TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Ish Medrano, Engineering Technician
SUBJECT:Title
Marine Avenue Park Synthetic Turf Installation Project: Award of Construction Contract to Asphalt Fabric & Engineering, Inc. ($737,496); Agreement with Wallace & Associates ($74,391.90) for Construction Management/Inspection Services; Expansion of Scope of Work to Include Re-Lamping of Existing Lights and Miscellaneous items ($225,000); and Appropriation of $273,076 for unreserved CIP fund balance.
APPROVE, APPROPRIATE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Authorize the City Manager to 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.
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FISCAL IMPLICATIONS:
On March 6, 2013, City Council approved authorization of $1,353,000 in total project funding; $845,000 from private contributions and up to $508,000 from the City unappropriated General Fund CIP fund balance. With favorable bids received the amount of recommended unappropriated General Fund CIP funds would be reduced to $273,076.
BACKGROUND:
On November 6, 2012, the City Council approved a MOU (Memorandum of Understanding) 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 from the following organizations:
AYSO: $520,000
Manhattan Beach 10k: $25,000
Vistamar: $100,000
Sand and Surf: $200,000
Total donations: $845,000
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. As recommended, City funding would be reduced to $273,076 (Attachment 1, Table 2)
Soccer Grant:
In an attempt to defray project costs, on October 5, 2012, the City submitted a $200,000 grant request to the United States Soccer Foundation (USSF) for the Marine Avenue Synthetic Grass Field project. In January 2013, the USSF notified the City that it had awarded a grant to the City in the reduced amount of $30,000.
The grant provided $30,000 in the form of a credit available to the City if the selected turf was manufactured by FieldTurf. FieldTurf is one of several manufacturers that could supply synthetic grass meeting the performance specifications established for the project. Because the selected contractor is not using FieldTurf, the grant is unavailable for project funding.
DISCUSSION:
The project costs are broken down to those of Construction and Construction Engineering/Project Management.
Construction
Bids were solicited on an open and competitive basis in accordance with the provisions of the State Public Contract Code. The project was advertised for bids in eight (8) construction industry publications and was listed on the City’s website for upcoming bids. Subsequently twenty-three sets of plans and specifications were provided to contractors, subcontractors, and material suppliers.
A total of ten (10) bids were received and publicly opened on April 4, 2013 as shown on Attachment 2. The bids ranged from the low bid of $737,496 submitted by Asphalt Fabric & Engineering, Inc. to the high bid of $1,403,750. The Engineer’s Estimate for construction was $1,147,876.
The bid submitted by Asphalt Fabric & Engineering, Inc. was reviewed by the Public Works Department and found to be responsive. The contractor’s license issued to Asphalt Fabric & Engineering, Inc. by the State of California is in order. Representatives of agencies where work has been performed by Asphalt Fabric & Engineering, Inc. have indicated that the work performed was to their satisfaction. The project was discussed with a representative of the firm and he expressed confidence in his bid and a desire to perform the work.
The City received a bid protest from the second lowest bidder complaining that the lower bidder, Asphalt Fabric and Engineering, did not list an electrical subcontractor on the bid. The low bidder has informed the City that they will perform the work within the company and will not subcontract out the work. Their bid is therefore compliant.
Additional Construction Work Authority
Authorizing the City Manager to approve additional work in an amount not-to-exceed $73,750 (10% of bid due to budget constraints) would expedite the construction on this project in the event that contractor encounters unforeseen conditions. If the contingency is approved with this construction contract award, staff will report the status of any additional work to City Council at the end of the project.
Expanded Scope of Work - Lighting
Although there are not currently prices for lighting, staff recommends re-lamping of lights be added to the project. Costs are estimated at $125,000.
Expanded Scope of Work - Miscellaneous
The following items are included to further enhance the project:
1. Team and spectator canopies
2. Small AYSO field lettering
3. Donor recognition wall
4. Storage shed
5. New soccer goals
6. Additional tree removal
Although the recommended project appropriation includes $100,000 for these “miscellaneous” items, final costs have not been determined.
Schedule for Construction
Award Contract: May 7, 2013
Begin Construction: June 3, 2013
Completion of Construction: September 3, 2013
(90 calendar days)
Environmental Review
The California Environmental Quality Act (CEQA) requires public agencies to document and consider the environmental implications of their actions. This project consists of a minor improvement to the existing water distribution system involving negligible or no expansion of use beyond that previously existing. Based on the scope of work, the project is categorically exempt pursuant to Section 15302, Class 2. A Notice of Exemption has been filed with the Los Angeles County Clerk’s office for the project.
Construction Engineering/Project Management Services (Wallace & Associates)
Since October 10, 2011, staff has maintained a “short list” of 14 qualified consultants, all with varying areas of expertise. From this list, staff selected Wallace & Associates for the project because of their previous experience with synthetic turf installation, stormwater pollution prevention, and water utility inspection. In addition, Wallace & Associates presented the most qualified team for the project. Wallace & Associate’s not-to-exceed fee for the project is $74,391.90.
CONCLUSION:
Staff recommends that the City Council:
1. Authorize the City Manager to 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.
Attachments:
1. Project Budgeting – Anticipated Expenditures and Revenue
2. Tabulation of Bid Results
3. Construction Contract Agreement with Asphalt Fabric & Engineering, Inc.
4. Professional Services Agreement with Wallace & Associates