HomeMy WebLinkAbout07/05/2011, C8 - MEADOW PARK IMPROVEMENTS -ADA ACCESSIBILITY AND PLAY EQUIPMENT REPLACEMENT; SPECIFICATION NO. 90851 I I I
council WnngDam July 5,2011
j agcnaa Report
CITY O F SAN L U I S O B I S P O
FROM Jay D. Water, Director of Public Works SOW
Prepared By: Bridget Fraser, Senior Civil Engineer
SUBJECT: MEADOW PARK IMPROVEMENTS — ADA ACCESSIBILITY AND
PLAY EQUIPMENT REPLACEMENT; SPECIFICATION NO. 90851
RECOMMENDATION
1. Award a contract to Arthurs Contracting, Inc. of Atascadero in the amount of$121,190 for
the "Meadow Park Improvements: ADA Accessibility and Play Equipment Replacement,
Specification No. 90851," and authorize the Mayor to execute the agreement.
2. Authorize the transfer of$18,246 from the Capital Improvement Program (CIP) Completed
Projects Parkland Development account to the play equipment construction phase account
($17,815) and the equipment acquisition account ($431) to support costs associated with the
play equipment replacement portion of the project.
3. Authorize the transfer of $7,655 of general funds from the ADA Improvements (90569)
construction phase account to the play equipment replacement (90851) construction phase
account to support costs associated with the play equipment replacement portion of the
project.
4. Approve a CMAS cooperative purchase (Contract No. 4-03-78-0021A) in the amount of
$50,230.48 for the purchase of play equipment and authorize the Finance Manager to execute
a purchase order with Landscape Structures, Inc.
DISCUSSION
Background
The City Manager approved the plans and specifications for the "Meadow Park Improvements:
ADA Accessibility and Play Equipment Replacement" project on March 23, 2011. This project
consists of two main components: 1) replacement of the aging play equipment in the play
grounds and 2) correction of grades along the walkway and patio area leading to the community
room and restroom buildings. A more detailed description of the project is included in the City
Manager Report (Attachment 1). The original estimate for construction was $97,500, which is
within the City Manager's authority to advertise.
Bid Results '
Four bids were received and opened on June 2, 2011, all of which were over the Engineer's
Estimate of $97,500. The low bid of $121,190 received from Arthurs Contracting, Inc. of
Atascadero was approximately $23,700 (24%) over the Engineer's Estimate. A review of the bid
results (Attachment 2) indicated that most of this overage could be attributed to a higher unit cost
for the safety surfacing and the work involving steel fabrications, such as the guardrails and
handrails. Contractors have indicated that the increase in fuel costs are driving up the costs for
materials and work that involves shipping, manufacturing and processing.
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Meadow Park Improvements; ADA Accessibility& Play Equipment Replacement Page 2
Although prices are higher than expected, staff recommends moving forward with award of the
contract in order to complete the construction during the dry season, bring the playground and
walkway into compliance with state playground and accessibility regulations and allow the
public to benefit from the use of the updated facility.
Cooperative Purchase of Play Equipment
In effort to reduce project costs, staff has been taking advantage of discounted prices (6%)
offered by play equipment manufacturers through cooperative purchasing agreements. This
process allows the City to take advantage of discounted prices as well as eliminating the markups
(estimated at 10%) on equipment when purchased by the Contractor. This approach has been
successfully used on the City's play equipment replacement projects since 2006 including,
Anholm, French, Throop and Laguna Lake play equipment replacement projects. Staff
recommends continuing this approach by purchasing the play equipment directly from the
manufacturer via a California Multiple Award Schedule (CMAS) cooperative purchasing
agreement. A copy of the CMAS Contract is available for review in the Council Reading File.
CONCURRENCES
1. Equipment selections were chosen by participants (approximately 19 neighborhood families) at
a neighborhood meeting conducted on November 18, 2009. The project plans which include the
neighborhood selected equipment were approved by the Parks and Recreation Commission at
its January 6, 2010 meeting.
2. The Community Development Department has also reviewed and approved this project as a
minor/incidental project.
3. Environmental clearances for the playground and accessibility improvements have been
obtained from the Community Development Department and the County Environmental
Coordinator who oversees the Community Development Block Grant(CDBG) programs.
FISCAL IMPACT
Playground Improvements
The play equipment replacement portion of the project is included in the 2009-11 Financial Plan,
Appendix B, pages 3-294 through 3-299, which identifies various playground locations for
equipment replacement. The project list identifies Meadow Park Playground in the 2009-10 fiscal
years and allocated $123,000 of Parkland Development funds and $18,500 in General Capital
Outlay funds. There is currently $87,780 available in the. construction phase and $49,800
available in the equipment acquisition phase and $18,500 in the Construction Management Phase
of this of this project (90851).
Walkway Improvements
The walkway replacement portion of the project is part of the ADA Improvement projects
identified in the 2005-07 Financial Plan, Appendix B, on pages 289 to 291. Funds available for
this portion of the project come from Community Development Block Grant Recovery (CDBG-
R) funds and General funds. There is currently a total of$19,401 of construction phase CDBG-R
funds that must only be used for the walkway improvements. There is also a total of$12,894 of
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construction phase General funds that could be used to support either the walkway or the
playground improvements.
Construction Phase
A recap of the available construction funding and the current estimated construction costs are
shown below:.
ConstrUCtiOn Phase Costs Meadow Park-(9085 1) ADA I mpr(90569) Total
Available Construction Budget
Parkland Development $87,780 $0
CDBG-R $0 $19.401
General Fund s0 $12.894
$87,780 $32,295 $110,075
Estimated Construction Costs:
Arthurs Contract $98.750 $22.440 $121.190
Construction Contingencies $14,500 $2.200 $16.700
Total Project Costs $113,250 $24,640 $137,890
Remaining Balance(Shortfall) ($25,470) $7,655 ($17,815)
As shown above there is adequate funding to support the construction costs of the ADA walkway
improvements portion (90569) of the project; however, there is a shortfall of $25,470 for
construction of the playground improvements portion (90851) of the project with a total shortfall of
$17,815.
Staff recommends covering the playground project construction budget shortfall with a combination
of a transfer of the remaining balance of$7,655 of General funds from the ADA Improvements
construction account and a transfer of$17,815 from the Parkland Development Completed Projects
account which has an available balance of$18,341.
Equipment Acquisition
There is currently $49,800 available in the play equipment acquisition phase which was sufficient
to cover the equipment costs based on a quote received last winter. The freight and equipment costs
have gone up slightly since the last quote was obtained. Per the updated manufacturer's quote of
$51,230.48 dated June 8, 2011, an additional $431 is required to cover the equipment purchase.
Staff recommends a transfer of$431 from the Parkland Development Completed Projects account
to the equipment acquisition account cover the equipment purchase.
Construction Management/Administration
Due to the significant number of projects under construction this summer, inspection will be
handled by use of an outside inspection firm. There is currently $18,500 available in the
playground project construction management phase and $2,000 available in the ADA
Improvements construction management phase that can support the construction management
and construction administration/ architectural services costs associated with the project. The
following table recaps the available construction management budget and estimated construction
management phase costs.
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Meadow Park Improvements: ADA Accessibility&Play Equipment.Replacement Page 4
' • 1ADA Impr(90569) Total
Available CM Budget
CDBG-R $0 $2,000
General Fund $18,500 $0
$18,500 $2,000 $20,500
Estimated CM Costs:
Construction Management/Inspection Services $16,000 $2,000 $18,000
Construction Admin/Archtectural Services $2,000 $0 $2,000
Contingencies $500 $0_ $500
Total Project Costs $18,500 $2,000 $20,500
ATTACHMENTS
1. City Manager Report of March 17, 2011 (without attachments)
2. Bid Summary
3. Location Map
COUNCIL READING FILE
1. Contract - Arthurs Contracting
2. Quote—Landscape Structures for Play Equipment and CMAS Contract No. 4-03-78-0021A
T:\Council Agenda Reports\Public Works CAR\201 I\CIP\90851 Meadow Park-ADA&Play Eq\90851 CAR Awd Meadow Play.doc
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ATTACHMENT 1
city of
san tuts omspo
CITY . REPORT
Final Ci Mana er A rover Name Date A roved
City Administration Michael Codron April 3,2011
Reviewer Routing List Reviewer Name Date Reviewed
City Attorney Andrea Visveshwara March 28,2011
City Engineer Barbara Lynch March 23,2011
Finance&Information Technology Debbie Malicoat March 28,2011
Parks&Recreation Shelly Stanwyck March 28,2011
March 17, 2011
--- ..,....... ..... -------.. ..._.
FROM: Jay D. Walter, Director of Public Works BL 1 March 23,2011
PREPARED BY: Bridget Fraser, Senior Civil Engineer
SUBJECT: ' MEADOW PARK IMPROVEMENTS ADA ACCESSIBILITY&PLAY
EQUIPMENT REPLACEMENT PROJECT, SPECIFICATION NO. 90851
RECOMMENDATIONS
1. Approve plans and specifications for the "Meadow Park Improvements — ADA Accessibility
and Play Equipment Replacement Project, Specification No. 90851" and authorize staff to
advertise for bids for project construction.
2. Authorize the use and transfer $15,820 from the Completed Projects Parkland Development
account to the project equipment acquisition phase.
3. Authorize the transfer of$34,480 of the Meadow Play Equipment construction phase into the
design($500)and equipment acquisition($33,980)phases of the project's account.
4. Authorize the transfer of $14,417 of the "ADA Improvements", Specification No. 90569,
construction management phase into the construction phase of the project's account.
DISCUSSION
Background
Plaveround Improvements. Starting in 1999, staff created a program to replace the City's playground
equipment based on a 15-year replacement schedule in order to maintain compliance with State
regulations and provide a safe and enjoyable play experience for children. The Playground
Equipment Replacement Program is adopted as a part of the Capital Improvement requests made
during each Financial Plan.
In addition to the City's Playground Equipment Replacement Program, State Assembly Bill No.
1144, passed in 2008, mandates that playgrounds constructed between 1994 and 1999 shall be
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Meadow Park Improvements-ADA Accessibility and Play Equipment Replacement Page 2
replaced within fifteen (15) years of installation. The play equipment at Meadow Park was installed
in 1994 as part of several playground renovation projects that occurred at that time. The swings were
removed a few years ago due to wood rot. The remaining equipment is now seventeen (17) years old
and is over due for replacement in accordance with the Assembly Bill and the City's recommended
Playground Equipment Replacement Program.
This project will replace all of the play equipment within the existing playground, modify some of the
playground curbs to accommodate the safety zones for the new equipment, provide adequate drainage
so the play areas don't "pond" after storms; provide safety surfacing underneath the equipment and
construct access ramps into the play pits. In addition safety/guard rails at the top of the embankment
will be replaced to meet playground codes for head entrapment.
Walkway Improvements. In addition to the playground improvements, this project will also correct
grades in a section of the patio/walkway which provides access to the restrooms, community room
and the bordering playground. This section of the patio/walkway currently does not meet state and
federal accessibility regulations and must be brought into compliance. This deficiency was identified
in a 2004 Department of the Justice audit performed on numerous City facilities to determine
compliance with the Federal Americans with Disabilities Act (ADA). Due to the proximity of the
walkway to the playground and the need for concrete work on both projects, staff is making the.
recommendation to combine the walkway improvements with the playground improvements project
rather than handling them separately.
Plans and specifications have been prepared for the walkway and playground improvements and the
project is ready for solicitation of bids. As in past play equipment projects,the play equipment will be
purchased separately via a cooperative purchasing agreement and provided to the Contractor for
installation on the project.
Cooperative Purchase of Play Equipment
Starting around 2005, there were significant increases in both construction and manufacturing costs
driven by the escalating fuel and steel prices at that time. In particular, during that period, play
equipment prices increased over 15%. Although staff has seen reduced construction costs since this
time due to the competitive bidding climate, this has not been the case for playground equipment
where costs have continued to"creep up." As a way to help reduce project costs, staff has been taking
advantage of discounted prices (6%) offered by play equipment manufacturers through cooperative
purchasing agreements. This process allows the City to take advantage of discounted prices as well as
eliminate the markups (estimated up to 10%) on equipment when purchased by the Contractor. This
approach has been successfully used on the City's play equipment replacement projects since 2006
including, Anholm, French, Throop and Laguna Lake equipment replacement projects. Staff
recommends continuing this approach by purchasing the play equipment directly from the
manufacturer via a California Multiple Award Schedule (CMAS) cooperative purchasing agreement.
Approval of the purchase of the equipment will be obtained along with the approval to award the
construction project.
CONCURRENCES
1. Equipment selections were selected by participants (approximately 19 neighborhood families) at
a neighborhood meeting conducted on November 18,2009. The project plans which included the
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Meadow Park Improvements-ADA.Accessibility and Play Equipment Replacement Page 3
neighborhood selected equipment were approved by the Parks and Recreation Commission at its
January 6, 2010 meeting(Attachment 1).
2. The Community Development Department has also reviewed and approved this project as a
minor/incidental project and has granted a Categorical Exemption in accordance with the
California Environmental Quality Act(CEQA).
FISCAL IMPACT
Playground Improvements
The play equipment replacement portion of the project is included in the 2009-11 Financial Plan,
Appendix B, pages 3-294 through 3-299. The project list identifies $123,000 of Parkland
Development funds allocated for the construction of Meadow Park Playground in the 2009-10 fiscal
year. There is currently$122,260 of funds available in the construction phase of this project (90851).
Walkway Improvements.
The walkway replacement portion of the project is part of the ADA Improvement projects identified
in the 2005-07 Financial Plan, Appendix B, on pages 289 to 291. Funds available for this portion of
the project come from Community Development Block Grant Recovery (CDBG-R) funds. There is
currently a total of $21,401 of CDBG-R funds ($4,984 construction and $16,417 construction
management) that can be used to support the walkway improvements. The CDBG-R funds were
originally allocated to the restroom remodels at Mitchell and at Meadow Park (Specification No.
90569). The restroom remodel project was completed in April 2010 and the remaining CDBG-R
funds have been made available to correct the walkway/ADA accessibility issues at Meadow Park
(Attachment 2).
A recap of the available funding and the current estimated project costs are shown below:
Meadow
t [mpr(90569) Total
Available Project Budget
Parkland Development $122,260 $0
General Fund $18,500 $0
CDBG-R $0 $21,401
$140,760 $21,401 $162,161
Estimated Project Costs:
Design:Printing,Adv,Misc $500 $500
Play Equipment Purchase $49,800 $49.800
Construction Management/Administration Allowance $18,500 $2,000 $20,500
Construction Estimate $79,800 $17,700 $97.500
Construction Contingencies(10%) $7,980 $1,701 $9,681
Total Project Costs $156,580 $21,401 $177,981
Remaining Balance(Shortfall) (515,820) $0 ($15,820)
As shown above there is adequate funding to support the costs of the ADA walkway improvements
portion of the project. However, there appears to be a shortfall of $15,820 for the playground
improvements portion of the project. This is primarily due to the added costs of moving some of the
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Meadow Park Improvements-ADA Accessibility and Play Equipment Replacement Page 4
curbs to fit the new equipment, the associated grading, turf restoration and irrigation modifications as
these costs were not anticipated when the budgets where created.
As summarized in the table below, staff is recommending covering the playground project budget
shortfall with Parkland Development Completed Projects account funding which has a current balance of
$22,790. Staff recommends transferring $15,820 of these funds to the Play Equipment Replacement
Meadow Park project account in support of equipment acquisition to support the budget shortfall of the
playground improvements portion of the project. Staff further recommends the transfer of$34,480 from
the Play Equipment Replacement Meadow Park project's construction phase to the design and
equipment acquisition phases, $500 and $33,980 respectively, in support of the miscellaneous printing
and advertising design phase costs and play equipment purchase.
The walkway replacement, which is part of the ADA Improvement project, will require a portion of
the remaining construction management phase funds from the Meadow & Mitchell restrooms
remodel project, be transferred to the construction and design phases of this project to support the
estimated construction costs of the walkway. Staff recommends transferring the construction
management account funds in the amount of$14,417 to the project's construction phase to support
the estimated construction costs of the walkway and retain $2,000 in the construction management
phase to cover any construction administration/architectural services fees associated with the
walkways. A more detailed discussion of construction management is provided at the end of this
section.
A Budget Amendment Request has been prepared which will transfer funds between the project
phases as follows:
Fiscal Imact Summary
(90851)
Fund 420 -Parkland Dev Current Proposed Change
Park Land Dev Completed Projects 22,790 6,970 (15,820)
Design - 500 500
Construction 122,260 87,780 (34,480)
Equipment Acquisition - 49,800 49,800
Total 145 050 145,050 0
ADA i (90569)
Fund 241 -CDBG-R Current Proposed Change
Construction 4,984 19,401 14,417
Construction Management 16,417 2,000 (14,417)
Total 21401 2-1,401 0
Construction Management/Administration. At this point in time it is anticipated that inspection will
be handled by in-house staff and that only minor amounts may be needed for construction
administration/architectural services associated with the playground and walkway for design
clarifications and submittal review required by the project architect. In the event circumstances
change which requires the use of outside inspection services there is currently $18,500 available in
the playground project construction management phase and $2,000 remaining in the ADA
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Meadow Park Improvements-ADA Accessibility and Play Equipment Replacement Page 5
Improvements Construction Management phase that can support the construction management and
construction administration/architectural services costs associated with the project.
ATTACHMENTS
1. Parks and Recreation Commission Meeting Minutes
2. City Manager Report of 8/17/10 reallocating CDBG-R funds to Meadow
3. Plans and Specifications
4. Budget Amendment Request
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DOLOCATION MAP
MEAW PARK IMPROVEMENTS
ADA ACCESSIBILITY AND PLAY EQUIPMENT REPLACEMENT PROJECT
imp
SPECIFICATION 90851 07/11