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Home My WebLink About12 - Arroyo Park Synthetic Turf Field Installation — Award of Contract No. 8891-2 (23P11)Q �EwPpRT CITY OF s NEWPORT BEACH `q44:09 City Council Staff Report August 22, 2023 Agenda Item No. 12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Tom Sandefur, P.E., Assistant City Engineer, tandefur@newportbeachca.gov PHONE: 949-644-3321 TITLE: Arroyo Park Synthetic Turf Field Installation — Award of Contract No. 8891-2 (23P11) ABSTRACT - The City of Newport Beach (City) has received construction bids for the Arroyo Park Synthetic Turf Field Installation, and requests City Council approval to award the construction contract to the low bidder, Byrom -Davey, Inc., of San Diego, California. RECOMMENDATIONS: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301—Class 1 (rehabilitation of deteriorated facilities) of the CEQA Guidelines, because this project results in no expansion of an existing use has no potential to have a significant effect on the environment; b) Approve the project plans and specifications; c) Declare the bid packages submitted by Legion Contractors, Inc. of Irvine, California as non -responsive; d) Approve Budget Amendment No. 24-012 appropriating $1,665,952 in increased expenditures in Account No. 53601-980000-23P11 (Arroyo Park Synthetic Turf) from General Fund surplus for Fiscal Year 2022-23; e) Award Contract No. 7127-5 to Byrom -Davey, Inc., for the total bid price of $2,596,027 for the Arroyo Park Synthetic Turf Field Installation project, and authorize the Mayor and City Clerk to execute the contract; and f) Establish a contingency of $259,000 (approximately 10 percent of total bid) to cover the cost of unforeseen work not included in the original contract. DISCUSSION: Arroyo Park is generally bounded by MacArthur Boulevard, Bison Avenue and Bonita Canyon Drive. The park is approximately five acres in size and provides a lighted playing field, ball diamond, basketball court, picnic tables, playground, restrooms and parking. 12-1 Arroyo Park Synthetic Turf Field Installation — Award of Contract No. 8891-2 (23P11) August 22, 2023 Page 2 This project will replace the natural grass soccer field and softball infield with synthetic turf and retrofit the existing lighting system to energy efficient LED. The Parks, Beaches and Recreation (PB&R) Commission reviewed the conceptual plans for the project on February 7, 2023, and provided feedback that was incorporated into the final design. Arroyo Park is always in demand from local and regional athletic teams and that demand is growing. Changing the natural grass soccer field and softball infield to synthetic turf will allow for approximately 30 percent more use time than the natural grass field experiences now by eliminating downtime due to wet conditions and grass maintenance. Annually, the current field requires approximately $60,000 in grass maintenance and water expenses. Although the synthetic turf still requires a different type of maintenance, and the occasional wash off, it is far less material and maintenance, as well as water use which will result in much lower annual operating costs and more field play time. Additionally, changeout and the use of LED lighting in lieu of the current metal -halide lighting system will reduce the annual lighting cost between 50%-75%. The project area is approximately two acres. The proposed improvements are shown on the location map (Attachment A). At 10 a.m. on June 8, 2023, the City Clerk opened and read the bids for this project: BIDDER TOTAL BID AMOUNT Low Legion Contractors, Inc.* $ 2,538,023.50 2nd Byrom -Davey, Inc. $ 2,596,027.00 3rd KYA Services LLC $ 2,724,560.88 4th Environmental Construction, Inc. $ 2,825,503.20 5th AFE Sports $ 2,828,266.47 6th Ohno Construction Company $ 2,898,030.90 7th Los Angeles Engineering, Inc. $ 3,328,000.00 8th Optima RPM $ 3,448,815.07 9th Woodcliff Corporation $ 4,020,899.70 *Non -responsive bid The first low -bidder, Legion Contractors, Inc., did not provide a hard copy of its bidder's bond prior to bid opening, as required by the bid documents and bid advertisement. It is recommended that this bid defect result in the bid being deemed "non -responsive". All other required bidder's bond submittals were received prior to bid opening. The proposed low bid from Byrom -Davey Inc. (Byrom -Davey) is 2% below the Engineers Estimate of $2,650,000. Byrom -Davey possesses a California State Contractor's License Classification "A" General Engineering, as required by project specifications. A check of Byrom-Davey's recent projects and references shows it has successfully completed sports turf conversion projects for many local jurisdictions of the scope and scale of Arroyo Park. These jurisdictions include Oxnard High School District, City of Arcadia, City of Long Beach, Lompoc School District, and Orange Unified School District. 12-2 Arroyo Park Synthetic Turf Field Installation — Award of Contract No. 8891-2 (23P11) August 22, 2023 Page 3 Pursuant to the contract documents, the contractor will have 130 working days to complete the project. It is anticipated that work would begin this fall. In addition to the construction contract, geotechnical inspections will be provided through the existing on -call contract with GMU, Inc. (GMU). GMU provided the design geotechnical specifications and is familiar with the project. In addition, GMU provided geotechnical inspections for previous City synthetic turf projects. The project drawings and specifications will be available for review at the August 22, 2023 City Council meeting or upon request. FISCAL IMPACT: Once approved, the proposed budget amendment and current Capital Improvement Program (CIP) budget will provide sufficient funding for the award of this contract. The original CIP Budget estimate for this project included in the FY 2022-23 Budget at $1,400,000 and was based on the Facility Financing Plan (FFP) planning estimate. To date, approximately $168,000 has been expended for design efforts. The FFP planning budget was estimated for just the general cost to install artificial turf. Now with the work scope further defined through the precise design, the bid cost also includes the cost for some more significant grading and drainage work, a new irrigation system and adjacent landscape modifications, as well as the electrical system upgrades to change to LED sports field lighting. As a result of these items, and with recent high inflation pressure on construction pricing, additional funding is required. Staff is recommending a budget amendment of $1,665,952 to fully fund the project, utilizing a portion of the anticipated General Fund surplus for FY 2022-23, which will be carried -over to fund the project. Based on the Third Quarter Budget Update, an unobligated budget surplus of approximately $7.4 million is projected for FY 2022-23, which is sufficient to cover the $1.7 million supplemental appropriation to fully fund the project. The following funds will be expended: Account Description Neighborhood Enhancement (23P11) Proposed fund uses are as follows: Vendor Byrom -Davey, Inc. Byrom -Davey, Inc. RJM Design Group Inc GMU, Inc. Printing and Incidentals Account Number 53601-980000-23P11 Purpose Construction Contract Construction Contingency Amendment to Design Contract for Construction Support Geotechnical Testing Printing & Incidentals Amount $ 2,897,527.00 $ 2,897,527.00 Amount $ 2,596,027.00 $ 259,000.00 $ 10,000.00 $ 30,000.00 $ 2,500.00 $ 2,897,527.00 Staff recommends establishing $259,000 (approximately 10 percent) for contingency purposes to cover the cost of unforeseen work associated with construction. 12-3 Arroyo Park Synthetic Turf Field Installation — Award of Contract No. 8891-2 (23P11) August 22, 2023 Page 4 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301—Class 1 (rehabilitation of deteriorated facilities) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Location Map Attachment B — Budget Amendment 12-4 ATTACHMENT A HvtivUE o ty+i T. z Lu Q M, v IL/-1%,J,jIU LENGEND = ARROYO PARK ARROYO PARK SYNTHETIC TURF REPLACEMENT PROJECT LOCATION MAP j y i �N g NOT TO SCALE CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-8891-1 09/13/22 12-5 rE Polo ATTACHMENT B City of Newport Beach BUDGET AMENDMENT 2023-24 BA#: 24-012 Department: Public Works ONE TIME: R Yes ❑ No Requestor: Theresa Schweitzer Approvals ❑ CITY MANAGER'S APPROVAL ONLY / ! Finance Director: Date �i BIZ�j 71 COUNCIL APPROVAL REQUIRED City Clerk: Date EXPLANATION FOR REQUEST: To appropriate a portion of the FY 2022-23 year-end surplus to the Arroyo Park Synthetic Turf Field Installation project ❑ from existing budget appropriations (23P11). ❑ from additional estimated revenues ❑✓ from unappropriated fund balance REVENUES Fund # Org Object Project Description Increase or (Decrease) $ 536 53699 691010 INTERFUND TRANSFERS -TRANSFER IN GENERAL FUND 1,665,952.00 Subtotal$ 1,665,952.00 EXPENDITURES Fund # Org Object Project Description Increase or (Decrease) $ 010 01099 991536 GENERAL FUND INTERFUND TRANSFR - TRANSFER OUT NBR 1,665,952.00 536 53601 980000 23P11 NEIGHBORHOOD ENHANCEMENT - CIP EXPENDITURES FOR C 1,665,952.00 Subtotal $ 3,331,904.00 FUND BALANCE Fund # Object Description Increase or (Decrease) $ 010 300000 GENERAL FUND - FUND BALANCE CONTROL (1,665,952.00) 536 300000 NEIGHBORHOOD ENHANCEMENT- FUND BALANCE CONTROL Subtotal $ (1,665,952.00) Fund Balance Change Required 12-6