HomeMy WebLinkAboutItem 5i. Award Construction Contract for Mitchell Park Revitalization Project (Spec. No. 2000188) Item 5i
Department: Public Works
Cost Center: 5002
For Agenda of: 1/9/2024
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Hai Nguyen, Senior Civil Engineer
SUBJECT: AWARD CONTRUCTION CONTRACT FOR THE MITCHELL PARK
REVITALIZATION PROJECT, SPECIFICATION NO. 2000188
RECOMMENDATION
1. Award the Construction Contract to Quincon Inc. for the Mitchell Park Revitalization
Project, Specification Number 2000188, in the amount of $397,808; and
2. Appropriate $225,000 in Park Improvement Fund to the Mitchell Park Revitalization
Project; and
3. Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San
Luis Obispo, California, authorizing use of Park Improvement Fund (Fund #519) to
support Mitchell Park Revitalization Project, Specification No. 2000188 ”.
POLICY CONTEXT
On May 17, 2022, Council approved a Purchasing Policy Update to the Financial
Management Manual that required Council approval for Public Projects that cost over
$200,000.
The City’s Charter under Section 804 allows the City Council to amend or supplement the
budget by motion adopted by majority vote of the Council. Partial funding for this project
comes from the Park Improvement Fund (Fund #519), which is specifically reserved for
improvement of new and existing community parks.
DISCUSSION
On October 17, 2023, the City Council authorized staff to advertise for construction bids
for the Mitchell Park Revitalization Project and authorized the City Manager to award the
contract if the lowest responsible bid was below the publicly disclosed funding amount of
$211,000. The project bid documents included a Base Bid and an Additive Alternative.
The project’s Base Bid includes the shade structure, benches, and bocce ball court. The
project’s Additive Alternative A includes picnic tables and chess tables.
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Item 5i
On November 16, 2023, four bids were received and opened (Attachment B). Quincon,
Inc. (Quincon) provided the lowest responsive bid for the Base Bid and Additive
Alternative A in the total amount of $397,808. Since the lowest bid amount exceeds the
delegated authority provided to the City Manager by $186,808, staff is returning to Council
to request authorization to award the construction contract. Generally, the increase in
costs above the Engineer’s estimate may be attributed to recent economic trends leading
to overall cost increases in construction related to high demand for work with a limited
pool of qualified contractors.
Bid Summary Base Bid Additive
Alternative A Total Bid
1 Engineer’s Estimate $211,000 $30,000 $241,000
2 Quincon, Inc. $333,534 $64,274 $397,808
3 RCH Construction $373,099 $61,384 $434,483
4 R. Burke Corporation $379,720 $69,816 $449,536
5 Brough Construction,
Inc. $418,100 $75,352 $493,452
The Contractor’s references, license, and registration with the Department of Industrial
Relations have been verified. Staff is recommending that the Total Project Bid (Base Bid
and Additive Alternate A) be awarded to Quincon (Attachment C). The picnic tables and
chess tables provided in Additive Alternate A provide additional seating to support play at
the bocce ball court, complete the entire scope of the designed project, and include
desired improvements for the community. Funding is available to support this work within
the Park Improvement Fund; therefore, it is recommended for inclusion in the contract
award.
Previous Council or Advisory Body Action
On October 20, 2020, Council authorized staff to submit a project proposal for Mitchell
Park Pickleball Courts to State Parks and authorized the Assistant City Manager to
execute the necessary grant documents and appropriate the grant amount into the Parks
and Recreation Department’s budget upon grant award (Resolution No. 11179).
On February 2, 2021, Council authorized staff to initiate project planning and design for
pickleball courts at Mitchell Park and appropriated $32,048 from the Parkland-in-lieu
(Quimby) Fund to support the project.
On October 19, 2021, Council authorized staff to revise the proposed improvements at
Mitchell Park and remove the proposed installation of the pickleball courts.
On October 17, 2023, the City Council authorized staff to advertise for construction bids
for the Mitchell Park Revitalization Project and appropriated an additional $50,000 from
the Parkland-in-lieu (Quimby) Fund to support the project.
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Item 5i
Public Engagement
Parks and Recreation staff conducted two public outreach events on May 19, 2021, and
September 16, 2021, as well as an online survey. The majority of the public in attendance
at the public engagement meetings were not in support of pickleball courts. The
community has expressed a desire for passive recreational amenities and to maintain the
integrity of the park for social gatherings, special events, open green areas, and
community events both during the in-person forums, as well as at Parks and Recreation
Commission meetings. The results of the workshops and survey demonstrated that the
public is in support of the installation of chess/checker tables, bocce ball court, shade
structure, and stage installation at the social gathering area. Improvements at Mitchell
Park have been important for the Senior Center that is interested in having more outdoor
and immediately adjacent recreational amenities.
CONCURRENCE
There is concurrence from the Community Development Department through the review
and approval of the project for building permit issuance. This project also has concurrence
from the Parks and Recreation Department as they have reviewed the project throughout
the design process.
ENVIRONMENTAL REVIEW
The project is categorically exempt from environm ental review under Section 15301 Class
1 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines
because the project proposes minor changes to existing park facilities. The project is
consistent with the applicable general plan policies as well as with applicable City
Regulations. A Notice of Exemption has been filed through the Community Development
Department.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2023-24
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund
State $173,024 $0 $0
Federal
Fees
Parkland-in-lieu
Fund
$73,229 $0 $0
Park Improvement
Fund (Fund #519)
$554,907 $225,000 $329,907
Total $801,160 $225,000 $329,907
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Item 5i
Mitchell Park Revitalization Project, Specification No. 2000188
Project Account
(2000188) Fund #519
Total Parkland
In-Lieu Fee
(Fund 501)
Capital
Outlay
Fund
(Grant)
Park
Improvement
Fund
Construction
(Base & Additive
Alternate)
$73,229 $173,024 $151,555 $397,808
Contingencies $0 $0 $68,000 $68,000
Material Testing $0 $0 $5,000 $5,000
Printing & Advertising $0 $0 $445 $445
Total Project Cost $73,229 $173,024 $225,000 $471,253
Available Unreserved
Fund Balance $73,229 $173,024 $554,907
Remaining Balance $0 $0 $329,907
The project account 2000188 has a current balance of $246,253 including $73,229 from
the Quimby Parkland-In-Lieu Fund, which includes $50,000 appropriated to the project
by Council on October 17, 2023, and $173,024 from a State Parks Grant, which has a
project completion deadline of March 2024. The available fund balance and expenditures
in the project account 2000188 are shown in the below table.
Parkland
In-Lieu Fee
(Fund 501)
Capital Outlay
Fund
(Grant)
Budgeted Fund $82,048 $177,952
Expended Fund
(Survey and Subsurface Exploration) $8,819 $4,928
Available Unreserved
Fund Balance $73,229 $173,024
An additional $225,000 is requested from the Park Improvement Fund (Fund #519) in
order to allow project completion prior to the State Parks Grant deadline in March 2024.
The available unreserved fund balance in Fund #519 is $554,907 as shown in the below
table, which is sufficient to support the additional budget request. The remaining balance
of $329,907 in Fund #519 will be utilized for other city park improvement priorities.
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Item 5i
Park Improvement Fund (Fund #519)
Current Park Improvement Fund
Balance $1,691,429
Orcutt Area Parks (Appropriated in
FY22/23) ($300,000)
Orcutt Area Parks (Budgeted for
FY24/25)i ($836,522)
Available Unreserved Fund Balance $554,907
Mitchell Additional Budget Request ($225,000)
Remaining Balance $329,907
ALTERNATIVES
1. The City Council could deny the request to award the total project. Staff does not
recommend this alternative as the Parks and Recreation Blueprint for the Future:
2021-2041 (General Element) highlighted Mitchell Park in the Near-Term
improvements as needing updated social gathering and recreational amenities for
activation, as well as support the adjacent Senior Center programming. Additionally,
the State Parks Grant has a project completion deadline of March 2024 and the project
has been a multi-year project that has strong support from the community.
2. The City Council could choose to only award the Base Bid and deny the request
to award Additive Alternative A. Removal of Additive Alternative A from contract
award will reduce the budget request by $64,274 to $160,726 and lower the
construction contract to $333,534. Staff does not recommend this alternative as
Additive Alternative A provide additional seating to support play at the bocce ball court,
complete the entire scope of the designed project, and include desired improvements
for the community.
ATTACHMENTS
A - Draft Resolution authorizing use of Park Improvement Fund (Fund #519) to support
Mitchell Park Revitalization Project
B - Bid Results
C - Draft Construction Agreement with Quincon, Inc.
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R ______
RESOLUTION NO. _____ (2024 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING USE OF PARK IMPROVEMENT
FUND (FUND #519) TO SUPPORT MITCHELL PARK REVITALIZATION
PROJECT, SPECIFICATION NO. 2000188
WHEREAS, on October 20, 2020, the City Council authorized staff to submit a
grant application for Prop. 68 Per Capita Funds and authorize the Assistant City Manager
to execute the necessary grant documents; and
WHEREAS, staff received project approval from State Parks and has signed and
executed a contract with State Parks for $177,952 in state funding for improvements at
Mitchell Park; and
WHEREAS, on February 2, 2021, Council authorized staff to initiate project
planning and design for pickleball courts at Mitchell Park and appropriated $32,048 from
the Parkland-in-lieu (Quimby) Fund to support the project; and
WHEREAS, on October 19, 2021, Council authorized staff to update the proposed
improvements at Mitchell Park to include bocce ball court and amenities; and
WHEREAS, on October 17, 2023, Council authorized staff to advertise project for
bids and appropriated $50,000 from the Parkland -in-lieu (Quimby) Fund to support the
project; and
WHEREAS, to provide sufficient funding to support construction of bocce ball court
and all desired amenities, staff is recommending the City Council approve the use of an
additional $225,000 from the Park Improvement Fund (Fund #519); and
WHEREAS, the Park Improvement Fund (Fund #519) currently has a balance of
$554,907and can support the additional funding request; and
WHEREAS, the project is exempt from the California Environmental Quality Act
because it consists of minor changes to existing park facilities. The project is consistent
with the applicable general plan policies as well as with applicable City Regulations.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo as follows:
Page 341 of 581
Resolution No. _____ (2024 Series) Page 2
R ______
SECTION 1. The City Council authorizes allocating an additional $225,000 in Park
Improvement Fund (Fund #519) for the Mitchell Park Revitalization Project.
SECTION 2. The project is exempt under the California Environmental Quality Act
(CEQA) under section 15301 because it consists of minor changes to existing park
facilities and is consistent with the applicable general plan policies as well as with
applicable City Regulations.
Upon motion of Council Member ___________, seconded by Council Member
___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _______________ 20 24.
___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and aff ixed the official seal of the
City of San Luis Obispo, California, on ______________________.
___________________________
Teresa Purrington
City Clerk
Page 342 of 581
MITCHELL PARK REVITALIZATION PROJECT, SPECIFICATION NO. 2000188
Bid Opening: 11/16/2023 UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL
No. ITEM UNIT QUAN PRICE PRICE PRICE PRICE PRICE PRICE PRICE PRICE
1 COMPLY WITH BUILDING PERMIT REQUIREMENTS LS 1 $610.50 $610.50 $11,947.55 $11,947.55 $10,000.00 $10,000.00 $1,500.00 $1,500.00
2 DEMOLITION AND REMOVAL OF EXISTING IMPROVEMENT LS 1 $32,600.93 $32,600.93 $29,480.23 $29,480.23 $35,800.00 $35,800.00 $30,000.00 $30,000.00
3 EXCAVATION AND GRADING LS 1 $52,753.68 $52,753.68 $20,580.79 $20,580.79 $39,300.00 $39,300.00 $34,000.00 $34,000.00
4 TREE TRIMMING LS 1 $10,803.48 $10,803.48 $10,213.95 $10,213.95 $10,000.00 $10,000.00 $6,000.00 $6,000.00
5 INSTALL IRRIGATION PIPING AND SPRINKLER SYSTEM LS 1 $14,912.18 $14,912.18 $23,173.05 $23,173.05 $5,200.00 $5,200.00 $26,400.00 $26,400.00
6 TURF AREA SEEDING LS 1 $3,052.52 $3,052.52 $14,035.35 $14,035.35 $8,000.00 $8,000.00 $15,000.00 $15,000.00
7 30 DAY PLANT ESTABLISHMENT PERIOD LS 1 $4,424.94 $4,424.94 $7,133.95 $7,133.95 $4,000.00 $4,000.00 $5,500.00 $5,500.00
8 INSTALL (N) CONCRETE WALKWAY SQFT 2400 $18.69 $44,856.00 $20.31 $48,744.00 $34.00 $81,600.00 $27.00 $64,800.00
9 INSTALL (N) RAISED STAGE EA 1 $15,152.72 $15,152.72 $21,385.55 $21,385.55 $28,100.00 $28,100.00 $19,000.00 $19,000.00
10 INSTALL FENCE LF 80 $177.05 $14,164.00 $248.19 $19,855.20 $225.00 $18,000.00 $225.00 $18,000.00
11 INSTALL GATE EA 1 $1,831.51 $1,831.51 $6,135.15 $6,135.15 $3,400.00 $3,400.00 $2,500.00 $2,500.00
12 INSTALL LIGHT POST AND CONDUIT PER CITY STD. 7915 EA 4 $12,033.04 $48,132.16 $9,653.99 $38,615.96 $13,000.00 $52,000.00 $15,500.00 $62,000.00
13 INSTALL LIGHT PULL BOX PER CITY STD. 7915 EA 6 $2,743.20 $16,459.20 $4,162.66 $24,975.96 $720.00 $4,320.00 $900.00 $5,400.00
14 INSTALL BOCCE BALL COURT (8 FT X 45 FT)EA 1 $18,217.45 $18,217.45 $35,870.35 $35,870.35 $33,000.00 $33,000.00 $56,500.00 $56,500.00
15 INSTALL SHADE STRUCTURE (21 FT X 26 FT)EA 1 $51,709.72 $51,709.72 $53,575.95 $53,575.95 $42,500.00 $42,500.00 $67,000.00 $67,000.00
16 INSTALL 6 FT BENCH EA 1 $3,853.50 $3,853.50 $7,375.95 $7,375.95 $4,500.00 $4,500.00 $4,500.00 $4,500.00
$333,534.49 $373,098.94 $379,720.00 $418,100.00
17 INSTALL FENCE LF 142 $177.05 $25,141.10 $180.00 $25,560.00 $185.00 $26,270.00 $200.00 $28,400.00
18 REMOVE EXISTING FENCE LF 142 $28.55 $4,054.10 $29.00 $4,118.00 $23.00 $3,266.00 $56.00 $7,952.00
19 INSTALL PICNIC TABLE EA 3 $3,500.63 $10,501.89 $2,757.00 $8,271.00 $4,200.00 $12,600.00 $4,700.00 $14,100.00
20 INSTALL ADA PICNIC TABLE EA 1 $5,741.18 $5,741.18 $3,428.00 $3,428.00 $4,100.00 $4,100.00 $4,800.00 $4,800.00
21 INSTALL CHESS TABLE EA 3 $4,665.07 $13,995.21 $5,247.00 $15,741.00 $5,900.00 $17,700.00 $5,300.00 $15,900.00
22 INSTALL CHESS TABLE SEAT EA 6 $806.68 $4,840.08 $711.00 $4,266.00 $980.00 $5,880.00 $700.00 $4,200.00
$64,273.56 $61,384.00 $69,816.00 $75,352.00
$397,808.05 $434,482.94 $449,536.00 $493,452.00TOTAL PROJECT BID
BASE BID
Quincon, Inc.
ADDITIVE ALTERNATE "A" BID TOTAL
R. Burke Corporation Brough Construction, Inc
BASE BID TOTAL
RCH Construction
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AGREEMENT
THIS AGREEMENT, made on _______________________, by and between the City of
San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County,
California (hereinafter called the Owner) and QUINCON, INC. (hereinafter called the
Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be
performed, shall provide and furnish all of the labor, materials, necessary tools,
expendable equipment, and all utility and transportation services required to complete all
the work of construction of
MITCHELL PARK REVITALIZATION PROJECT,
SPECIFICATION NO. 2000188
in strict compliance with the plans and specifications therefor, including any and all
Addenda, adopted by the Owner, in strict compliance with the Contract Documents
hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and
said work performed and completed under the direction and supervision and subject to the
approval of the Owner or its authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration
for the faithful performance of this Contract, subject to any additions or deductions as
provided in the Contract Documents, the contract prices as follows:
Item Item Unit of Estimated Item Price Total
No. Description Measure Quantity (in figures) (in figures)
1 COMPLY WITH BUILDING
PERMIT REQUIREMENTS LS 1 $610.50 $610.50
2 DEMOLITION AND REMOVAL OF
EXISTING IMPROVEMENT LS 1 $32,600.93 $32,600.93
3 EXCAVATION AND GRADING LS 1 $52,753.68 $52,753.68
4 TREE TRIMMING LS 1 $10,803.48 $10,803.48
5 INSTALL IRRIGATION PIPING
AND SPRINKLER SYSTEM LS 1 $14,912.18 $14,912.18
6 TURF AREA SEEDING LS 1 $3,052.52 $3,052.52
7 30 DAY PLANT ESTABLISHMENT
PERIOD LS 1 $4,424.94 $4,424.94
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8 INSTALL (N) CONCRETE
WALKWAY SQFT 2400 $18.69 $44,856.00
9 INSTALL (N) RAISED STAGE EA 1 $15,152.72 $15,152.72
10 INSTALL FENCE LF 80 $177.05 $14,164.00
11 INSTALL GATE EA 1 $1,831.51 $1,831.51
12 INSTALL LIGHT POST AND
CONDUIT PER CITY STD. 7915 EA 4 $12,033.04 $48,132.16
13 INSTALL LIGHT PULL BOX PER
CITY STD. 7915 EA 6 $2,743.20 $16,459.20
14 INSTALL BOCCE BALL COURT
(8 FT X 45 FT) EA 1 $18,217.45 $18,217.45
15 INSTALL SHADE STRUCTURE
(21 FT X 26 FT) EA 1 $51,709.72 $51,709.72
16 INSTALL 6 FT BENCH EA 1 $3,853.50 $3,853.50
Base Bid $333,534.49
17 INSTALL FENCE LF 142 $177.05 $25,141.10
18 REMOVE EXISTING FENCE LF 142 $28.55 $4,054.10
19 INSTALL PICNIC TABLE EA 3 $3,500.63 $10,501.89
20 INSTALL ADA PICNIC TABLE EA 1 $5,741.18 $5,741.18
21 INSTALL CHESS TABLE EA 3 $4,665.07 $13,995.21
22 INSTALL CHESS TABLE SEAT EA 6 $806.68 $4,840.08
Additive Alternative A $64,273.56
Total Project Bid = ( Base Bid + Additive Alternative A) $397,808.05
Payments are to be made to the Contractor in compliance with and subject to the provisions
embodied in the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work
which the Contractor may be required to do, or respecting the size of any payment to the
Contractor, during the performance of this Contract, said dispute shall be decided by the
Owner and its decision shall be final, and conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the
following documents, all of which are as fully a part thereof as if herein set out in full, and if
not attached, as if hereto attached:
1. Notice to Bidders and Information for Bidders
2. Standard Specifications and Engineering Standards
3. Special Provisions, any Addenda, Plans and Contract Change Orders
4. Caltrans Standard Specifications and Standard Plans 2015
5. Accepted Bid and Bid Bond
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6. List of Subcontractors
7. Public Contract Code Sections 10285.1 Statement
8. Public Contract Code Section 10162 Questionnaire
9. Public Contract Code Section 10232 Statement
10. Labor Code Section 1725.5 Statements
11. Bidder Acknowledgements
12. Qualifications
13. Non-collusion Declaration
14. Agreement and Bonds
15. Insurance Requirements and Forms
ARTICLE IV INDEMNIFICATION: The Contractor shall indemnify, defend with legal
counsel approved by City, and hold harmless City, its officers, officials, employees and
volunteers from and against all liability, loss, damage, expense, cost (including without
limitation reasonable legal counsel fees, expert fees and all other costs and fees of
litigation) of every nature arising out of or in connection with the Contractor’s negligence,
recklessness or willful misconduct in the performance of work hereunder or its failure to
comply with any of its obligations contained in this Agreement, except such loss or damage
which is caused by the sole or active negligence or willful misconduct of the City. Should
conflict of interest principles preclude a single legal counsel from representing both the City
and the Contractor, or should the City otherwise find the Contractor’s legal counsel
unacceptable, then the Contractor shall reimburse the City its costs of defense, including
without limitation reasonable legal counsel fees, expert fees and all other costs and fees of
litigation. The Contractor shall promptly pay any final judgment rendered against the City
(and its officers, officials, employees and volunteers) with respect to claims determined by
a trier of fact to have been the result of the Contractor’s negligent, reckless or wrongful
performance. It is expressly understood and agreed that the foregoing provisions are
intended to be as broad and inclusive as is permitted by the law of the State of California
and will survive termination of this Agreement.
The Contractor obligations under this section apply regardless of whether such claim,
charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment,
civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee.
However, without affecting the rights of the City under any provision of this agreement, the
Contractor shall not be required to indemnify and hold harmless the City for liability
attributable to the active negligence of City, provided such active negligence is determined
by agreement between the parties or by the findings of a court of competent jurisdiction. In
instances where the City is shown to have been actively negligent and where the City’s
active negligence accounts for only a percentage of the liability involved, the obligation of
the Contractor will be for that entire portion or percentage of liability not attributable to the
active negligence of the City.
ARTICLE V. It is further expressly agreed by and between the parties hereto that should
there be any conflict between the terms of this instrument and the bid of said Contractor,
then this instrument shall control and nothing herein shall be considered as an acceptance
of the said terms of said bid conflicting herewith.
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IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this
year and date first above written.
ATTEST:
___________________________________
Teresa Purrington, City Clerk
CITY OF SAN LUIS OBISPO
A Municipal Corporation
________________________________
Erica A. Stewart, Mayor
APPROVED AS TO FORM
___________________________________
J. Christine Dietrick
City Attorney
CONTRACTOR:
Quincon, Inc.
________________________________
Jose Quintana
Chief Executive Officer & Secretary
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