Item 6-Q
Council Meeting: September 28, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Award of Construction Contract for the Douglas Park Improvement Project to Valley Crest Landscape, Inc.; Recommendation to Authorize the City Manager to Negotiate and Execute a Construction Management Contract with Black & Veatch Construction, Inc.; and Authorize the City Manager to Increase the Contract Amount for Architectural Services Provided by Rios Associates
Introduction
This report recommends that the City Council award a construction contract to Valley Crest Landscape, Inc., the lowest responsible bidder, in the amount of $1,189,150 to construct the Douglas Park Improvement Project. This report also recommends that the City Council authorize the City Manager to negotiate and execute a contract with Black & Veatch Construction, Inc. in an amount not to exceed $100,000 for construction management for the Douglas Park Improvement Project. This report also recommends that the City Council authorize the City Manager to increase the contract amount by $48,400 for architectural services provided by Rios Associates for Douglas Park and playgrounds at Clover, Marine, Los Amigos and Ozone Parks. This increases the Rios Associates contract to an amount not to exceed $270,177.
Background
On January 14, 1997, City Council awarded a contract to Rios Associates for preparation of design drawings and construction documents for the renovation of Douglas Park and children
=s play areas in four city parks. The contract was subsequently modified to include design of a new restroom building at Douglas Park and design of a new play area at Los Amigos Park. After endorsement by City Commissions, Council reviewed and approved the schematic design on March 3, 1998.The Douglas Park Improvement Project and the City
=s Selected Accessibility and Maintenance Improvements Project include construction of a new playground at Douglas Park incorporating accessible play equipment, construction of a ramp and installation of water jets in the existing casting pool, complete reconstruction of the pond system, construction of a new restroom building, reconstruction of all paths, installation of artist-designed picnic tables and extensive regrading, irrigation and replanting. Specific accessibility improvements include construction of ADA compliant ramps to replace the existing stairs at the bowling green and at the Chelsea Avenue tennis court and installation of ADA approved drinking fountains. Maintenance improvements include resurfacing of the tennis courts, fence repair and replacement, and painting of the existing light poles. Construction is expected to begin in November, 1999 and be completed in the fall of 2000.Discussion
A Notice Inviting Bids for the construction contract was published on July 22 and July 29, 1999 in the The Argonaut and The Green Sheet. Bid documents were sent to twelve women/minority business enterprise associations (WMBE). Bidding packages were requested by ten contractors. The City Clerk
=s office received eight sealed bids which were publicly opened and read aloud on August 24, 1999 by the Deputy City Clerk. The results were:Valley Crest Landscape, Inc. $1,189,150
Terra-Cal Construction, Inc. $1,369,600
Emma Corporation $1,383,000
Pima Corporation $1,540,000
Urbantec Engineers $1,675,800
Tricon, Inc. $1,697,000
Spilat Construction Corp. $1,871,300
Southwest Engineering, Inc. $2,583,000
City Engineer=s Estimate $1,800,000
Valley Crest, the lowest responsible bidder, supplied the City with the names of recent similar projects. City staff contacted representatives of several projects including the Cities of Los Angeles and Avalon, Museum Associates of Hancock Park, and the Pleasant Valley Recreation and Parks District. Projects for those organizations include Culver Boulevard Streetscape, Green Belt, and Bike Path (City of Los Angeles), Streetscape Projects of Crescent St. & Cataliria St. (City of Avalon), Park Site Developments (Museum Associates), and Eldred Lokker Park Redevelopment (Pleasant Valley Recreation and Parks District). All contacts reported that the Contractor
=s work was satisfactory. Valley Crest is also doing work for the City of Santa Monica (BIG Project and Pico Boulevard Streetscape) and their work has been satisfactory. The State Contractors= License Board has verified that the Contractor=s and all listed Subcontractor=s licenses are current and active. Construction is scheduled to begin in November, 1999 and take nine months.A Request for Qualifications for construction management services was distributed on June 23, 1999 to seven firms. Three responses were received and reviewed by a committee that included representatives from the Community and Cultural Services Department and the Public Facilities Maintenance and Engineering Divisions of the Environmental and Public Works Management Department. The review committee recommended Black & Veatch Construction, Inc. for the construction management services for this project. Black & Veatch is currently providing similar services for the City of Santa Monica
=s Beach Improvement Group (BIG) Project and the Santa Monica Urban Runoff Recycling Facility. Their performance on both projects has been satisfactory.The original contract with Rios Associates for design of improvements at Douglas, Clover, Marine, Ozone, and Los Amigos Parks does not include ongoing review of requests for information, review of contractor submittals or site visits and meetings during construction. These services are essential for the satisfactory completion of construction.
Budget/Financial Impact
FUNDS REQUIRED
Construction: $1,189,150
Contingency 178,373
Total $1,367,523
Construction Management: $ 100,000
Contingency $ 15,000
Total $ 115,000
Architectural Services: $ 48,400
Contingency $ 7,260
Total $ 55,660
TOTAL $1,538,183
Funds are available in the following accounts:
C01042197.589000 $ 109,720
C01048695.589000 $1,286,150
C01066599.589000 $ 125,449
C01044500.589000 $ 2,185
C01051695.589000 $ 14,679
TOTAL $1,538,183
Recommendation
Staff recommends that the City Council:
1. Award a contract for the Douglas Park Improvement Project to Valley Crest Landscape, Inc., the lowest responsible bidder, in the amount of $1,189,150;
2. Authorize the City Manager to negotiate and execute a construction management contract with Black & Veatch Construction, Inc., in an amount not to exceed $100,000 for the Douglas Park Improvement Project;
3. Authorize the City Manager to expand the scope of the contract services with Rios Associates, Contract No. 6592 (CCS), by an amount not to exceed $48,400 for additional architectural services for Douglas, Clover, Marine, Ozone and Los Amigos Parks; and
4. Authorize the City Engineer to issue any necessary change orders to complete additional work in conformance with the Administrative Instructions on change orders and within budget authority.
Prepared by:
Craig Perkins, Director of Environmental & Public Works Mgt.
Barbara Stinchfield, Director of Community & Cultural Services
Anthony Antich, P.E., City Engineer
Lorrie Brown, Civil Engineering Associate