HomeMy WebLinkAboutAGENDA REPORT 2008 1105 CC REG ITEM 10IMOORPARK CITY COUNCIL
AGENDA REPORT
7'r-T-1 ' I 0 0=
City Council Meetiry tzy
ACTION
TO: Honorable City Council
FROM: Yugal K. Lail, City Engineer /Public Works Director
Prepared by: Linda A. Williams, Administrative Ass tan
DATE: October 22, 2008 (CC Meeting of 11/05/08)
SUBJECT: Consider Award of Contract for the Construction of the Tierra Rejada
Road Median Landscaping - Phase 2 (Project 8042) and Resolution
Amending the Fiscal Year 2008/09 Budget to Fully Fund Said Project
DISCUSSION
A. Background
On September 7, 2005, the City Council awarded a contract to Environmental
Construction (Canoga Park) with a bid of $787,401.00 for the construction of the Tierra
Rejada Road Median - Phase 1. This consisted of irrigation systems and landscape
improvements in the Tierra Rejada Road medians between Spring Road and a point
west of the Route 23 Freeway.
B. Project Scope
The final phase of this project (Phase 2) consists of the installation of irrigation
systems, landscape and hardscape improvements in the median on Tierra Rejada
Road in the vicinity of the SR 23 freeway overcrossing.
C. Bid Results /Analysis
Twenty construction firms purchased the plans and specifications. Of that number,
twelve bids were received and opened on October 21, 2008. The low bidder is Rock
Bottom, Inc., of Bakersfield, California. The low bidder possesses the necessary
qualifications and experience to perform the work and additionally, is a responsive and
responsible bidder. The bid results are as follows:
00,91.919
SAPublic Works \Everyone \Reports \Staff Reports\2008\November\TR Median -Phase 2 Award.doc
Honorable City Council
November 5, 2008
Page 2
No.
Bidder
Amoun
1
Rock Bottom, Bakersfield
$123,356.0
2
Marina, Anaheim
$158,172.0
3
American Landscape, Inc., Canoga Park
$169,687.0
4
G. Coast Construction, Encino
$177,641.0
5
Gothic Landscaping, Inc., Valencia
$178,354.0
6
Malibu Pacific Tennis Courts, Westlake Village
$179,971.0
7
America West Landscape, Inc., Downey
$201,585.4
8
Two Horse Construction, Arcadia
$202,241.0
9
Tri-Valley Landscape, Westlake Village
$209,868.8
10
Plowboy Landscapes, Inc., Santa Barbara
$236,196.0
11
Tropical Creations, Inc., Northridge
$242,085.0
12
JEC, Inc., Agoura Hills
$265,409.7
The detailed analysis of bids is attached as Attachment 1. The Engineer's estimate is
$189,241.00.
D. Fiscal Impact
Project Cost Estimate: The current total project cost estimate is as follows:
Description
Design
Construction
Prior costs
Bid Amount
Plus 12% Contingency
Construction Total
Inspection
Total
Prior Year Costs
$0
$0
$0
Current FY Costs
Total Est. Cost
$34,638
$0
$200,000
$200,000
$45,197
$0
$123,356
$123,356
$15,000
$15,000
$138,356
$138,356
$5,000
$5,000
$143,356
$143,356
2. Current Budget. The current FY 08/09 Budget is as follows:
By Work Category:
Description
Design
Construction
Inspection
Total
Prior Year Costs
$755
$0
$0
$755
FY 08/09 Budoet Total Appropriations
$6,526
$7,281
$34,638
$34,638
$4,033
$4,033
$45,197
$45,952
SAPublic Works \Everyone \Reports \Staff Reports\2008 \November \TR Median -Phase 2 Award.doc () OA 199
Honorable City Council
November 5, 2008
Page 3
3. Proposed Budget: Adjusted to reflect updated construction costs:
Fund
Prior Year Costs
FY 08/09 Budget
Total Appropriations
2502: TR Rd. AOC
Design
$755
$6,526
$7,281
Construction
$0
$138,356
$138,356
Inspection
$0
$4,033
$4,033
Total $755
$148,915
$149,670
The Construction amount of $138,356 includes $123,356 plus $15,000 for
contingency. The City currently has $34,638 budgeted for the project. Staff
proposes amending the FY 2008/09 budget by appropriating $103,800 from Tierra
Rejada /Spring Rd AOC (Fund 2502) to fully fund the project. Staff has prepared a
Resolution (Attachment 2) amending the FY 2008/09 Budget to increase the budget
to $138,438. Sufficient funds are available to cover the increased costs. The Scope
of Work and bid price includes 12 months of maintenance (excluding water) after the
Notice of Completion is approved by the City.
E. Schedule
It is anticipated that construction will commence in January 2009, and be completed by
April 2009. Construction inspection and administration will be done by in -house staff.
Working hours per the project specifications is 9:00 a.m. to 3:00 p.m.
F. Environmental Determination
A notice of exemption for Categorical Exemption for this project was filed and
recorded with the County Recorder's office (Attachment 3).
STAFF RECOMMENDATIONS (ROLL CALL VOTE)
1. Award a construction contract to Rock Bottom, Inc., and authorize the City Manager to
execute the construction contract in the amount of $123,356.00 for the subject project;
2. Authorize the City Manager to amend the construction contract for project
contingencies in an amount not to exceed $15,000 if and when the need arises for
extra work and services.
3. Adopt Resolution No. 2008 - , amending the FY 2008/09 Budget for said project.
Attachments:
1 Bid Analysis
2 Resolution
3 Notice of Exemption
SAPublic Works \Everyone \Reports \Staff Reports\2008 \November \TR Median -Phase 2 Award.doc 4) 0 0 2 0 0
Attachment 1
Tierra Rejada Road Median Landscaping - Phase 2
Owner: City of Moorpark
Bid Opening: 10/21/08
• marks an allowance
Engineer's Estimate
Bid Schedule
Item #
Item Code
Item Description
Quantity
Unit of Measure
Unit Price
Item Total
1
702 -6
TRAFFIC CONTROL
1
LS
$30,000.00
$30,000.00
2703-2
STORMWATER POLLUTION
1
LS
$8,000.00
$8,000.00
3704-4
REMOVALS /SOIL IMPORT /AMENDMENTS
1
LS
$36,000.00
$36,000.00
4705-3.1
HARDSCAPE
1
LS
$58,000.00
$58,000.00
5705-3.2
CREDIT FOR 150 CY PLUS /MINUS
1
LS
$0.00
$0.00
6706-2
IRRIGATION SYSTEM
1
LS
$24,000.00
$24,000.00
7707-4.1
PLANTING
1
LS
$28,000.00
$28,000.00
8,707-4.2
MAINTENANCE PHASE (12 MTHLY
12
EA
$300.00
$3,600.00
91701-13.1
CALTRANS PERMIT
1
EA
$1,640.00
$1,640.00
101708-2
RELEASE ON CONTRACT
1
LS
$1.00
$1.00
Bid List
Total
$189,241.00
Total Bid Amount
$189,241.00
Listed Subs
C
C
N
C
F,
Attachment 1
Rock Bottom Inc.
MARINA
American Landsca e, Inc
2724 Landco
Bakersfield, CA 93308
Bidder Status: Valid
1900 S LEWIS STREET
ANAHEIM, CA 92805
us
Bidder Status: Valid
7949 Deering Ave
Canoga Park, CA 91913
Bidder Status: Valid
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
$7,500.00
$7,500.00
$8,000.00
$8,000.00
$13,215.00
$13,215.00
$1,000.00
$1,000.00
$3,000.00
$3,000.00
$1,248.00
$1,248.00
$25,100.00
$25,100.00
$59,400.00
$59,400.00
$81,321.00
$81,321.00
$63,400.00
$63,400.00
$50,000.00
$50,000.00
$49,486.00
$49,486.00
($25,000.00)
($25,000.00)
($8,969.00)
($8,969.00)
($13,446.00)
($13,446.00)
$13,715.00
$13,715.00
$13,500.00
$13,500.00
$11,189.00
$11,189.00
$28,200.00
$28,200.00
$22,000.00
$22,000.00
$18,673.00
$18,673.00
$650.00
$7,800.00
$800.00
$9,600.00
$530.00
$6,360.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1.00
$1.00
$1.00
$1.00
$1.00
$1.00
$123,356.00
$158,172.00
$169,687.00
$123,356.00
$158,172.00
$169,687.00
C
c
Attachment 1
G. Coast Construction
Gothic Landscaping, Inc.
Malibu Pacific Tennis Courts
5461 Encino Avenue
Encino, CA 91316
us
Bidder Status: Valid
27502 Avenue Scott
Valencia, CA 91355
us
Bidder Status: Valid
31133 Via Colinas Suite #107
Westlake Village, CA 91362
us
Bidder Status: Valid
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
$10,000.00
$10,000.00
$36,752.00
$36,752.00
$3,500.00
$3,500.00
$5,000.00
$5,000.00
$3,914.00
$3,914.00
$3,500.00
$3,500.00
$52,000.00
$52,000.00
$54,766.00
$54,766.00
$40,000.00
$40,000.00
$54,000.00
$54,000.00
$33,196.00
$33,196.00
$61,730.00
$61,730.00
($6,000.00)
($6,000.00)
($2,656.00)
($2,656.00)
($5,000.00)
($5,000.00)
$30,000.00
$30,000.00
$14,056.00
$14,056.00
$20,000.00
$20,000.00
$25,000.00
$25,000.00
$19,380.00
$19,380.00
$45,000.00
$45,000.00
$500.00
$6,000.00
$1,442.08
$17,305.00
$800.00
$9,600.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1.00
$1.00
$1.00
$1.00
$1.00
$1.00
$177,641.00
$178,354.00
$179,971.00
$177,641.00
$178,354.00
$179,971.00
�r
C
N
G
W
Attachment 1
America West Landscape, Inc. Area 2
Two Horse Construction
Tri-Valley Landscape Management
12328 Woodruff Ave.
Downey, CA 91709
Bidder Status: Valid
436 Alderton Ave.
Arcadia, CA 91006
Bidder Status: Valid
7 Duesenberg Drive
Westlake Village, CA 91362
Bidder Status: Valid
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
$5,003.65
$5,003.65
$5,000.00
$5,000.00
$15,603.73
$15,603.73
$2,925.05
$2,925.05
$3,000.00
$3,000.00
$4,951.09
$4,951.09
$65,385.78
$65,385.78
$50,000.00
$50,000.00
$52,745.60
$52,745.60
$55,012.70
$55,012.70
$83,000.00
$83,000.00
$85,770.35
$85,770.35
($10,392.00)
($10,392.00)
($10,000.00)
($10,000.00)
$0.00
$0.00
$19,320.40
$19,320.40
$20,000.00
$20,000.00
$14,552.50
$14,552.50
$39,537.65
$39,537.65
$40,000.00
$40,000.00
$22,544.56
$22,544.56
$1,929.27
$23,151.24
$800.00
$9,600.00
$1,005.00
$12,060.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1.00
$1.00
$1.00
$1.00
$1.00
$1.00
$201,585.47
$202,241.00
$209,868.83
$201,585.471
1
1
1 $202,241.00
$209,868.83
G
C
N
C
Attachment 1
r
G
G
N
G!t
Plowboy Landscapes, Inc.
Tropical Creations, Inc.
JEC,
4141 State Street Suite C
Santa Barbara, CA 93110
Bidder Status: Valid
18555 Eddy St
Northridge, CA 91324
Bidder Status: Valid
1703 Cadenhorn Drive
Agoura, CA 91301
us
Bidder Status: Valid
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
$13,000.00
$13,000.00
$14,169.00
$14,169.00
$7,583.61
$7,583.61
$7,000.00
$7,000.00
$1,181.00
$1,181.00
$2,790.00
$2,790.00
$64,000.00
$64,000.00
$56,364.00
$56,364.00
$61,380.00
$61,380.00
$76,200.00
$76,200.00
$116,833.00
$116,833.00
$118,072.80
$118,072.80
$0.00
$0.00
($28,178.00)
($28,178.00)
($1.00)
($1.00)
$36,185.00
$36,185.00
$59,523.00
$59,523.00
$17,291.03
$17,291.03
$26,170.00
$26,170.00
$14,852.00
$14,852.00
$49,119.34
$49,119.34
$1,000.00
$12,000.00
$475.00
$5,700.00
$627.75
$7,533.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1,640.00
$1.00
$1.00
$1.00
$1.00
$1.00
$1.00
$236,196.00
$242,085.00
$265,409.78
$236,196.00
$242,085.00
$265,409.78
r
G
G
N
G!t
Attachment 2
RESOLUTION NO. 2008 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2008/09 BUDGET TO FULLY FUND THE CONSTRUCTION OF
THE TIERRA REJADA ROAD MEDIAN LANDSCAPING —
PHASE 2 (PROJECT 8042) FROM [ TIERRA REJADA/SPRING
RD AOC (FUND 2502)]
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 the City Council requesting a
budget adjustment in the aggregate amount of $103,800; and
WHEREAS, Exhibit "A ", attached hereto and made a part hereof, describes said
budget amendment and its resultant impact to the budget line item.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. That a Budget amendment in the aggregate increase of $103,800 as
more particularly described in Exhibit "A ", 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 5th day of November, 2008.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment:
Exhibit 'A': Appropriation and Budget Detail
000206
Page 2
EXHIBIT "A"
BUDGET AMENDMENT FOR
TIERRA REJADA/SPRING RD AOC
TO FULLY FUND CONSTRUCTION OF THE
TIERRA REJADA ROAD MEDIAN LANDSCAPING - PHASE 2 (PROJECT 8042)
FY 2008 -09
FUND ALLOCATION FROM:
Fund
Account Number
Amount
Tierra Rejada/Spring Road AOC
2502 -5500
$103,800
$103,800
$138,438
Total
$34,638
$103,800
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
Account Number
Current
Budget
Revision
Amended Budget
2502.8310.8042.9640
$34,638
$103,800
$138,438
Total
$34,638
$103,800
$138,438
Approved as to Form:
X10020'7
:,.QPpK
-C4
P
i
�o
o
A2
F
v
O
2
n
0
H
9
w
0
4 Bp
V
J
IF il !._ t' t)
MAY 1 3
Attachment 3
NOTICE OF EXEMPTION
CITY OF MOORPARK
799 MOORPARK AVENUE
MOORPARK, CA 93021
(805) 517 -6200
TO: X County Clerk _ State Clearinghouse
County of Ventura Office of Planning and Research
800 S. Victoria Ave. Loc. #1210 1400 Tenth Street, Room 121
Ventura, CA 93009 -1210 Sacramento, CA 95814
Submission of this form is optional. Local agencies or private individuals may file this form with the County Clerk (Public
Resources Code Sec. 21152.b). Filing of this notice starts a 35- day statue of limitations on court challenges to project
approval (Public Resources Code Sec. 21167.d.). Failure to file this notice results in the statue of limitations being
extended to 180 days.
Project Title: Tierra Rejada Road Median Landscaping Project Phase 2 (Project 8042)
Project Type
Private Project
X Public Project
Project Location: Moorpark Avenue at Second Street in the City of Moorpark
City: Moorpark Zip Code: 93021 County: Ventura
Description of Nature, Purpose and Beneficiaries of Project: This project involves the installation of landscaping
within Caltrans ROW under and near the SR -23 freeway overpass bridges at Tierra Rejada Road.
Name of Public Agency Approving Project: City of Moorpark Date of Approval: 5/7/2008
Name of Person /Agency Carrying Out Project: Yugal Lall, City of Moorpark Public Works Department
Exempt Status (check one): Ministerial (Sec. 15073)
_ Declared Emergency (Sec. 17071.a.)
_ Emergency Project (Sec. 15071.b. and c.)
X Categorical Exemption (state type and section)
_ General Rule Exemption
Section 15304(8) Class 4(b) Exemption (New Gardening or Landscaping)
Reasons Why Project is Exempt: This project involves installation of landscaping on an existing street for enhanced
appearance with no expansion of use as a result of this project.
Contact Yugal Lall, City Engineer and Phone: (805) 517 -6255 Ext.:
Person: Director of Public Works
If filed by Applicant:
1. Attach certified document of exemption finding.
2. Has a Notice of Exemption been filed by public agency approving the project? Yes No_
Date 5/8/2008 Signature: ^ Title: Planning Director,
Filed: City of Moorpark
:� 13/ F STED
{{firr Y I'PA. - _ Jllt 0 _rte
�<1
tl l�:tfd 11 �.:1.: 11 i sx::.iiltj+ Clerk
Nicole 111a Deputy
6100208
Department of Fish & Game Environmental Filing
Transmittal Memorandum /Filing Cash Receipt
Please complete the information and submit a transmittal with
each set of documents presented for filing. Please provide an
original set and (3) three sets of copies for filing. Thank you.
1 @08 @513 -i @@ @7116 -@ 1/i
Ventura County Clark and Recorder
v Philip J. Schmit
06/13/2008 01:36:34 PM
202063 $60.00 PA
0
w
Project Title: Tierra Rejada Road Median Landscaping Project Phase 2 (Project 8042)
Name of Agency City of Moorpark
filing attached document:
The above named agency is filing as: $i Lead Agency ❑ Responsible Agency ❑ Trustee Agency
Address of Filing Agency: 799 Moorpark Avenue, Moorpark, CA 93021 x
Document Type (check one):
❑ Negative Declaration ❑ Mitigated Neg. Declaration ❑ Environmental Impact Report 10 Exemption
Project Applicant: City of Moorpark
Project Applicant Address: 799 Moorpark Avenue, Moorpark, CA 93021
Project Applicant Phone Number: Yugal Lall (805) 517 -6255
Project Applicant is (check one):
13 Local Public Agency ❑ School District ❑ Other Special District ❑ State Agency ❑ Private Entity
If the agency presenting this document is filing as the responsible agency, provide a copy of the Lead
Agency's filed documents and complete the following:
Lead Agency:
Lead Agency's Project Title:
Lead Agency's State Receipt #:
Check Applicable Fees (check all that apply):
Lead Agency's Document #:
Q Negative Declaration ($1,800.00)
❑ Environmental Impact Report ($2,500.00)
W Categorically Exempt
❑ Statutorily Exempt
'® County Administrative Fee ($50.00)
❑ De Minimus Impact (EXEMPT - Provide a Certificate of Fee Exemption)
❑ Filed by responsible agency, fees paid by lead agency (Attach a copy of Lead Agency's filing & receipt.)
❑ Fees have already been paid (Attach a copy of the prior filing and proof of payment.)
Prepared by: David A. Bobardt Planning Director
m Title
Signature: May 8, 2008 (805) 517 -6281
--------------------------- - - - - -- - -- Date Phone #LFx�
------------------------ - - - - -- --------------- - - - - -- - - - - --
DO NOT WRITE BELOW THIS LINE — The following portion will be completed by the Ventura County Clerk's Office.
Total $received: ,5D 0, ,
I,. .
Signature of person receiving payment: Jo lty Pano A , Deputy County Clerk
(07/2004) CC &R Posted: MAY 13 2 through JUL 1 2U
:w
x/002051.