HomeMy WebLinkAbout05/03/2011, C10 - SANTA ROSA PARK RESTROOM REPLACEMENT PROJECT; SPECIFICATION NO. 90923 council M0.°
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CITY OF SAN LUIS O B I S P O
FROM: Jay Walter, Director of Public Works 1 9DW
Prepared By: Bridget Fraser, Senior Civil Engineer —
SUBJECT: SANTA ROSA PARK RESTROOM REPLACEMENT PROJECT;
SPECIFICATION NO. 90923
RECOMMENDATION
Award contract to Nick E. Pokrajac Inc. of Templeton, California in the amount of$293,074.04 for
"Santa Rosa Park Restroom Replacement, Specification No. 90923," and authorize the mayor to
execute the agreement.
DISCUSSION
In December 2004 the City entered into an agreement with the Department of Justice (DOJ) to
bring various City facilities into compliance with Federal Americans with Disabilities Act (ADA)
regulations. The Santa Rosa Park restroom was among the various facilities targeted for compliance
upgrades. Given the condition and age of this restroom and the extent of the remodeling required to
bring it into compliance, it was determined that this structure was not suitable for remodeling and
should be replaced in order to comply with the DOJ agreement. Replacement of this restroom was
approved by the City Council as part of the 2007-09 Financial Plan. In addition to the demolition
and replacement of the restroom building, the project scope also includes a temporary and new
electrical service for the restroom and several other park amenities tied to this service, replacement
of the sewer lateral, landscaping and irrigation and modification of the walkways and playground
curbs adjacent to the restroom,
Plans and specifications were prepared by RRM Design Group, one of the City's on-call architects,
and approved by Council at its September 7, 2010 meeting. (See Attachment 2 for Council Agenda
Report). Bidding was delayed until March 2011 due to a combination of staff resources being
redirected to the Downtown Beautification Project and the onset of an early and unusually wet
winter. Once the heavy rains began last fall it was determined that it would be in the City's best
interest to delay the project a few months and bid the project in late winter to allow work to begin
late spring after the park had time to dry out.
Bids were advertised on March 5, 2011. Five bids were received and opened on April 7, 2011 all of
which were over the Engineer's Estimate of$285,000. The low bid of$293,074 was received from
Nick E. Pokrajac, Inc. of Templeton. As shown in the Bid Summary (Attachment 3), the five bids
ranged from a low of$293,074 to a high of$327,756 or 2.8%to 15% over the Engineer's Estimate
with a cluster of competitive bids between the three lowest bidders - $1,800 difference between the
I" and 2nd bidder and $2,200 between the 2nd and 3'd bidder. The slightly higher bids could be
related to the recent fuel cost increases which affect manufacturing and freight costs and could also
be an indication that construction work is on the rise. This is also evidenced by the fact that the
Laguna Lake Restroom project, a similar project that bid two years ago during the spring, received
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Santa Rosa Park Restroom Replacement Project Page 2
eight bids as opposed to only five bids received this time. Staff recommends moving forward with
awarding a contract for replacement of the restroom to the low bidder.
CONCURRENCES
The Community Development Department has reviewed and approved this project as a
minor/incidental project and has granted this project a Categorical Exemption in accordance with
the California Environmental Quality Act (CEQA). Parks and Recreation Commission reviewed
and approved this project at its March 3, 2010 meeting. Environmental Clearances have been
obtained and authorization to proceed has been granted by the County Environmental
Coordinator who oversees the Community Development Block Grants Programs.
FISCAL IMPACT
The Santa Rosa Park Restroom Replacement Project is identified in the 2009-11 Financial Plan
on pages 3-316 through 3-318 'of Appendix B. Funding comes from a combination of General
Funds, and Community Development Block Grant allocations for the years 2004, 2006, 2007,
2008 and 2009. This project was not identified as a Measure Y funded project in the Financial
Plan. The total budget identified for this project is $440,000 ($50,000 design, $330,000
construction and $60,000 construction management). The following table represents the current
available budgets and construction phase cost estimates for the restroom project.
Construction .
Current Available Construction Budget: Amount
CDBG Allocations $282,659
CDBG-R Recovery funds $47,300
Available Budget $3299959
Estimated Construction Phase Costs:
Pokrajac Contract $293,074
Contingencies @ 12.5% $36,885
Total Estimated Construction Costs $3299959
Construction Management,v _
Current Available Const.Management Budget: Amount
CDBG Allocations $60,000
Available Budget $601000
Estimated Construction Management Phase Costs:
Special Inspection/Testing $6,000
Construcion Administration/Architectural Services $10;500
Construction ManagemenbInspection Services (15%) $43,500
Total Construction Management Costs $609000
As shown above, the current available budget allocations are sufficient to cover the estimated
construction phase and construction management phase costs. However, in the event
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Santa Rosa Park Restroom Replacement Project Page 3
unanticipated costs arise there is $9,763 of unused design budget remaining in the design phase
account that can be used to support project costs if needed.
ATTACHMENT
1. Vicinity Map
2. Council,Agenda Report of September 7, 2011
3. Bid Summary
COUNCIL READING FILE
Contract Agreement, Nick E. Pokrajac, Inc.
T:\Council Agenda Reports\Public Works CAR\2011\CIP\90923 Santa Rosa Restroom\90923 Award SR Restroom.Doc
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tember 7 2010 acEnba PzEpom �H� 621
CITY O F SAN LUIS O B I S P O
FROM: Jay Walter,Director of Public Works ad
Prepared By: Bridget Fraser, Senior Civil Engineer
SUBJECT: SANTA ROSA PARK RESTROOM REPLACEMENT PROJECT;
SPECIFICATION NO.90923
RECOMMENDATION
1. Approve the plans and specifications for "Santa Rosa Park Restroom Replacement,
Specification No. 90923,"
2. Authorize staff to solicit bids and authorize the City Manager to award a contract if the
lowest responsible bid is less than or equal to the Engineer's Estimate of$285,000.
DISCUSSION
In December 2004 the City entered into an agreement with the Department of Justice to bring
various City facilities into compliance with Federal Americans with Disabilities Act (ADA)
regulations. The Santa Rosa Park restroom was among the various facilities targeted for compliance
upgrades. Given the condition and age of this restroom and the extent of the remodeling required to
bring it into compliance, it was detemained that this structure was not suitable for remodeling and
should be replaced. Replacement of this restroom was approved by the City Council as part of the
2007-09 Financial Plan along with two restroom replacements at Laguna Lake Park.
After preliminary design work and preliminary estimates were completed on the Laguna Lake park
restrooms, it became apparent that the budgets set up for the three restrooms were low. Council
directed.staff to move forward with construction of the two Laguna Lake restrooms (which were
further along in design than the Santa Rosa restroom) and to move forward with design on the
Santa Rosa restroom. Additional funds for the Santa Rosa restroom were budgeted in the 2009-11
Financial Plan with 98% of the fiords ($430,000) coming from Community Development Block
Grant(CDBG) allocations.
While bidding the two Laguna Lake restrooms, Council directed staff to investigate the use of a
prefabricated restroom structure as a possible cost-saving measure for the Santa Rosa restroom.
Design on the Santa Rosa project was halted while staff conducted this investigation. At the July
21, 2009 Council meeting, staff presented Council with findings that supported the design of a site-
built structure rather than a prefabricated structured. Council directed staff to pursue the site built
structure and authorized design to recommence. RRM Design Group, one of the City's on-call
architects,was hired to provide construction documents for a site-built structure.
The construction documents for the Santa Rosa restroom are now complete and the project is ready
for bidding. Staff recommends moving forward with soliciting bids for the project to take advantage
of the current market and continuing favorable bidding climate.
C � _ �C10-5
ATACHMENT 2
Santa Rosa Park Restroom Replacement Project Page 2
CONCURRENCES
I. The Community Development Department has reviewed and approved this project as a
minor/incidental project and has granted this project a Categorical Exemption in accordance
with the California Environmental Quality Act(CEQA)
2. Parks and Recreation Commission reviewed and approved this project at its March 3, 2010
meeting.
3. Environmental Clearances have been obtained and authorization to proceed has been granted
by the County Environmental Coordinator who oversees the Community Development Block
Grants Programs.
FISCAL IMPACT
The Santa Rosa Park Restroom Replacement Project is identified in the 2009-11 Financial Plan
on pages 3-316 through 3-318 of Appendix B. Funding comes from a combination of General
Funds, and Community Development Block Grant allocations for the years 2004, 2006, 2007,
2008 and 2009. This project was not identified as a Measure Y funded project in the Financial
Plan. The total budget identified for this project is $440,000 ($50,000 design, $330,000
construction and $60,000 construction management). The following table represents the current
available construction budgets and construction phase cost estimates for the restroom project.
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Current Available Construciton Budget: Amount
CDBG Allocations $282,659
CDBG-R Recovery funds $47,300
Available Budget $329,959
Estimated Construction Phase Costs:
Construction
Santa Rosa.Restroom $285,000
Contingencies @ 16% S44,959
Engineers Estimate $329,959
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Current Availabe Const.Management Budget: Amount
CDBG Allocations $60,000
Available Budget $60,000
Estimated Construction Management Phase Costs:
Special Inspection/Testing $10,000
Construcion Administration/Architectural Services $20,000
CM Contingencies $5,000
Engineers Estimate $35,000
Remaining Const.Management Budget 525,000
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ATACHMENT2
Santa Rosa Park Restroom Replacement Project Page 3
As shown above, the current available construction phase allocations of$329,959 appears to be
sufficient to cover the estimated construction phase costs. However, in the event bids come in
higher than expected there is $25,000 available in the construction management phase that could
supplement the construction budget. Inspection will be performed by in-house staff thereby
freeing up the construction management funds for other uses. Additionally, there is $10,6$3 of
General Funds remaining in the design phase account that can be used to support project costs as
needed.
ATTACHMENT
Vicinity Map
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Plans and Specifications
Council Agenda Report for July 21, 2009
001.1
T:\Council Agenda Reports\Public Works CAR\2010\CM90923 Santa Rosa Restrooms\90923 Adv SR Restroom.Doc
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