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Home My WebLink About07 - San Miguel Park Accessible Playground Improvements — Award of Contract No. 9371-1 (24P01)Q �EwPpRT CITY OF s NEWPORT BEACH `q44:09 City Council Staff Report October 8, 2024 Agenda Item No. 7 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, Assistant City Engineer - 949-644-3321 tandefur@newportbeachca.gov TITLE: San Miguel Park Accessible Playground Improvements — Award of Contract No. 9371-1 (24P01) ABSTRACT: The City of Newport Beach received construction bids for the San Miguel Park Accessible Playground Improvements. Staff requests City Council approval to award the construction contract to R.E. Schultz Construction, Inc (R.E. Schultz) of Orange. RECOMMENDATIONS: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Class 1 (maintenance of existing facilities involving no expansion or an existing use) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because this project has no potential to have a significant effect on the environment; b) Approve the project plans and specifications; c) Approve Budget Amendment No. 25BA-022 appropriating $607,680 in new expenditures from the Community Development Block Grant (CDBG) to Account No. 12001-980000-24P01; d) Declare the bid submitted by A 2 Z Construct, Inc. (A2Z) of Rancho Santa Margarita as non -responsive; e) Award Contract No. 9371-1 to R.E. Schultz for the total bid price of $819,475, and authorize the Mayor and City Clerk to execute the contract; and f) Establish a contingency of $82,000 (approximately 10% of total bid) to cover the cost of unforeseen work not included in the original contract. DISCUSSION: As part of the Fiscal Year 2023-24 Playground Refurbishment Program, staff identified San Miguel Park, located at 2200 San Miguel Drive, as needing additional accessible play equipment and the replacement of existing deteriorated play equipment and rubber surfacing. In addition to the playground improvements, the project will also include an accessible path and parking lot improvements to comply with the latest Americans with Disabilities Act (ADA) guidelines. 7-1 San Miguel Park Playground Accessible Improvements — Award of Contract No. 9371-1 (24P01) October 8, 2024 Page 2 CDBG funding became available for the construction of accessibility improvements. With these funds as a supplement, staff recommended a project to update the playground at San Miguel Park with more accessible play equipment and features to remove physical barriers and accommodate disability access. The design of the new play equipment incorporated feedback received from public outreach meetings and includes over 20 ground accessible components for all ability levels along with additional elevated components accessible by transfer platforms. Staff developed contract documents accordingly and advertised the project for public bids. At 10 a.m. on September 12, 2024, the City Clerk opened and read the following bids for this project: BIDDER TOTAL BID AMOUNT Low A 2 Z Construction, Inc.* $ 719,250 2nd R. E. Schultz Construction, Inc. $ 819,475 3rd Asad Holdings LLC $ 831,750 4th California Landscape & Design $ 870,125 5th U.S. Builders & Consultants, Inc. $ 946,681 6th ANEEN Construction, Inc. $ 1,008,000 * Non -Responsive Bid The City received six bids for this project. The apparent low bidder, A2Z was deemed non -responsive because the bid lacked the appropriate licensure required by the contract documents to complete the work. Therefore, staff recommends awarding the contract to R.E. Schultz, the second lowest bidder at $819,475, which is 7.3% higher than the Engineer's Estimate. R.E. Schultz possesses a valid and current California State General Engineer "A" Contractor's License with a "C-61/D-34" (prefabricated equipment) license and a "C-61/ D-12" (synthetic products/rubber surfacing) license as required by the contract documents to complete the work. R.E. Schultz holds a Playground Safety Inspector Certification and a Landscape Structures, Inc. (LSI) Certified Installer, as required by the contract documents. A check of R.E. Schultz's references indicates satisfactory completion of similar projects for other public agencies and previous playground projects with the City. Pursuant to the contract specifications, the contractor will have 180 calendar days to procure the equipment and 45 consecutive working days to complete the project. Due to the anticipated equipment procurement time, work is anticipated to begin in Spring 2025. The project plans and specifications will be available for review at the October 8, 2024 City Council meeting or upon request. 7-2 San Miguel Park Playground Accessible Improvements — Award of Contract No. 9371-1 (24P01) October 8, 2024 Page 3 FISCAL IMPACT: Upon approval of the proposed budget amendment and the adopted FY 2024-25 Capital Improvement Program (CIP) Budget, sufficient funding is available for this contract. The Building Excise Tax (BET) fund is used to account for property development taxes imposed on construction and occupancy of all residential, commercial, industrial units, and mobile home parks for which a building or construction permit is issued. BET funds are used for acquiring, improving, expanding, and equipping City fire stations, City libraries, and City parks as provided by Chapter 3.12 of the Newport Beach Municipal Code. In addition to the BET funds, City Council approved CDBG funding for this project with Resolution Nos. 2023-23 and 2024-30 in the CDBG Annual Action Plans for the 2023- 2024 and 2024-2025 fiscal years. The following funds will be expended: Account Description Account Number Amount CDBG 12001-980000-24P01 $ 607,680 BET Fund 14101-980000-24P01 $ 250,032 BET Fund 14101-980000-25P01 $ 44,763 Total: $ 902,475 Proposed fund uses are as follows: Vendor Purpose Amount R.E. Schultz Construction Contract $ 819,475 R.E. Schultz Construction Contingency $ 82,000 Various Printing & Incidentals $ 1,000 Total: $ 902,475 Staff recommends establishing $82,000 (approximately 10% of total bid) for contingency purposes and unforeseen conditions associated with construction. 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 this project 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 7-2 ATTACHMENT A Q 0 17TH ST 16TH S CITY OF COSTA MESA BALB PACIFIC JOHN WAYNE AIRPORT FF J �P P P UPPE a NEWPORT o¢ �P BAY_ C�-- E OCEAN 0 PROJECT LOCATION SAN MIGUEL PARK (2200 SAN MIGUEL DR) F NEW�POR CE TEF sod CITY OF IRVINE P� um/ERs� 0N— HI �ST M' CITY OF NEWPORT BEACH SAN MIGUEL PARK ACCESSIBLE PLAYGROUND IMPROVEMENTS PUBLIC WORKS DEPARTMENT LOCATION MAP � C-9371-1 24F02 08/27/24 7 ATTACHMENT B aEwq°RT e7[r�RN�! Department: Public Works Requestor: Trevor Smouse City of Newport Beach BUDGET AMENDMENT 2024-25 ONETIME: � Yes ❑ No Approvals ❑ CITY MANAGER'S APPROVAL ONLY C COUNCIL APPROVAL REQUIRED JCIty Clerk: BA#: 25-022 Date EXPLANATION FOR REQUEST: To appropriate expenditures from the Community Development Block Grant (CDBG) unappropriated fund balance for the ❑ from existing budget appropriations San Miguel Park Accessible Playground Improvements. City Council approved CDBG funding for this project with Resolution ❑ from additional estimated revenues Nos. 2024-30 and 2023-23. 0 from unappropriated fund balance Subtotal Fund # Qrg Object Project Description 120 12001 980000 24P01 CDBG FUND CIP - CIP EXPENDITURES FOR GL Increase or(Decrease): 607,680.00 Subtotall 607,680.00 3 BALANCE Fund # Object Description Increase or (Decrease♦ $ 120 300000 COMM DEVL ELK GRANT FUND - FUND BALANCE CONTROL (607,680.00) Subtotal $ (607,690.00) Fund Balance Change Required 7-4