HomeMy WebLinkAboutAGENDA REPORT 2008 1105 CC REG ITEM 09BMOORPARK CITY COUNCI
AGENDA REPORT
TO: The Honorable City Council
^its O? F; OORPARK, CALiF0i;'�:
City Council Meeting
FROM: Mary K. Lindley, Parks, Recreation, & Community Services Director,''!
BY: Roger O. Blais, Parks and Landscape Manager
DATE: October 24, 2008 (CC Meeting of November 5, 2008)
SUBJECT: Consider Award of Contract to Malibu Pacific Tennis Courts for the
Veteran's Memorial and the Adoption of a Resolution Amending the
FY 2008/09 Budget
DISCUSSION
On September 17, 2008, City Council approved the design and specifications for
construction of a Veteran's Memorial. In addition to the two add alternates (landscaping
the small parcel east of the site and the inclusion of six benches at the corner of Spring
Road) that were a part of the City Council's original direction, several new deduct
alternates were approved to provide the Council with options in the event the cost
exceeded the construction budget. Those design alternates were the elimination of the
following features: the Victory Column, shot cobble, the drinking fountain, and reducing
walkway security lighting. The project's bid documents addressed these design
alternatives.
With the adoption of the FY 2008/09 budget, the City Council allocated $520,000 from the
Public Art Fund for the design and construction of the Veterans Memorial. The projected
budget was as follows:
Description
Estimate
Design
$ 55,000
Construction
$ 400,925
Plan Check, Permit & Fees
$ 8,000
Soils /Lab Testing
$ 24,680
Construction Management
$ 21,000
Contingency (10%)
$ 40,000
Total
$ 549,605
The formal bid process was concluded on October 21, 2008, and the City Council is
now being asked to approve the award of the contract to the lowest responsible bidder,
Malibu Pacific Tennis Courts, Inc. The bid results, based on the construction of the
project as originally designed, and with the above design alternatives, are as follows:
000135
Honorable City Council
November 5, 2008
Page 2
Alt.# 3 Alt.# 1 Alt.# 4 Alt.# 5 Alt.# 6 Alt.# 7
Contractor
Base Bid
Add
Add
Deduct
Deduct
Deduct
Deduct
Landscape
Six
Victory
Shot
Security
Drinking
Parcel
Benches
Column
Cobble
Li hts
Fountain
Malibu Pacific
$424,424
$31,000
$29,000
- $14,000
- $3,500
- $26,000
- $6,000
Tennis Courts Inc.
Marina Landscape
$429,600
$12,500
$17,300
- $24,700
-$500
- $7,000
- $4,450
Construction
Pima
$538,630
$20,000
$15,000
1 - $10,000
- $15,000
- $3,000
- $4,000
Corporation
Mendez Concrete
$539,012
$16,200
$14,674
4,858
- $1,961
- $6,615
- $5,181
Inc.
C. S. Legacy
$629,107
$47,000
$24,000
[-$27,000
-$100
- $5,593
- $3,000
Construction
G Coast
$645,000
$10,000
$14,000
,000
- $5,000
- $15,000
- $5,000
The bids were reviewed for completeness and mathematical errors. Staff has
determined that the lowest qualified bidder is Malibu Pacific Tennis Courts, Inc., with a
base price of $424,424. Malibu Pacific Tennis Courts, Inc. possesses the necessary
licenses to perform the work and has experience constructing similar projects for other
cities. A reference check shows that they are highly recommended. Additionally, the
City has had good experiences with Malibu. They were responsible for constructing
Magnolia Park and the eight lighted tennis courts at Arroyo Vista Community Park.
Based on the lowest qualified bidder's base cost proposal (the original scope of work
which includes the four deduct alternates but excludes the two add alternates), the cost
exceeds the FY 2008/09 total budget allocation for this project by $23,500. To remain
within the project budget, in addition to rejecting the two add alternates, Council can
choose to select one or more of the deduct alternatives resulting in a savings of up to
$49,500 from the original base bid. If the City Council wishes to proceed with the base
bid (original scope of work) and include the two add alternates (landscape adjacent
parcel and install six benches) it will need to appropriate an additional $84,000 just to
cover construction costs.
Staff proposes that the Council reject the two add alternates. The City can purchase
and install the benches on its own for approximately $12,000 and minimal landscape
improvements can be made in -house to the adjacent parcel until additional funding is
available. The minimal landscape improvements would include several trees, which
would be hand - watered, and mulch for groundcover. In addition to the rejection of the
two add alternates, staff proposes that the Council select the deduct alternate #5,
reducing the number of walkway lights from eight to three. The lights are not an
aesthetic feature and therefore will not affect the look of the project. If approved, this
would amount to a savings of $26,000 from the original scope of work with a
construction contract budget of $398,424. With the addition of the $12,000 to be used
by City staff for the purchase of six benches, the total construction budget would be
approximately $410,424.
S: \Community Services\ADMINISTRATIVE \CC Reports\2008 \11 -5 -08 (Vets Mem).doc 000136
Honorable City Council
November 5, 2008
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The architect under estimated the amount of construction administration time that would
be needed on this project. There were a number of unanticipated site issues including
soils and utilities that were not included in the architect's proposal. Their original
construction administration budget was $3,350 and to date they have already spent
$5,000. They are requesting an additional $10,500 to their contract price of $53,450.
To proceed with construction, the City needs to secure the services of a soils testing
and inspection consultant. Staff proposes using Pacific Materials Laboratory (PML) at a
cost not to exceed $24,679. PML has performed work for the City on a number of park
improvement projects, most recently the Arroyo Vista Recreation Center expansion. The
cost of the soil testing and inspection work was included in the original project budget.
With the staff proposed scope of work and architect changes (rejection of the two add
alternates, reduction of walkway lights, and increase in architect's contract price) the
project's estimated budget is now $585,000 as shown below.
Description
Estimate
Design
$ 64,000
Construction *
$ 423,000
Plan Check, Permit & Fees
$ 10,000
Soils /Lab Testing
$ 25,000
Construction Management
$ 21,000
Contingency 00 %)
$ 42,000
Total
$ 585,000
* Includes $12,000 for purchase and installation of six benches
To proceed with the staff recommended action, the Council needs to adopt the attached
Resolution amending the budget by appropriating an additional $65,000 from the Art
Fund (2151) to the project.
FISCAL IMPACT
The funding source for this project is the City's Art Fund. The current fund balance in
the Art Fund is $1.6 million. There are sufficient funds in the Fund to include the base
bid scope of work and to include the two add alternates if the Council elects to do so.
However, the Council has approved several objectives calling for the design and
installation of public art projects at the Moorpark Public Service Center, Arroyo Vista
Community Park, and the new City Hall complex, which would typically be funded from
the Art Fund.
STAFF RECOMMENDATION (Roll Call Vote)
1) Approve the project's scope of work to include the rejection of the two add alternates,
the reduction in the number of the walkway lights and the purchase and installation of
benches by staff, as outlined in the Agenda Report;
SACommunity Services\ADMINISTRATIVE \CC Reports\2008 \11 -5 -08 (Vets Mem).doc o OO137
Honorable City Council
November 5, 2008
Page 4
2) Award a contract to Malibu Pacific Tennis Courts at a cost not to exceed $398,424
and authorize the City Manager to execute the agreement on behalf of the City;
3) Amend the agreement with Community Works Design Group, increasing
compensation by $10,500 and authorize the City Manager to execute the amendment;
4) Approve a contract with Pacific Materials Laboratory (PML) for soils testing, lab work,
and inspections at a cost not to exceed $24,679 and authorize the City Manager to
execute the agreement on behalf of the City; and
5) Adopt Resolution No. 2008 - _
Attachment A: Resolution
SACommunity Services\ADMINISTRATIVE \CC Reports\2008 \11 -5 -08 (Vets Mem).doc () 00,118
RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF MOORPARK, CALIFORNIA, AMENDING THE
FISCAL YEAR 2008/09 BUDGET TO ALLOCATE
$65,000 FROM PUBLIC ART FUND RESERVE
BALANCE (2151) TO THE VETERAN'S MEMORIAL
EXPENDITURE ACCOUNT (2151.7900)
WHEREAS, on July 2, 2008, the City Council adopted the budget for
Fiscal Year 2008/09; and
WHEREAS, a staff report has been presented to said Council requesting a
budget amendment allocating $65,000 from the Public Art Fund Balance for the
Veterans' Memorial improvements.
WHEREAS, Exhibit "A" hereof describes said budget amendment and its
resultant impacts to the budget line item(s).
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
MOORPARK DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment allocating $65,000 from the Public Art
Fund for the Veterans' Memorial improvements as more particularly described in
Exhibit "A" attached hereto is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution
and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 5t" day of November, 2008.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment: Exhibit A — Budget Amendment
000139
Resolution No. 2008 -
Page 2
EXHIBIT A
BUDGET AMENDMENT FOR PUBLIC ART FUND FOR
VETERANS MEMORIAL IMPROVEMENT PROJECT
FY 2008/09
A. Fund Allocation:
Fund No.
Fund Name
Amount
2151 -5500
Art Fund Reserve
$65,000
$65,000
$585,000
B. Budget Appropriation:
BUDGET NUMBER
BUDGETED
REVISION
NEW
BUDGET
2151.7900.7903.9632
$520,000
$65,000
$585,000
Approved as to form:
0001.4.0