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HomeMy WebLinkAboutAGENDA REPORT 1995 0215 CC REG ITEM 11B / /7 ITEM1t /, l4 /o /-� - • ID• . <, C<._._- iI Mcc ..// 199, J crION: . .!L /7 daq--6 AGENDA REPORTBy------ �I� � CITY OF MOORPARK TO: The Honorable City Council FROM: Ken Gilbert, Director of Public Works v` i c .r%4 DATE: February 3, 1995 (Meeting of 2-15-95) SUBJECT: Consider Bids for the Construction of Median and Parkway Landscaping on Princeton Avenue, Campus Park Drive and Peach Hill Road OVERVIEW This matter was considered by the City Council on January 18, 1995, and continued to the meeting of February 15, 1995. This revised report presents additional information requested by the City Council. BACKGROUND 1. For the past several years the approved budget for Assessment District 84-2 included a number of capital improvement projects for the construction of specified parkway and median landscaping improvement. A number of those projects were unfunded. Others were shown as being funding by a specific amount of surplus maintenance assessments from prior years. Among the projects funded from this source was the subject landscaping improvements. 2. On September 1, 1993, the City Council approved the selection of Landscapes, Inc. to prepare the project design. This firm was selected from four landscape architects which had prepared and presented Proposals to the City in response to a Request for Proposal (RFP) prepared and distributed by staff. 3. In response to the requirements set forth in the RFP, the Proposal specified that the project design would produce an aesthetically pleasing project compatible with the surrounding neighborhood, while still being a cost effective design which would include drought tolerant plant and other low maintenance features. RPT\PRKWY95b-AW 00092 0 Bid Results: Parkway Landscaping February 1995 Page 2 4. The project design was delayed due the necessity for City to construct (via both contract and in-house field personnel) a number of irrigation sleeves across streets and around a number of obstacles in the sidewalk/parkway areas. The location of these irrigation crossovers were included in the final project design. 5. The final draft plans and specifications for the project were completed late last Summer. The final design was reviewed by staff and approved as fully addressing the cost effective requirements set forth in the RFP and the Landscape Architect's Proposal. Copies of the plans and specifications were made available to the City Council for their review and comment. 6. On September 21, 1994, the City Council approved the plans and specifications for the project and authorized staff to advertise for receipt of bids for the subject project. As a part of that action, staff was directed to include a BID ALTERNATE for the possible use of a solar powered irrigation controller. DISCUSSION A. Scope of Project 1. Location: The proposed project calls for the construction of irrigation and landscaping at the following locations (see Exhibit 1) : • Princeton Avenue: . Medians (Campus Park Drive to Freeway) . East Side Parkways (Campus Park Dr to Freeway) . West Side Parkways (South of Amherst) • Campus Park Drive Parkways: . South Side (Cambridge to E/O Loyola) . South Side (Princeton to Penn Street) • Peach Hill Road Parkways: . East Side (Peach Hill Park to Mesa Verde) . North Side (Mesa Verde to Bella Vista) . South Side (Mesa Verde to E/O Rolling Knoll) . North Side (West of Rolling Knoll) . Rolling Knoll -- W/S (North of Peach Hill) 2 . Design: As stated above, on September 21, 1994, the plans and specifications for the project were approved by the City Council and staff was authorized to advertise for receipt of bids. Those plans call for the use of a mixture of trees, shrubs and ground cover compatible with the landscaping themes established in the affected areas. RPT\PRRWY95b-AW 00093 , Bid Results: Parkway Landscaping February 1995 Page 3 3 . Cost Accounting: The bidding documents were structured to allow the bidders to show a separate price for each of the major areas described above. This will allow for the accounting of costs to each of three separately budgeted projects. 4. Add / Deduct Alternate: The plans call for the construction of an electrical service and the installation of an electrically powered irrigation controller on Campus Park Drive. The plans also show an alternate design for a solar- powered irrigation controller at this location. The bidding documents provides for an ADD / DEDUCT bid item for the construction of the alternate design in-lieu of the electric service and electrically powered controller. B. Bid Results Attached as Exhibit 2 is a list of the bid results. The apparent low bidder for both the Base Bid and the Base Bid plus the Alternate Bid is Cascade Sprinklers, Inc. of Moorpark. C. Solar Powered Controller The additional cost for the installation of a solar powered irrigation controller is $2,100. A picture of this item is attached as Exhibit 3 . This solar-powered controller is of a different design than the solar-powered controllers recently installed at other locations. The item shown in Exhibit 3 was selected because it is less prone to vandalism and has a less intrusive design. In the opinion of staff, the solar controller has no particular benefits over the non-solar controller, other than the savings in energy costs. Other maintenance factors (operations, dependability, life-span, vandal resistance, etc. ) are deemed to be more or less comparable. Therefore, the only reason to recommend the solar-powered controller would be energy savings. However, the estimated cost for energy for a typical electric meter for an irrigation controller is only approximately $120 per year. Excluding administrative time for the processing invoices, it would take approximately seventeen (17) years to amortize the additional cost for the solar-powered controller. It is, therefore, staff's recommendation that the solar controller not be approved. D. Landscape Maintenance Cost Reductions Consistent with comments made by the City Council at the January 18, 1995, meeting, it is the intent of staff to work with the City's landscape maintenance contractor to implement any and all maintenance cost savings measures when and where appropriate. RPT\PRRWY95b-AW 00094 , Bid Results: Parkway Landscaping February 1995 Page 4 E. Fiscal Impact 1. Project Cost Estimate: The following is an estimate of the total project costs: Location Other Construction Total ($) A. Princeton Avenue 6,287 30,713 37,000 B. Campus Park Drive 6,799 42,201 49,000 C. Peach Hill Road 6,609 36,391 43,000 Total * 19,695 109,305 129,000 * Other Costs: Design 8,000 Insp / Contract Admin 695 Contingency 11,000 Total $ 19,695 2 . Project Budget: It is recommended that the FY 1994/95 Budget for the subject project be amended as follows: Current Increase Revised Project Budget ** (Decrease) Budget A. Princeton Medians/Parkways 77,000 (40,000) 37,000 B. Campus Park Drive 30,000 19,000 49,000 C. Peach Hill Road * 18,754 24,246 43,000 Sub-total 125,754 3,246 129,000 Notes: * Upon adoption of the FY 1994/95 Budget, the City Council reduced the funding for this project from the $35,000 requested to $18,754 in order to reduce the total Budget to an amount equal to the then anticipated funds available. ** The current budget amounts differ significantly from the amounts required. This is due to the fact that the current budget amounts were carried over from prior years and were established prior to the development of the full project Scope of Work and cost estimate. 3 . Other Budget Adjustments: In addition to the budget amendments for the subject project which are set forth above, it is recommended that certain other budget amendments be approved in order to more accurately reflect anticipated year RPT\PRKWY95b-AW 00095 , Bid Results: Parkway Landscaping February 1995 Page 5 end expenditures for capital improvement projects funded by AD84-2. These adjustments are briefly described as follows: a. Parkway E/S of Spring Road South of Peach Hill Road: This project was completed prior to the end of FY 1993/94 and, therefore, no funding was provided for this project in the FY 1994/95 Budget. It is recommended that the budget be amended to fund expenses totally $873 which were incurred this fiscal year. b. Parkway S/S of Poindexter Ave. @ Sierra Ave. : It is also recommended that the FY 1994/95 Budget be amended to fund expenses totaling $352 for this FY 1993/94 project. c. Parkway W/S of Tierra Rejada Road South of L. A. Ave. : It is recommended that the FY1994/95 Budget be amended to fund the recent construction of irrigation crossover conduits on Tierra Rejada Road at Courtney Street. This work was recently constructed in order to be in place prior to the construction of an upcoming resurfacing of this street. The total cost of these irrigation crossover conduits was $5,914. d. Summary: A summary of these additional recommended budget amendments is as follows: Current Increase Revised Project Budget_ (Decrease) Budget a. Spring Parkway (@ Peach Hill) 0 873 873 b. Poindexter Parkway (€ Sierra) 0 352 352 c. Tierra Rejada Crossover 0 5,914 5,914 Total 0 7,139 7,139 4. Total Recommended AD84-2 Adjusted Budget: A summary of the total recommended adjusted Budget for AD84-2 funded Capital improvement projects is as follows: Current Increase Revised Project Budget (Decrease) Budget Subject Projects 125,754 3,246 129,000 Other Adjustments 0 7,139 7,139 Total 125,754 10,385 136,139 RPT\PRKWY95b-AW 00096 Bid Results: Parkway Landscaping February 1995 Page 6 5. Fund Balance: A summary of FY 1994/95 Beginning Year Funds Available for Citywide Capital Improvement projects is as follows: Budget Actual Fund 023 FY 1993/94 Year End Balance . . . 179,326 224,527 Less Zone Fund Balances: Zone 1 (1,944) 987 2 9,207 15,519 3 (1,009) (583) 4 (8,901) (8,125) 5 8,993 7,542 6 (593) (294) 7 3,206 3,279 8 (34,890) (34,890) 9 0 0 Less Total Zone Balances (25,931) (16,565) Available for AD84-2 Impr. Projects . . . . 153,395 207,962 6. Increase Citywide Landscaping Assessment: The following chart shows the impact of the addition of this and certain other landscaped areas to the landscape maintenance funded by Assessment District 84-2: FY 1994/95 AD84-2 Single-Family Residential Assessment ($) Landscape Street Description of Landscaped Areas Maintained Maintenance Lighting Total Existing Parkways and Median (See Exhibit 4) 11.84 21.16 33.00 Additional Landscaping to be Constructed by 0.52 0.52 the Subject Contract Sub-Total 12.36 21.16 33.52 Additional Median Landscaping on Tierra 2.29 2.29 Rejada Road within PC-3 Total 14.65 21.16 35.81 RPT\PRRWY95b-AW 00097 Bid Results: Parkway Landscaping February 1995 Page 7 RECOMMENDATION (Roll Call Vote) Staff recommends that City Council take the following actions: 1) Approve amendments to the FY 1994/95 Budget for Citywide Capital Improvements for Assessment District 84-2 defined as follows: • Princeton Medians/Parkways (023-400-903-0221) from $77,000 to $37,000 ($40,000 decrease) ; • Campus Park Drive (023-400-903-0354) from $30,000 to $49,000 ($19,000 increase) ; •-- _ . c. _ ! -Ail ' . : a - • ; - . — ) • Spring Rd Parkway @ Peach Hill Rd (023-400-903-0280) from $0 to $873; • Poindexter Parkway @ Sierra (023-400-903-0001) from $0 to $352; • W/S Tierra Rejada Road S/O L. A. Ave. (023-400-903-0226) from $0 to $5,914. 2) Approve a Scope of Work for the project which does not include the solar-powered controller. 3) Award a contract for the subject construction to Cascade Sprinklers, Inc. for the bid amount of $109,305.00; 01 G d7 4) Approve a project/contingency in tha a�. unt—e $-1 00 - and authorize the City Man ger to approve increases in the scope of work not to exceed s id amount; and, 5) Authorize the Mayor to sign necessary contract RPT\PRRWY95b-AW 00098 I .. . • .. 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Am , -.1731:1-iiii %ilk i, %WV I,. c 41. im,_..A.... e,dim J T81 MR )711 a: m.8 uir:Aidirma 411111� 4/ '4# il. .711rAVALIblit I it_ airmoriogrdist• ie 408:81:11, 1.-- - *hi' '-.-.. cD --9-1 I H rriri (-- N 1- w or z , \. . )1\ Exhibit 2 Page 1 0 CITY OF M00RPARK Bidder VENDOR 1 VENDOR 2 VENDOR 3 Bid Results --------------- - --- -NAME: Cascade Sprinklers California Landscape Delta Landscape Parkway Landscaping ADDRESS: Engineer's 171 Poindexter St 7755 Deering Ave 8951 San Fernando Rd CITY, STATE: Estimate Moorpark, CA Canaoga Park, CA Sun Valley, Ca January 4, 1995 PHONE NUMBER: 529-4709 818-346-7543 818-768-6551 CONTACT PERSON: Dennis Bailey Steve Thomas Shlono Havana ITEM DESCRIPTION Qty Units Unit $ TOTAL BID TOTAL BID TOTAL BID TOTAL BID A: Princeton 1 Irrigation LS 7,000.00 14,275.00 16,292.00 16,940.00 2 Planting LS 14,000.00 8,700.00 10,158.00 8,930.00 3 Stamped Concrete 875 SF 7.00 6,125.00 6.10 5,337.50 4.50 3,937.50 4.50 3,937.50 4 Misc Work LS 2,000.00 1,800.00 2,400.00 720.00 5 Maintenance LS 3,000.00 600.00 675.00 900.00 32,125.00 30,712.50 33,462.50 31,427.50 B: Campus Park Drive 1 Irrigation LS 7,000.00 25,900.00 30,200.00 33,480.00 2 Planting LS 14,000.00 11,500.00 11,656.00 10,970.00 3 Stamped Concrete 115 SF 7.00 805.00 6.10 701.50 5.10 586.50 4.50 517.50 4 Misc Work LS 2,000.00 3,500.00 2,775.00 __ 720.00 • 5 Maintenance LS 3,000.00 600.00 700.00 900.00 26,805.00 42,201.50 45,917.50 46,587.50 C: Peach Hill Drive 1 Irrigation LS 8,000.00 27,000.00 28,568.00 32,440.00 2 Planting LS 16,000.00 8,740.00 9,646.00 9,200.00 3 Misc Work LS 2,000.00 150.00 2,600.00 0.00 4 Maintenance LS 3,000.00 500.00 800.00 1,400.00 29,000.00 36,390.00 41,614.00 43,040.00 Release 1.00 1.00 1.00 1.00 Total 87,931.00 109,305.00 120,995.00 121,056.00 ADD/DEDUCT ALTERNATE LS 3,000.00 2,100.00 7,500.00 1,200.00 Solar Powered Controller Total With Alternate 90,931.00 111,405.00 128,495.00 122,256.00 li 0010 hibit 2 Page 2 CITY OF MOORPARK Bidder VENDOR 4 VENDOR 5 VENDOR 6 - VENDOR 7 Bid Results NAME: Green Coast Parkway Landscaping ADDRESS: 2369 S. Robertson CITY, STATE: Los Angeles, CA January 4, 1995 PHONE NUMBER: 310-287-2850 CONTACT PERSON: Ezra Levi ITEM DESCRIPTION Qty Units Unit $ TOTAL BID TOTAL BID TOTAL BID TOTAL BID A: Princeton 1 Irrigation LS 26,000.00 2 Planting LS 6,500.00 3 Stamped Concrete 875 SF 7.00 6,125.00 X 0.00 X 0.00 x 0.00 4 Misc Work LS 1,320.00 5 Maintenance LS 1,000.00 40,945.00 0.00 0.00 0.00 B: Campus Park Drive - 1 Irrigation LS 44,000.00 2 Planting LS 6,500.00 3 Stamped Concrete 115 SF 7.00 805.00 X 0.00 X 0.00 x 0.00 Misc Work LS 1,000.00 _ Maintenance LS 1,000.00 53,305.00 0.00 0.00 0.00 C: Campus Park Drive 1 Irrigation LS 49,000.00 2 Planting LS 6,500.00 3 Misc Work LS 1,000.00 4 Maintenance LS 1,500.00 58,000.00 0.00 0.00 0.00 Release 1.00 1.00 1.00 1.00 Total 152,251.00 1.00 1.00 1.00 ADD/DEDUCT ALTERNATE LS 6,600.00 Solar Powered Controller Total With Alternate 158,851.00 1.00 1.00 1.00 00102 m ^' i. ../.,1 .„ „._ _.„ „_.] ,---'Th .--. D --NiFm. TAO b_....i ..._J ._____..\___ ..._. _i ) INCORPORATED 7� 11, 4 411P _ , - . .4 • ._•• Central to any irrigation project... .„.. ''" :r - ... LEIT _ LIN• K"_ t �• sT . . s .. .............„i.,i_ . =--�- 1 ., MultiCentral Management° System -Y -, Ideal for: z .;, '' - - '" • Golf Courses '` '" _ - - • Airports . `_ -- ` 4 ♦'41 • Parks i - • Median Stripsi ..._ : . , 41110 • School Campuses - • Office Complexes _ • Cemeteries E • -._ --i.:-=�, _ , • p • ZOOS . . _ YC+ • Nurseries - - _:, \ -:; * - a-4 • Resorts �r-,,�,-,cV�. _ = 8 •;: t - -- '�. ���, { - '._ s.rte - . i • Slopes = k • -,••d. - ,j 1�• Marinas & more!' - - . . -.,'_:.__ ? i1 v R. j.ri `1aa 1t t4 `.\t�� ` otk, • ! •` ✓fie_ mi.- . do • .. _ } ter` ` .�. ... ,.. . - -._ .-,.._.-„,t__,_I . , i . _... CI_I--:. ----:- ,v.,-;----.1.1; - \I - - -.: 1 1.1„-.. ..-.0 --,, ;......„--: kiii-,_,z..:...,..\ . .,V I - . iii Solatrol,Inc. 11080 Roselle Street San Diego,California 92121 VOICE:(619)452-4500 FAX: (619)453-7320 ;.s a (3 103 • Exhibit 4 List of Parkways and Medians Currently Maintained by AD84-2 Citywide Landscape Maintenance Assessments Estimated Description Area (Sq. Ft.) a. Campus Park Drive Median: Princeton to Julliard 8,000 b. Campus Park Drive Median: Julliard to Marquette 19,000 c. Campus Park Drive Median: Marquette to Collins 19,712 d. Campus Park Dr Parkway (N/S) : VCFCD Ch. to Collins 15,840 Collins Dr Parkway (W/S) : Benwood to Campus Park Dr e. Moorpark Avenue Parkway (W/S) : N/O High Street 400 f. Poindexter Parkway (S/S) : @ Sierra 2,112 g. L. A. Ave. Parkway (N/S) : Millard to Spring 4,752 h. Spring Rd Parkway (E/S) : South of Peach Hill Rd 18,220 Southwest Corner of Peach Hill and Spring i. Tierra Rejada Rd Median: North of Bridge 31,168 Tierra Rejada Rd Parkway (E/S) : N/O Harvester j . Tierra Rejada Rd Median: Spring to Edison Easement 92 ,928 RPT\PRKWY95b-AW 00104