TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Tony Olmos, Public Works Director
Elroy Kiepke, Interim City Engineer
Ish Medrano, Engineering Technician II
SUBJECT:Title
Progress Payment No. 3 in the Net Amount of $365,494.28 to Asphalt Fabric & Engineering, Inc. for the Marine Avenue Park Synthetic Turf Installation Project
APPROVE, APPROPRIATE FUNDS
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve a payment in the amount of $365,494.28 [95% ($347,219.57) would be released immediately and 5% ($18,247.71) would be retained and released after project completion] to Asphalt Fabric & Engineering, Inc. for the Marine Avenue Park Synthetic Turf Installation Project.
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FISCAL IMPLICATIONS:
On March 6, 2013, City Council authorized the use of up to of $1,353,000 in total project funding; $845,000 from private contributions and $508,000 from the City unappropriated General Fund CIP fund balance. Please see Attachment 1 for budget, expenditures and progress payment details.
BACKGROUND:
On November 6, 2012, the City Council approved a Memorandum of Understanding (MOU) with the American Youth Soccer Association Organization (AYSO) for constructing an artificial turf to replace the current natural turf at Marine Avenue Park.
Private Donations
The City received $845,000 in private donations through AYSO.
City Funding
The City Council, on March 6, 2013, authorized the use of up to $508,000 of unappropriated General Fund CIP funds to match the private donations received.
On May 7, 2013, City Council authorized the City Manager to:
1. Award a construction contract in the amount of $737,496 to Asphalt Fabric & Engineering, Inc. for the Marine Avenue Park Synthetic Turf Installation Project;
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $73,750 (10%);
3. Authorize the City Manager to execute a professional engineering services contract with Wallace & Associates ($74,391.90) for construction management/inspection services;
4. Authorize the City Manager to approve additional construction inspection work, if necessary, in an amount not-to-exceed $7,439 (10%);
5. Authorize the City Manager to direct staff to expand the scope of work to include lighting estimated to cost $125,000 and miscellaneous items such as canopies, additional AYSO field lettering, donor recognition wall, new soccer goals, a storage shed, and tree removal at the north end of the site.
6. Appropriate $273,026 from unreserved CIP fund balance.
DISCUSSION:
Construction started on June 3, 2013. The Contractor has substantially completed the synthetic turf installation and is in the process of completing the items added to the scope of work identified at the time of the award of contract. The added scope consists of the block wall shed, shade structure, goal posts and minor fence reinstallation and landscaping.
The Parks and Recreation Department has scheduled a grand opening for September 7, 2013. Although the field and goal installation will be completed by that date, other work outside the field will still be in progress.
AYSO recently approached staff to request a new chain link fence on the north end of the field. This fence is intended to prevent soccer balls from being lost on the studio property to the north. The fence would be 25 feet tall behind the goal net as shown on exhibit 2. The fence would then step down to 16 feet for the remaining width of the field. Staff has talked to studio representatives about this installation and they are generally supportive of the intent. Staff is currently gathering information on various options. Under consideration are options to augment the existing fence, install a new chain link fence, install new fence posts with mesh netting and installing a fence on studio property. Depending on the option selected, the cost could be in the excess of $100,000. Once this project component is further refined, this will be brought to the city council for a decision. he
Progress Payment No. 3
The contractor has submitted an invoice for Progress Payment No. 3 in the amount of $365,494.28 for work completed to date. Public Works staff has verified that the work was completed in compliance with the contract plans and specifications. Five percent retention will be held and a net progress payment in the amount of $347,219.57 will be released upon City Council approval of this progress payment. Retention will be released after City Council acceptance of the completed project.
Project Schedule
The contract includes 60 working days to complete the work. Installation of the field is substantially complete and the added scope of work is currently underway and scheduled to be completed sometime shortly after September 7, 2013.
CONCLUSION:
Staff recommends that the City Council:
1. Approve a payment in the amount of $365,494.28 [95% ($347,219.57) would be released immediately and 5% ($18,247.71) would be retained and released after project completion] to Asphalt Fabric & Engineering, Inc. for the Marine Avenue Park Synthetic Turf Installation Project.
Attachments:
1. Budget, Expenditures and Contract Payments
2. Fence Exhibit