City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
That the City Council approve a budget amendment to appropriate $50,000 from
Proposition 40 Per Capita Funds to the Grants Account #42300819.730100 for the
Teen Center Remodel Project.
A 4/5ths vote is required to approve the budget amendment.
BACKGROUND:
Fiscal Year 05-06 Capital Improvement Budget includes the Teen Center Remodel
Project, P-819 (Project). The City was awarded a grant in the amount of $262,500
for the Teen Center Remodel Project from the Murray-Hayden Urban Parks and
Youth Service Grant. The City was required to provide matching funds in the
amount of $112,500 authorized from the General Fund by City Council for total grant
project of $375,000.
Subsequently staff determined the roof of the Teen Center was failing and could
ultimately leak into the Teen Center rooms. The project scope was revised to
include roof improvements and was added to Fiscal Year 05-06 Capital
Improvement Budget and approved by City Council. With the $60,000 for roof
improvements the total approved project costs is $435,000.
Other actions taken by City Council regarding the Teen Center Remodel Project are
as follows:
Meeting Date: 12/05/05 Item Number: A-1
AGENDA ITEM: Approval of a Budget Amendment to Appropriate $50,000 From
Proposition 40 Per Capita Funds to the Grants Account #42300819.730100 for the
Teen Center Remodel Project.
Contact Person/Dept.: Marty Nicholson Phone Number: (310) 253-6662
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (11/30/05); Parks and Recreation Commission (12/01/05)
Department Approval:
William La Pointe (11/30/05)
CAO Approval:
Martin Cole for Jerry Fulwood 11/30/05
City Controller Approval:
Marlee Chang 11/30/05City of Culver City, California
City Council Agenda Item Report
1. May 31, 2005 City Council authorized a professional services agreement with
Wolcott Architecture to provide architectural and construction management
services for the Project.
2. June 13, 2005 City Council approved the conceptual design plans and materials
for the Project.
3. July 25, 2005 City Council approved the Final Plans and Specifications and
Authorized for Bids for the Teen Center Remodel Project.
4. August 22, 2005 City Council authorized entering into a professional services
agreement with Castlerock Environmental, Inc. to complete necessary
environmental abatement work for the Teen Center Remodel Project.
5. October 10, 2005 City Council awarded a construction contract to PCN3, Inc. for
the Teen Center Remodel Project. Attachment 1 provides a copy of staff’s report
which summarizes all actions taken to date.
DISCUSSION:
The Teen Center Remodel Project (Project) has been under construction since
October 17, 2005 and it is anticipated the Project will be completed by Spring 2006.
As the Project moved along it was discovered that there were two areas regarding
the Project that were not anticipated during the initial bidding processing. Those two
areas include 1) Moisture and cracks in the Teen Center floor and 2) Relocation of
the janitor room. In addition, staff is recommending adding additional funds for
structural and engineering services in order to complete the project on time. The
Teen Center is a rental facility and the City generates revenue through its use so a
timely opening is important for that purpose.
Teen Center Floor
Once demolition began in the Teen Center it was uncovered that the floor has
moisture issues and cracks that had not been anticipated during the construction bid
process. After review of the different solutions to address moisture/cracks, long-
term floor care costs and input from Public Works maintenance staff it was
determined the best solution was to change the originally proposed floor materials
from vinyl to polished concrete. Through research it was determined that polished
concrete allows for greater wear and tear, less annual maintenance costs and
sufficiently addresses ongoing moisture and crack issues. The additional cost to
change from vinyl flooring to polished concrete is approximately $3.00 per square
yard above the original cost for vinyl or about $20,000 in additional flooring costs. City of Culver City, California
City Council Agenda Item Report
Janitor Room
The Project had originally called for a new door to the existing janitor room at the
Teen Center in order to eliminate staff going through the women’s room in order to
access the janitor’s room. Once construction began it was determined that cutting a
door to access the janitor room would jeopardize the structural integrity of the Teen
Center wall and thus be cost prohibitive. The alternative solution to provide access
to the janitor’s room was to relocate the janitor’s room to an existing room off the
kitchen area. The proposed site backs up to the restrooms and affords access to
water and drainage. The cost of relocation has been estimated at approximately
$5,000.
Professional Services and Contingency Funds
In addition to the above request of $25,000 for the Teen Center Floor and the Janitor
Room, Staff is also requesting funds be allocated to provide for structural and
mechanical engineering services related to the restroom design and to provide
additional contingency funds for the project. Staff is requesting that an additional
$25,000 (or a total of $50,000) be allocated to the project for these purposes and
authorize the Subcommittee to approve expenditures up to the requested additional
$25,000 in order to expedite the project.
Staff has met with the City Council Subcommittee (Councilmembers Corlin and
Gross) and they both agree with the proposed changes to the Project. Staff is
recommending use of the City’s Proposition 40 Per Capita Funds for the project.
Any funds not spent on the project will be returned to the City’s Proposition 40 Per
Capita Fund account.
FISCAL ANALYSIS:
Approval of a budget amendment to allocate $50,000 of the Proposition 40 Per
Capita Funds will reduce the amount of funds available for other projects in the
Proposition 40 Per Capita Funds. Staff is requesting approval of the allocation so
the project can include the proposed upgrades and not delay the project. Attachment
2 provides confirmation of Proposition 40 Per Capita Funds available.
If Council approves the allocation of $50,000 the project costs and funding would be
as follows:
Funding Description Amount of Funding
Murray-Hayden Urban Parks Grant $262,500
General Fund Grant Matching Funds $112,500
General Fund Capital Improvement Funds $60,000City of Culver City, California
City Council Agenda Item Report
Proposed Prop 40 Per Capita Funds $50,000*
TOTAL PROJECT COSTS: $485,000
*Funds under consideration for approval by City Council. Total City General Funds
currently authorized for the project is $172,500.
Allocating $50,000 from the Proposition 40 Per Capita Funds will not affect any
existing park project. Any funds from the Proposition 40 allocated $50,000 not spent
on the Teen Center Remodel Project would be returned to the Proposition 40 Per
Capita grant account for the City to allocate to other park projects. Staff will be
bringing back a recommendation for allocating the remaining $53,964 of Proposition
40 Per Capita Funds for other park improvements in the future.
ATTACHMENTS:
1. Agenda Item dated October 10, 2005, entitled “Consideration to Award a
Construction Contract to PCN3, Inc. for the Project Teen Center Remodel
Project”.
2. Confirmation of Remaining 2002 Resources Bond Act Per Capita Grant Program
(Proposition 40).
MOTION:
That the City Council:
1. Authorize a total allocation of $50,000 ($25,000 for Teen Center Floor
Finishing/Janitor Room Relocation and $25,000 for professional
services/construction contingencies) from Proposition 40 Per Capita Funds to
Grants Expenditure Account #42300819.720100 and Grants Revenue Account
#42300850.340860 for the Teen Center Remodel Project, P-819; and
2. Authorize the City Council Subcommittee to approve project changes up to the
additional $25,000 from the professional services/contingency funds requested.
A 4/5ths vote is required to approve the budget amendment.
MEETING DATE 12/05/05
AGENDA ITEM
Approval of a Budget Amendment to Appropriate $25,000 From
Proposition 40 Per Capita Funds to the Grants Account
#42300819 730100 for the Teen Center Remodel Project
ATTACHMENTS
Paoes
1 Agenda Item dated October 10, 2005 entitled 1-5
Consideration to Award a Construction Contract to
PCN3, Inc for the Project Teen Center Remodel Project
2 Confirmation of Remaining 2002 Resources Bond Act 6
Per Capita Grant Program (Proposition 40)City of Culver City, California
ATTACHMENT
City Council Agenda Item Report
Meeting Date 10/10/05
Item Number A-8
AGENDA ITEM Consideration to Award a Construction Contract to PCN3, Inc
for the Project Teen Center Remodel Project
Contact Person/Dept John Rivera,
PW/Admin
Phone Number 310-253-6423
Fiscal Impact Yes pg No General Fund Yes pg No B
Public Hearing 0 Action Item Di ( Attachments
Public Notification
Master Notification List emailed on October 5th, PCN3, Inc , WE Construction, Inc ,
Horizons CCI Services, Inc, Icon West, Inc and Wolcott Architecture via phone call on
October 5th
CAO Approval
Scott Bixby for Jerry Fulwood 10/4/05
Department Approval
Charles D Herbertson
9/29/05
City Controller Approval
Mary Noiler for Marlee Ctiang 10/4/05
RECOMMENDATION
Staff recommends that the City Council award a construction contract to PCN3, Inc ,
as the lowest responsive and responsible bidder to complete the necessary work for
the Teen Center Remodel Project, P-819
BACKGROUND
This year's Capital Improvement Budget includes the Teen Center Remodel Project,
P-819 (Project)
On January 13, 2003 the State authorized use of the Murray-Hayden Urban Parks
and Youth Service Grant in the amount of $262,500 for the Teen Center remodel
Project The grant required the City to provide matching funds of an additional
$112,500, which were authorized from the General Fund The total Project
allocation was $375,000
The City Council has taken the following actions related to implementing the Project
1 May 31, 2005 - Authorized entering into a professional services agreement with
Wolcott Architecture - Interiors to provide architectural and construction
management services for the Project|1010|60City of Culver City, California
City Council Agenda Item Report
2 June 13, 2005 - Approved the Conceptual Design plans and materials, and,
approved a "Short-List" of General Contractors to be invited to submit a bid
proposal to construct the Project
3 July 25, 2005 - Approved the Final Plans and Specifications and Authorized
Advertising for Bids for the Teen Center Remodel Project
4 August 22, 2005 - Authorized entering into a professional services contract with
Castlerock Environmental, Inc, to complete the necessary work for asbestos
abatement for the Project
As stated above, the Council approved the plans and specifications and authorized
releasing the project for bid on July 25, 2005 The bid was released on Tuesday
July 26th, for a 15-day bid period to end on August 11 th The bid package was sent
to the 6 firms that had been previously contacted and expressed interest in the
project and been pre-qualified to receive the bid The Bid Package was also sent to
the 3 local plan rooms and a notice was published twice in the Culver City News
However, during the mandatory job walk on August 1st, the 3 construction firms
present advised staff that due to their and their sub-contractors work/vacation
schedules, they could not submit bids by August 11th In response to the
contractor's comments, Public Works release Bid Addendum No 1 on August 2nd,
extending the bidding period to August 25th, a date by which the 3 contractors
agreed they could submit their bids
On August 23rd, staff learned that none of the 3 contractors would be submitting
bids Their reasons varied from difficulty in compiling their bids due to other ongoing
projects to deciding that they did not want to take on a job requiring the City's
standard bonding requirements Therefore, on August 24th, Public Works released
Bid Addendum No 2, extending the bidding period to September 29, 2005
The Building Permit plan check process has been completed and the Teen Center
Remodel plans were approved on August 26, 2005
DISCUSSION
On July 26, 2005, the City opened the bidding process, issued two addendums
extending the bid period and on September 29th, 2005, the Deputy City Clerk
publicly opened bids Four Contractors responded with the following bid amounts|1010|61City of Culver City, California
City Council Agenda Item Report
I Contractors
44,44 ' W ,
'
I i
lead
)
' TO
Al - at
• Bi
I
-, \', 'et t4
Bids
WE Construction, Inc $257,700 $41,550 $299,250
PCN3, Inc $257,619 $59,625 $317,244
Horizons CC Services,
Inc
$411,654 $51,750 $463,404
Icon West, Inc $495,861 $102,990 $598,851
Staff reviewed the proposal from the bidder with the lowest Base Bid (PCN3, Inc ,)
and found the bid documents complete The bonding information was reviewed and
determined to meet City requirements PCN3, Inc , references were reviewed and
found to be positive
Due to the favorable unit prices that the contractor submitted in his bid, staff
recommends that the City Council authorize staff to negotiate to accomplish as
many of the alternate bid items as possibly in order to expend the complete project
amount Pursuing a negotiated change order to fit within the existing project budget
is consistent with direction provided by the City Council in past projects With City
Council's approval, staff will negotiate additional work in an amount to expend the
complete project amount
Budget Item Amount
Base Bid $257,619
10% Contingency $25,761
Wolcott A-I Design/Construction
Management
$32,500
Moving/Storage Furnish $2,000
Signage $2,500
Recreation Equipment $20,000
SUB-TOTAL $340,380
Minimum available for Alternates $34,620
TOTAL $375,000
Project Budget $375,000
Wolcott and City staff will perform construction management and inspection|1010|62City of Culver City, California
City Council Agenda Item Report
Construction is expected to commence on Monday, October 24, 2005 and be
completed within approximately 70 calendar days
Asbestos remediation work in the remodel area will begin on Monday, October 17,
2005 and be completed within approximately 5 calendar days
FISCAL ANALYSIS
There are sufficient funds in the budget to construct the project (including a 10%
construction contingency) However, there is not a sufficient amount to construct all
of the bid alternates Staff will negotiate with the contractor to accomplish as many
of the alternate bid items as possible in order to expend the complete project budget
amount (Any grant funds remaining at the completion of the project must be
returned to the State )
As stated previously, the City received a Murray-Hayden Urban Parks and Youth
Service Grant under the Proposition 12 grant process The grant is a $262,500
reimbursement grant, with an additional $112,500 in City matching funds The City
has allocated funds in the Capital Improvement Program (CIP) Budget as the Teen
Center Remodel Project P-819, Accounts No 41900819 and No 42300819 The
total Project allocation is $375,000
The grant requires that all construction be complete and reimbursement paperwork
finalized no later than June 30, 2009
Wolcott prepared the construction plans and specifications for this Project and will
provide construction management for $27,500
Asbestos remediation work in the remodel area will cost $19,194 and will be funded
by a combination of P-132, Building Repairs project funds (#42000132) and possibly
budget savings from the Teen Center Project, if necessary
Maintenance and operational costs for the Teen Center in fiscal year 05/06 are
estimated to total about $11,000 and are not anticipated to increase as a result of
the remodeling project
MOTION
That the City Council|1010|63City of Culver City, California
City Council Agenda Item Report
3) Award a construction contract to PCN3, Inc. for the Teen Center Remodel
Project, P-819, based on its base bid amount of $257,619,
2) Authorize Public Works Director/City Engineer to negotiate change orders for
unanticipated conditions and to accomplish alternative bid items in an amount not
to exceed the unallocated/unexpended portion of the total project budget, and
3) Direct the City Attorney to prepare the necessary documents and authorize the
Chief Administrative Officer to approve the documents |1010|64etittelL CI TY
ATTACHMENT 2
INTEROFFICE MEMORANDUM
DATE
TO
FROM
SUBJECT
CC
November 28 2005
Marty Nicholson PRCS Recreation Manager
Patti Mooney PRCS Sr Management Analyst *L./
Remaining 2002 RESOURCES BOND ACT (Proposition 40) PER
CAPITA GRANT PROGRAM Funds
William La Pointe PRCS Director
The grant contract for the 2002 Resources Bond Act (Proposition 40) Per
Capita Grant Program states that the City of Culver City has been allocated
$220 000 in funds Currently, $116 036 of this amount is earmarked as part of
the matching requirement for the Skateboard Park Project (P-830) Therefore,
pending Council approval, $103 964 in Proposition 40 Per Capita funds are
available for use on other capital improvement projects as of this date|1010|9770 CULVER BOULEVARD CULVER CITY CA 90232 0507