested to withdraw their bid (Attachment B). Staff recommends City Council accept Metrocell's bid withdrawal. The base bid amount submitted by the second low bidder, Western State Builders, is 3.6 percent below the Engineer's Estimate of $250,000. Western State Builders possesses a California General Engineering "A" Contractors License, as required by the project specifications, and has satisfactorily completed similar project for other local agencies. The work necessary for the completion of this contract consists of removing and disposing existing improvements; furnishing and installing new synthetic turf in designated areas; furnishing and installing shades structures in the small dog area; installing new water drinking fountains with dog bowls; installing new screen fence; painting of existing fencing, gates and signs; replacing uplifted sidewalk panels; removing and installing paving joint material at existing wall joints and walkways; and other incidental items to complete work in place as required by the Contract Documents. Due to current COVID-19-related supply chain issues, Western State Builders is being allotted 90 calendar days for procurement. Upon receipt of the materials and equipment, Western State Builders will be allotted 20 consecutive working days to complete the work. Liquidated damages in the daily sum of $500 and $1,000 will be assessed in case of tardy completion of procurement and construction, respectively. 7-2 Civic Center Dog Park Refurbishment — Award of Contract No. 8717-1 (22P12) February 8, 2022 Page 3 The project plans and specifications will be available for review at the February 8, 2022, City Council meeting or upon request. FISCAL IMPACT: The Fiscal Year 2021-22 adopted Capital Improvement Program budget includes partial funding for the award of this contract. During the design phase, additional shade structures were identified to meet the needs of the users, requiring an increase to the project budget. Funds are available in the unappropriated fund balance of the Capital Improvement Fund. Upon approval of the budget amendment appropriating $77,969 of additional funds, sufficient funds will be available in the project account. The following funds will be expensed: Funding Source Description General Fund - CIP Proposed fund uses are as follows: Account Number Nrann 01201929-980000-22P12 $ 270,000.00 Total: $ 270,000.00 Vendor Purpose Amount Western State Builders Construction Contract $ 241,036.26 Western State Builders Construction Contingency $ 25,000.00 Various Printing & Incidentals $ 3,963.74 $ 270,000.00 Staff recommends establishing $25,000 (approximately 10 percent of total bid) for contingency purposes and unforeseen conditions associated with construction. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (maintenance of existing public facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Council considers the item). The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City ATTACHMENTS: Attachment A — Location Map Attachment B — Metrocell's Bid Withdrawal Letter Dated January 14, 2022 Attachment C — Budget Amendment No. 22-041 7-3 JOHN WAYNE lboolow ( PROJECT LOCATIONS D CIVIC CENTER DOG PARK C/FSC oce4lv -VICINITY MAP NOT TO SCALE CIVIC CENTER DOG PARK REFURBISHMENT LOCATION MAP CI TY OF IRVINE UNIVERSITY ml Attachment Y CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-8717-1 02/08/22 7-4 Attachment B Metrocell's Bid Withdrawal Letter Dated January 14, 2022 7-5 x r► January 14, 2022 City of Newport Beach Kathryne Cho (949)644-3014 Kcho@neyMortbeachca.gov Re: Civic Center Dog Park Refurbishment 22P12 Invitation # 8717-1 Bid Confirmation # 277065 Dear Ms. Kathryne Cho, TROCELL I would like to withdraw our bid submitted for the Civic Center Dog Park Refurbishment submitted under bid confirmation #277065. Unfortunately, we did not include the cost of a turf contractor in our bid. Thank you for the opportunity to bid on this project. Sincetely, i Culwell Metrocell Construction Inc. 562-881-9070 Metrocell Construction Inc. 1166 Mildred Street, Ontario Ca 91761 Phone (909) 627-1502 Fax (909) 627-1095 7-6 o � C4<rpptc��T Department: Public Works Requestor: David Webb City of Newport Beach ATTACHMENT C BUDGET AMENDMENT 2021-22 BA#: 22-041 ONE TIME: ❑Yes [--]No Approvals ❑ CITY MANAGER'S APPROVAL ONLY 1/25/2022 Finance Director: Date 0 COUNCIL APPROVAL REQUIRED City Clerk: Date EXPLANATION FOR REQUEST: To increase expenditure appropriations from the unappropriated General Fund Capital Improvement Program fund ❑from existing budget appropriations balance to fund the Dog Park Refurbishment project. ❑from additional estimated revenues Ofrom unappropriated fund balance IDES Fund # Org Object Project Description Increase or Fund # Org Object 012 01201929 980000 uescrlptlon 22P12 PARKS - CIP EXPENDITURES FOR GL Subtotal Subtotal Increase or (Decrease) $ 77,969.00 Fund # Object Description Increase or (Decrease) 5 012 300000 GENERAL FUND CAPITAL PROJECTS - FUND BALANCE CONTROL (77,969.00) Subtotal $ (77,969.00) Fund Balance Change Required 7-7