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CC - (1) Approval of an Agreement with Ace Fence Company in an Amount Not-to-Exceed $54,900.00 for the Replacement of Damaged Plastic Block Walls at Four City-Owned Parks; and (2) Authorize $5,490.00 in Contingency Authority for the Public Works Director/City Engineer.
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Meeting Date: November 14, 2016
Contact Person/Dept: Eric Mirzaian/Public Works
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/09/2016)
Department Approval: Charles D. Herbertson-Public Works Director/City Engineer (11/04/16)
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RECOMMENDATION
Staff recommends the City Council (1) approve an agreement with Ace Fence Company in an amount not-to-exceed $54,900.00 for the replacement of damaged plastic block walls at four City-owned parks; and (2) authorize $5,490.00 in contingency authority for the Public Works Director/City Engineer.
BACKGROUND
There are existing plastic block walls at four City-owned parks (Carlson, Lindberg, Veteran’s and Tellefson) that serve as both walls and privacy screens for the restrooms while allowing natural light to penetrate through and provide ambient lighting. In addition to being vandalized throughout the years, they have become brittle from being exposed to sunlight and weather elements and have become more susceptible to damage. Over the years, Public Works Staff has replaced the damaged plastic panels with plywood as needed and after collaborating with the Parks Maintenance Staff, it has been determined it is no longer feasible to keep repairing the existing walls, especially since it has been difficult to locate vendors that can procure matching glass panels.
Staff is proposing to remove the existing plastic blocks and install new concrete blocks in their place. This will minimize vandalism and maintenance in the future.
DISCUSSION
Public Works Staff received the following quotes for this work:
Ace Fence Company…………$54,900.00
Power Source Systems, Inc…$102,915.00 (verbal quote)
Ace Fence Company has done prior work for the City and Staff is familiar with the quality and craftsmanship of their work.
Since the proposed amount by Ace Fence Company is under the approved funding appropriation for the fiscal year 2016-17 adopted budget, Staff will utilize the savings and seek proposals to install skylights (or other feasible alternative options) on the restroom roofs in these four parks since the new proposed block walls will not allow natural light to penetrate through.
It is anticipated that each location will take about 7-10 business days to remove the existing plastic block and replace with the proposed concrete wall. As such, the restrooms will be out of service during these times since the interior will be exposed. Ace Fence Company’s proposal includes the rental of portable restrooms and hand washing stations (and necessary cleaning of the portable units) at each location during construction. Their proposal also includes the installation of temporary fencing to secure each site during the work.
Additionally, any plastic panel that is in good condition will be salvaged and stored for future use at other City facilities that have existing plastic block walls, such as the Jasmine Sewage Lift Station and near the tennis courts at Culver West Alexander Park.
Culver City Municipal Code Section 3.07.085 provides an exemption from the formal bidding process for personal and professional services, provided the award of the contract be based upon competitive quotations whenever practical. Per Section 3.07.085.C.5 and C.6, this project falls under the category of personal services, which includes the repair and maintenance of City-owned personal property and City-owned buildings. Because the quotation from Ace Fence Company represents the best value for the City in terms of both materials and labor, staff recommends the City Council approve an agreement with Ace Fence Company.
FISCAL ANALYSIS
There are sufficient funds available in the City Council Adopted Budget for Fiscal Year 2016/2017 for Capital Improvement Project PP-003 (Parks Quilite Panels) to fund this project.
ATTACHMENTS
Copy of Ace Fence Company quote.
MOTION
That the City Council:
1. Approve an agreement with Ace Fence Company in an amount not-to-exceed $54,900.00 for the replacement of damaged glass block walls at four City-owned parks; and,
2. Authorize $5,490.00 in contingency authority for the Public Works Director/City Engineer: and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.