HomeMy WebLinkAboutItem 08 - AWARD OF ISLAY HILL PARK PLAYGROUND RENOVATION SPECIFICATION NO 91654
Department Name: Public Works
Cost Center: 5002
For Agenda of: March 17, 2020
Placement: Consent
Estimated Time: N/A
FROM: Shelly Stanwyck, Assistant City Manager Community Services
Prepared By: Shelsie Kloepper, Engineer III
SUBJECT: AWARD OF ISLAY HILL PARK PLAYGROUND RENOVATION,
SPECIFICATION NO. 91654
RECOMMENDATION
1. Adopt a Resolution entitled “A Resolution of the Council of the City of San Luis Obispo,
California, approving an Amendment to the Islay Hill Park Playground Renovation Project
and related budgetary appropriations” (Attachment A); and
2. Award a construction contract (Attachment B) to R.E. Schultz Construction, Inc. in the
amount of $334,705 for the Islay Hill Park Playground Renovation Project; and
3. Appropriate $38,521 from the Local Revenue Measure Fund balance to the project account
and approve a budget transfer of $500,000 from the Playground Equipment Annual Asset
Maintenance account to the project account.
DISCUSSION
Background
On November 5, 2019 the City Council authorized inviting bids (Attachment C) for the Islay Hill
Park Playground Renovation Project (Project), which is intended to replace playground
equipment past its useful life.
Three bids were received and publicly opened on January 30, 2020 (Attachment D). All of the
bids were over the Engineer’s Estimate of $270,000. Upon review of the bid forms from the low
bidder Papich Construction Co., Inc. (Papich) staff determined that the bid from Papich was non-
responsive and did not meet the minimum Contractor Qualifications stated within the Notice to
Bidders. Papich was notified on February 6, 2020 of the determination of non-responsiveness
and provided five days to prepare written materials in response to staff’s determination
(Attachment E). Papich did not respond to the City’s February 6, 2020 correspondence, therefore
staff recommends rejecting Papich’s bid and awarding to the second low bid R.E. Schultz
Construction, Inc. The table below summarizes the bid results.
Engineer’s
Estimate
Papich Construction Co.,
Inc.
R.E. Schultz
Construction, Inc.
R. Burke
Corporation
$270,000 $299,667 $334,705 $346,506
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R.E. Schultz Construction, Inc.’s references, license and registration with the Department of
Industrial Relations has been verified. Staff therefore recommends awarding a construction
contract to R.E. Schultz Construction, Inc.
Previous Council or Advisory Body Action
This project was approved by City Council on November 5, 2019 and authorized for advertising.
Policy Context
Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual,
City Council approval is required for Public Projects that cost over $175,000. Additionally, per
the approval of the staff report at City Council on November 5, 2019 the project must be
awarded by City Council if the construction contract is higher than the publicly disclosed
funding amount of $300,000.
Public Engagement
Public engagement was done throughout the design of the project. Several public outreach events
were conducted to discuss the park design. Additionally, staff reviewed and discussed the layout
at two Parks and Recreation Commission Meetings.
CONCURRENCE
There is concurrence from the Parks and Recreation, Public Works, and Community
Development Departments through their review and approval of the design.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (existing
facilities) of the California Environmental Quality Act (CEQA) Guidelines because the project
proposes to replace the existing playground with similar equipment.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2017-19
Funding Identified: Yes
Fiscal Analysis:
Funding Sources
Current
Project
Funding
Annualized
On-going Cost
Additional
Budget
Request
Total Project
Cost
General Fund $580,000 N/A $38,521 $618,521
State
Federal
Fees
Other:
Total $580,000 $38,521 $618,521
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Design $68,521
Construction:$334,705
Contingencies(17%):$60,295
Materials Testing and Special Inspection $5,000
City Playground Equipment Purchase $150,000
Total Cost of Project:$618,521
Construction Budget (1000033)$500,000
Design Budget (91654)$80,000
Additional Funding Required $38,521
Islay Hill Park Playground Renovation Project, Specification No.
91654
Project Cost
The Islay Hill Park Playground Renovation project was originally identified with funding for
design in the 2017-2019 Financial Plan, Section E – Capital Improvement Plan, page E2-10
through E2-11. The 2019-2021 Financial Plan appropriated $500,000 for this project in FY2019
to fund construction. This project is 100% funded by the Local Revenue Measure.
There is currently a balance of $500,000 available to the project in the Playground Equipment
Replacement account (1000033) and $11,479 remaining from the design phase (project account
91654). An additional $38,521 of project funding is recommended to be allocated from the Local
Revenue Measure Fund. The Local Revenue Measure Fund currently has a balance of
$1,528,000 that has yet to be encumbered.
ALTERNATIVES
Deny Award and Fund Allocation. The City Council could choose to deny approval to award
and the allocation of additional funds. This is not recommended because this project is critical to
provide compliant playground equipment to the park.
Attachments:
a - Draft Resolution
b - Construction Contract with R.E. Schultz Construction, Inc.
c - Council Agenda Report from November 5, 2019
d - Bid Results Summary
e - Notification of Non-Responsive Bid Letter
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R _______
RESOLUTION NO. ________ (2020 SERIES)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, APPROVING AN AMENDMENT TO THE ISLAY
HILL PARK PLAYGROUND RENOVATION PROJECT AND RELATED
BUDGETARY APPROPRIATIONS
WHEREAS, the City of San Luis Obispo’s (City) 2018-19 Financial and Capital
Improvement Plan Supplement designated $80,000 toward the Islay Hill Park Playground
Renovation project (“Project”) for design; and
WHEREAS, the City’s 2019-21 Financial and Capital Improvement Plan designated an
additional $500,000 toward the Project for construction; and
WHEREAS, on November 12, 2019, the City Council authorized the invitation for bids
based on the Engineer’s Estimate of $270,000 and approved a sole source purchase from
GameTime Equipment in an amount not to exceed $150,000 for purchase of playground
equipment; and
WHEREAS, the lowest responsible bid received for the project was $334,705, bringing
the total project budget needed to $618,521 due to the cost of design, construction, materials
testing, special inspection, playground equipment purchases and project contingencies and
requiring additional funding to proceed, and;
WHEREAS, City staff has requested $38,521 in additional budget allocation from the
Local Revenue Measure Fund; and
WHEREAS, the Project is a high priority project, warranting the use of funding from the
Local Revenue Measure Fund.
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of San Luis
Obispo as follows:
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Resolution No. ______ (2020 Series) Page 2
R _______
SECTION 1. The City Council authorizes staff to transfer $38,521 from the Local
Revenue Measure Fund to the Project.
Upon motion of ___________________, seconded by _______________________, and
on the following roll call vote:
AYES:
NOTE:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________ 2020.
____________________________________
Mayor Heidi Harmon
ATTEST:
Teresa Purrington
City Clerk
APPROVED:
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ____________ day of __________________________, 2020.
____________________________________
Teresa Purrington
City Clerk
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Department Name: Public Works
Cost Center: 5002
For Agenda of: November 5, 2019
Placement: Consent
Estimated Time: N/A
FROM: Shelly Stanwyck, Assistant City Manager Community Services
Prepared By: Shelsie Kloepper, Engineer III
SUBJECT: ISLAY HILL PARK PLAYGROUND RENOVATION, SPECIFICATION NO.
91654
RECOMMENDATION
1. As recommended by the Parks and Recreation Commission, approve the Project Plans
(Attachment A) and Special Provisions (Attachment B) for the Islay Hill Park Playground
Renovation Project, Specification Number 91654; and
2. Authorize staff to advertise for bids and authorize the City Manager to award the
construction contract if the lowest responsible bid is within the publicly disclosed
Funding Amount of $300,000; and
3. Approve a City Sole Source purchase from GameTime Equipment in an amount not to
exceed $150,000 for purchase of playground equipment and authorize Finance Director
to execute Purchase Order upon receipt of final quote.
DISCUSSION
Background
Replacing playground equipment in the City’s parks limits the City’s liability exposure and
keeps the City in compliance with State regulations. In 1999, staff developed a plan to identify
replacement of the City’s park playground equipment, which anticipates the useful life of the
equipment to be 15 years. Islay Hill Park Playground was built in 1997 and is the next
playground scheduled to be replaced. In 2008, the State passed AB 1144 which mandates that all
play equipment constructed between 1994 and 1999 must be replaced or upgraded within 15
years of installation.
The scope of the Islay Hill Park Playground Renovation is to replace the existing playground
equipment and provide a new playground layout within the existing playground footprint. The
project also includes Americans with Disabilities Act (ADA) path of travel upgrades from the
parking lot to the playground.
Staff contracted with Wallace Group to propose new playground layout alternatives, engage in
public outreach and discussion of improvement options, and design the playground renovation as
well as the associated civil engineering and site improvements. During the preliminary design
phase, Wallace Group worked with several playground equipment vendors and presented options
from three different vendors to the Parks and Recreation Commission (PRC). The PRC approved
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Figure 1: Five to twelve-year-old interconnective climbing course
a final playground layout with equipment manufactured by GameTime. The final GameTime
layout incorporates shade features for all ages and focuses on a unique interconnective climbing
course for the five to twelve-year-old play area. The layout also included many of the most voted
on elements from the public outreach events for the two to five-year-old play area including
mini-monkey bars, musical components, a teeter-totter, and a spinner.
In order for the contractor to be able to construct the playground as approved by PRC, the
contractor must use GameTime play equipment. GameTime equipment provides a discount to
government organizations when purchased directly. Staff recommends purchasing the play
equipment directly from GameTime Equipment (Attachment C) which will reduce construction
cost by approximately $20,000.
Previous Council or Advisory Body Action
This project was identified in the 2017-19 Financial Plan that was approved by Council. The
PRC approved the proposed project layout with GameTime equipment at the April 3, 2019,
meeting.
Policy Context
Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual,
Council approval is required for Public Projects that cost over $175,000. The PRC is an advisory
body that reviews projects and provides recommendations to Council. Through the review and
approval of the Islay Hill Park Playground layout the PRC recommends approval of the project
to Council.
Public Engagement
Public engagement was done throughout the design of this project. Several public outreach
events were conducted at the park and the park design was discussed at the February 6, 2019
(Attachment D), and April 3, 2019 (Attachment E), PRC Meetings. During the February 6th
meeting the PRC reviewed layouts from three playground vendors and provided feedback to
create the final layout. During the April 3rd meeting the PRC approved the final layout with
GameTime equipment.
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CONCURRENCE
There is concurrence from Parks and Recreation, Public Works, and Community Development
Departments.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (existing
facilities) of the California Environmental Quality Act (CEQA) Guidelines because the project
proposes to replace the existing playground with similar equipment. The project is consistent
with the applicable general plan policies as well as with applicable City Regulations.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2020
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund: Local
Revenue Measure Fund $500,000 $500,000
State
Federal
Fees
Other:
Total $500,000 N/A $500,000
Project Cost Estimate
City Playground
Equipment Purchase
$150,000
Construction Estimate $270,000
Contingency (28% of
Construction Estimate)
$75,000
Materials Testing $5,000
Total for Project $500,000
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While the construction estimate is $270,000, staff is requesting authorization to award a contract
up to the Publicly Disclosed Funding amount of $300,000 in compliance Public Contract Code
Section 20103.8C. If the full $300,000 have to be allocated, the construction contingency will be
lowered accordingly.
This project is funded by the Local Revenue Measure.
ALTERNATIVES
The Council could choose to deny authorization to advertise. This is not recommended because
the playground equipment is deteriorating, and the playground will need to be closed if not
replaced soon.
Attachments:
a - COUNCIL READING FILE - Project Plans
b - COUNCIL READING FILE - Project Special Provisions
c - Sole Source Justification for GameTime
d - COUNCIL READING FILE - February 6, 2019 PRC Meeting Minutes
e - COUNCIL READING FILE - April 3, 2019 PRC Meeting Minutes
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Item # Item DescriptionQuantity Unit of MeasureUnit Price Item TotalUnit Price Item TotalUnit Price Item Total1WATER POLLUTION / EROSION CONTROL 1 LS$7,000.00 $7,000.00 $11,200.00 $11,200.00 $1,000.00 $1,000.002 TRAFFIC CONTROL PLAN1LS$34,000.00 $34,000.00 $3,000.00 $3,000.00 $20,000.00 $20,000.003 REMOVE AND DISPOSE PLAY EQUIPMENT & FOUNDATIONS1LS$11,000.00 $11,000.00 $12,000.00 $12,000.00 $10,000.00 $10,000.004 REMOVE & DISPOSE RUBBER SURFACING & SAND1LS$5,000.00 $5,000.00 $16,500.00 $16,500.00 $7,000.00 $7,000.005 REMOVE & DISPOSE PLAY AREA CONTAINMENT CURB1LS$800.00 $800.00 $4,000.00 $4,000.00 $5,000.00 $5,000.006REMOVE & DISPOSE PICNIC TABLE (CONCRETE) 2 EA$400.00 $800.00 $500.00 $1,000.00 $580.00 $1,160.007REMOVE & DISPOSE BENCE (CONCRETE) 2 EA$400.00 $800.00 $500.00 $1,000.00 $580.00 $1,160.008REMOVE & DISPOSE ADA SIGN POLES AND FOOTINGS 2 EA$350.00 $700.00 $250.00 $500.00 $450.00 $900.009 RELOCATE ADA SIGNS INCLUDING NEW POLES & FOOTINGS2EA$825.00 $1,650.00 $500.00 $1,000.00 $970.00 $1,940.0010RELOCATE TRASH RECEPTACLE1 EA$700.00 $700.00 $250.00 $250.00 $430.00 $430.0011 REMOVE & DISPOSE TREE & GRIND STUMP2EA$2,200.00 $4,400.00 $1,800.00 $3,600.00 $500.00 $1,000.0012 REMOVE & DISPOSE CONCRETE SIDEWALKS / CURB & GUTTER1LS$6,000.00 $6,000.00 $14,000.00 $14,000.00 $14,000.00 $14,000.0013 REMOVE & DISPOSE HMA PAVEMENT1LS$5,000.00 $5,000.00 $2,500.00 $2,500.00 $4,800.00 $4,800.0014 REMOVE & DISPOSE DRAINAGE ITEMS1LS$1,200.00 $1,200.00 $2,500.00 $2,500.00 $1,600.00 $1,600.0015(F) PLAYGROUND EXCAVATION300 CY$26.00 $7,800.00 $70.00 $21,000.00 $35.00 $10,500.0016CONCRETE PLAY AREA CONTAINMENT CURB 6" WIDTH318 LF$46.00 $14,628.00 $40.00 $12,720.00 $28.00 $8,904.0017 ENGINEERED WOOD FIBER (EWF) CONCRETE TRANSITION RAMPS2EA$4,400.00 $8,800.00 $1,350.00 $2,700.00 $3,800.00 $7,600.0018 CURB RAMP1LS$4,600.00 $4,600.00 $8,500.00 $8,500.00 $4,100.00 $4,100.0019 CONCRETE SIDEWALK2,850 SF$7.00 $19,950.00 $10.00 $28,500.00 $15.00 $42,750.0020 CONCRETE CURB AND GUTTER111 LF$50.00 $5,550.00 $60.00 $6,660.00 $65.00 $7,215.00216" RETAINING CURB AT SLOPE26 LF$50.00 $1,300.00 $80.00 $2,080.00 $76.00 $1,976.0022 6" CURB (CITY STANDARD)34 LF$115.00 $3,910.00 $50.00 $1,700.00 $64.00 $2,176.0023HMA PAVMENT775 SF$11.00 $8,525.00 $10.00 $7,750.00 $17.00 $13,175.0024STRIPING & MARKING1 LS$2,750.00 $2,750.00 $2,500.00 $2,500.00 $3,000.00 $3,000.0025ADJUST SS CLEANOUT TO GRADE1 EA$1,000.00 $1,000.00 $900.00 $900.00 $560.00 $560.0026 (F) CLASS 1 PERMEABLE ROCK85 CY$90.00 $7,650.00 $60.00 $5,100.00 $200.00 $17,000.0027CLEANOUT JUNCTION BOX4 EA$450.00 $1,800.00 $1,550.00 $6,200.00 $3,500.00 $14,000.0028 4: PERFORATED PVC PIPE180 LF$26.00 $4,680.00 $40.00 $7,200.00 $26.00 $4,680.0029 4" SOLID PVC PIPE18 LF$83.00 $1,494.00 $50.00 $900.00 $35.00 $630.0030 ENGINEERED WOOD FIBER (EWF) AND FILTER FABRIC1LS$14,600.00 $14,600.00 $16,820.00 $16,820.00 $17,000.00 $17,000.0031 METAL FENCE33 LF$250.00 $8,250.00 $125.00 $4,125.00 $146.00 $4,818.0032HANDLING, STORAGE, & INSTALL PLAYGROUND EQUIPMENT, SHADE STR1LS$71,000.00 $71,000.00 $89,000.00 $89,000.00 $85,000.00 $85,000.0033WEAR MATS FOR SWINGS & SLIDES (30" X 30")6 EA$120.00 $720.00 $450.00 $2,700.00 $177.00 $1,062.0034BOTTLE FILLING STATION WITH DRINKING & PET FOUNTAIN1 EA$10,000.00 $10,000.00 $12,000.00 $12,000.00 $11,500.00 $11,500.0035 ADA PICNIC TABLES2EA$2,000.00 $4,000.00 $2,800.00 $5,600.00 $1,400.00 $2,800.0036 PICNIC TABLES2EA$2,000.00 $4,000.00 $2,800.00 $5,600.00 $1,440.00 $2,880.0037SIGNS: DIRECTIONS, ADA TOWING, & LRM FUNDING4 EA$500.00 $2,000.00 $750.00 $3,000.00 $460.00 $1,840.0038TREE PLANTING ‐ 24" BOX3 EA$2,000.00 $6,000.00 $900.00 $2,700.00 $1,600.00 $4,800.0039SOD INSTALLATION1 LS$2,000.00 $2,000.00 $800.00 $800.00 $1,250.00 $1,250.0040 MULCH1LS$460.00 $460.00 $800.00 $800.00 $500.00 $500.0041IRRICATION ADJUSTMENT1 LS$2,700.00 $2,700.00 $3,500.00 $3,500.00 $4,500.00 $4,500.0042 WHEEL STOPS2EA$225.00 $450.00 $300.00 $600.00 $150.00 $300.00$299,667.00$334,705.00$346,506.00Total Bid AmountR. Burke CorporationR.E. Schultz Construction, Inc.Islay Hill Park Playground Renovation, Specification No. 91654Papich Construction Co., Inc.Bid Opening: 1/30/20Packet Page 87Item 8
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