TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
SUBJECT:Title
Consideration of Accepting as Complete Work Performed by Landscape Support Services, Inc. for the Polliwog Park Lower Playground Replacement Project (Public Works Director Lee).
A) ACCEPT
B) AUTHORIZE
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that City Council:
1. Formally accept as complete the Landscape Support Services, Inc. construction agreement for the Polliwog Park Lower Playground Replacement Project;
2. Authorize the filing of the Notice of Completion with the County Recorder; and
3. Authorize the release of retention for $71,221.41 to Landscape Support Services, Inc.
FISCAL IMPLICATIONS:
The construction agreement with Landscape Support Services, Inc. for the Polliwog Park Lower Playground Replacement Project was awarded for $1,309,484.00, with an authorized construction contingency amount of $165,480.19. Five change orders were executed on the project in the net amount of $114,943.13, bringing the total amount expended on the contract to $1,424,427.13. Subsequent to acceptance of the work, filing the Notice of Completion and expiration of the 35-day lien period, the retention amount of $71,221.41 will be released to the contractor. Unexpended funds will be released back to the CIP Fund.
BACKGROUND:
On October 19, 2021, following a competitive bid process for the Polliwog Park Lower Playground Replacement Project, City Council awarded a construction contract to Landscape Support Services, Inc. and authorized staff to purchase new playground equipment from Kompan Inc. The Project scope included demolition of the existing play equipment, installation of new resilient surfacing, play equipment, and landscaping, and Americans with Disabilities Act (ADA) improvements to the park pathways and Premier Field parking lot.
Staff executed the purchase order with Kompan in December 2021. The play equipment was received in May 2022, and Landscape Support Services, Inc. mobilized for construction in June 2022. The new playground was opened to public use in a ribbon cutting ceremony held on September 26, 2023.
DISCUSSION:
Five change orders were issued to the construction agreement with Landscape Support Services, Inc. over the course of the Project. Change Order No. 1 included the costs for offloading City-provided playground equipment, shade sail engineering revisions, repair of a sewer lateral, and site resurveying. Change Order No. 2 included the increased shade structure footing, reforming a curb, providing a protective slab for the sewer, removing the slab around the lighthouse, and drilling and bonding dowels to sidewalk. Change Order No. 3 addressed a no-cost time extension. Change Order No. 4 included additional grading and disposal, irrigation valve replacement, walkway modifications and weekend overtime work. Change Order No. 5 included final quantity adjustments, material cost increases for additional resilient surfacing materials and concrete materials, play equipment inventory and relocation, temporary fencing, miscellaneous irrigation relocations, grading and retaining wall work and additional concrete pathway removals and replacements. The final value of the change orders, after deductions, is $114,943.13, equaling 8.8% of the original agreement amount. The contractor fulfilled the remaining punch list items and change order work in December 2023.
Landscape Support Services, Inc. has satisfactorily completed all work and is now requesting formal acceptance of the Project. The retention will be released 35 days after the recordation of the Notice of Completion with the County Recorder if no liens have been filed. All work inspected by the Public Works Department was found to be in conformance with the plans and specifications and of a good quality.
A warranty inspection, consistent with industry standards, will be conducted in summer 2024. Any areas observed during that warranty inspection which require remediation will be repaired at that time. This warranty work is included in the City’s construction contract.
Polliwog Park Lower Playground Replacement Project Expense Summary
|
$1,309,484.00 |
Agreement - Landscape Support Services, Inc. |
|
+ $ 165,480.19 |
Available Contingency |
|
$1,474,964.19 |
Total Available Budget |
|
$1,474,964.19 |
Total Available Budget |
|
- $1,424,427.13 |
Total Contract Work and Change Orders |
|
$ 50,537.06 |
Total Remaining Budget |
PUBLIC OUTREACH:
On April 29, 2019, four playground equipment manufacturers presented design concepts to and received feedback from staff and the public during a community meeting. The meeting was publicly noticed through social media, e-blasts from the Parks and Recreation Department, and Manhattan Beach Unified School District newsletters. An advertisement was also placed in The Beach Reporter soliciting community input for the Project.
The four manufacturers created potential designs that were presented to the Parks and Recreation Commission on May 23, 2019. Because two of the manufacturers were ranked equally, staff posted a survey on Open City Hall to receive the community’s input on the top two manufactures. The survey inviting the community to select a final design was posted twice on Open City Hall in 2019: May 9 through May 23, and June 7 through June 19. The survey results showed that the majority of community responses favored Kompan, Inc. as the equipment manufacturer. This result was presented to the Parks and Recreation Commission on June 24, 2019.
During construction, a large project information panel was installed at the site of the construction and a dedicated project website was maintained with up-to-date information on construction progress and the completion schedule.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and determined that the project qualified for a Categorical Exemption pursuant to Section 15302(b) (replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the Project, and no further environmental review is necessary for this action.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Location Map