HomeMy WebLinkAbout01/03/2006, C7 - EL CHORRO REGIONAL PARK LIGHTED SOFTBALL FIELDS SPECIFICATION NO. 90269 _ r
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01/03/2006
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CITY O F SAN LUIS O B I S P O
FROM: Jay Walter,Public Works Directoiy�►
Prepared By: Michael J. McGuire,((((((//////A______ssistant EngineerMay\
SUBJECT: EL CHORRO REGIONAL PARK LIGHTED SOFTBALL FIELDS
SPECIFICATION No. 90269
CAO RECOMMENDATION
1. Award the contract for the "El Chorro Regional Park Lighted Softball Fields", Specification
No. 90269, to Cal Electro Inc. in the total project bid amount of$403,915.
2. Authorize the transfer of an additional $110,000 from the Park In-Lieu fees account to the
project account for funding alternate bids 1, 2 & 3 plus related construction contingencies and
other project costs.
DISCUSSION
On November 17, 2005, bids were opened for the El Chorro Regional Park Lighted Softball
Fields project, a joint agreement between the City and County of San Luis Obispo, for major
improvements to two existing softball fields within the park. The City received three bids with
all three bids exceeding the Engineer's Estimate of total project bid. The lowest total project bid
was from Cal Electro Inc. in the amount of $403,915. This low bid is almost 17% over the
Engineer's Estimate of$346,000, primarily due to the original funding having been prepared for
costs in 2001, escalating costs for fuel, construction materials and labor, and the shortage of
specific building materials due to recent natural disasters.
The areas of improvement under the base bid for the project consist of the installation of new
field lighting for evening play, replacement of the deteriorating barrier netting and poles along
State Highway 1, new barrier netting and poles at the Botanical Garden, new surfacing and
grading of adjacent service roads to mitigate erosion, repairs to the ballfield fencing and
protective bollards around lighting poles. Bid alternate 1 would replace the existing infield and
warning track material with new gray pit sand for ballfields, realign the infields and warning
tracks and provide a new, more efficient irrigation system for field turf. Bid alternate 2 would
provide asphalt paving and striping for an existing dirt parking lot adjacent to the fields. Lastly,
bid alternate 3 would construct a small equipment shed for storage of field maintenance
equipment.
The available project funding, approximately $305,000, will allow awarding the total base bid of
$299,440 to Cal Electro Inc. but leaves insufficient available funds for any or all three of the
alternate bids. While all three alternate bids could be completed at a later date, not including
them with the base bid will result in ballfields that are not properly configured for adult softball,
leave players and fans with a parking lot that will be problematic during the rainy season and
incur costly fuel costs transporting maintenance equipment between the city and the park.
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EI Chorro Regional Park Lighted Softball Fields Page 2
The main goal of this project is to provide more softball fields and increase playing time to
accommodate the City's ever-growing adult softball league. Staff believes that if, at least,
alternate bids 1 & 2 are not included with the base bid for construction, softball players will not
use the fields, even with the ability for evening play. Staff recommends funding alternate bids 1,
2 & 3 along with the base bid to provide sufficient improvements to the ballfields.
Even with this added cost, it is important to note that this project makes available very
economically two added lighted fields for City programming due to our partnership with the
County.
CONCURRENCES
This project award has the approval of the Public Works, Parks & Recreation and Finance
Departments, and the Parks Division of San Luis Obispo County.
FISCAL IMPACT
This project was approved in the 2001-03 Financial Plan.
Project Costs
Design $40,000
Field Lighting (City Purchase) 120,000
Construction 403,915
Construction Contingency(11%) 43,085
Inspection &Testing 1,000
Environmental Mitigation 1,000
Printng/Advertising 1,000
Total Cost: $610,000
Project Funding
Project Costs $610,000
Original Funding 500,000
Additional Funding Required: $110,000
As previously mentioned in the Council Agenda Report for bid authorization, Staff anticipated
that there would be insufficient funding available to construct the entire scope of the project. The
bid package provided flexibility in awarding the base bid and potentially awarding any or all of
the alternate bids. The additional funding is necessary for additive alternate bids 1, 2 & 3 and
maintaining a sufficient construction contingency. The additional funding for the project can be
transferred from the Park In-Lieu fees account, which currently has an unallocated fund balance
of$423,700. This fund transfer will leave a new balance of$313,700.
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EI Chorro Regional Park Lighted Softball Fields Page 3
ALTERNATIVES
1. Award the base bid only As previously mentioned in this report, awarding only the base bid
for construction will install the field lighting, barrier netting, service road improvements and
fencing repairs but will leave the softball fields and parking lot inadequate for adult softball
league play.
2. Award the base bid and alternate bids I & 2 Bid alternate 3, while necessary for storage of
field maintenance equipment, can be excluded from the construction award and compensated for
by the City purchasing a prefabricated shed. While not aesthetically pleasing, it would provide
the protection and security needed for the field maintenance equipment and eliminate costly
transporting of the equipment from other City facilities to the park, for an economical price. This
is not the City's normal practice for their own parks and would require City Staff time to
purchase the shed and construct a building foundation and ramp.
3. Reject all bids and rebid the project This is not recommended as fuel, construction materials
and labor costs continue to rise on an almost weekly basis and would result in even higher bids
for the project. In addition, there would be additional costs for printing, advertising and Staff
time for the rebidding.
ATTACHMENTS
1. Bid Summary Sheet
2. Construction Agreement
I:\-CAR Reporcs\2006\CM90269 EI Chorro Lights\CAR 90269 Const.DOC.
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ATTACHMENT 2
CITY OF SAN LUIS OBISPO
CALIFORNIA
FORM OF AGREEMENT
THLS AGREEMENT,made on this day of 20,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 Cal
Electro Incorporated(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
EL CHORRO REGIONAL PARK.LIGHTED SOFTBALL FIELDS,SPECIFICATION No.90269
in strict accordance with the plans and specifications therefore,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 H, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithful
performance of this Contract,subject to any additions or deductionsas provided in the Contract Documents,the contract
prices as follows:
Item Item Unit of Estimated Item Price Total
No. Measure Quantity (in figures) (in figures)
1. Total Base Bid LS 1 $299,440 $299,440
2. Total Alternate 1 Bid LS 1 $74,140 $74,140
3. Total Alternate 2 Bid LS 1 $16,705 $16,705
4. Total Alternate 3 Bid LS 1 $13,630 $13,630
BID TOTAL: $403,915.00
Payments are to be made to the Contractor in accordance 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 apart 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,Engineering Standards and Special Provisions.
2. Accepted Proposal.
4. Public Contract code Section 10285.1 Statement and 10162 Questionnaire.
5. Noncollusion Declaration.
6. Plans.
7. List of Subcontractors.
1MIT 1
8. Agreement and Bonds.
9. Insurance Requirements and Forms.
ARTICLE IV. 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 or proposal of said Contractor, then this instrument shall control and nothing
herein shall be considered as an acceptance of the said terms of said proposal conflicting herewith.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year and date fust above
written.
ATTEST: CITY OF SAN LUIS OBISPO,
A Municipal Corporation
Audrey Hooper,City Clerk David F.Romero,Mayor
APPROVED AS TO FORM: CONTRACTOR
QR Lowell Cal Electro Incorporated
City Attorney E.Robert Meissner,President
(Rev. 1-27-03)
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