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Title:
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(1) Acceptance of a Donation from Culver City American Youth Soccer Organization in the Amount of $18,240; and (2) Approval of a Change Order to FS Construction’s Contract for the Construction of the Culver City Park Field Leveling Project, P-639 and Related Budget Amendment.
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City of Culver City, California
Agenda Item Report
Meeting Date: 09/27/2010 Item Number: C-5
CITY COUNCIL AGENDA ITEM: (1) Acceptance of a Donation from Culver City
American Youth Soccer Organization in the Amount of $18,240; and (2) Approval of
a Change Order to FS Construction’s Contract for the Construction of the Culver
City Park Field Leveling Project, P-639 and Related Budget Amendment.
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [ ]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (09/23/10)
Department Approval:
Charles D. Herbertson 09/16/2010
City Attorney Approval:
Carol Schwab (by H. Baker) (09/20/10)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (09/22/10)
City Manager Approval:
John M. Nachbar (09/22/10)
RECOMMENDATION:
Staff recommends the City Council (1) accept a donation from Culver City American
Youth Soccer Organization in the amount of $18,240; and (2) approve a change
order to FS Construction’s contract for construction of the Culver City Park Field
Leveling Project, P-639 and related budget amendment.
A budget amendment requires a 4/5ths vote.
BACKGROUND:
The upper ball fields in Culver City Park were last graded in 1999. Due to continuing
settlement of the former Hetzler Landfill (a solid waste landfill that was in operation
from 1930 to 1960) in Culver City Park, the surfaces at several of the playing fields
have become largely uneven. These fields are primarily used by the Culver City
Little League and the American Youth Soccer Organization (AYSO). These sports
organizations have told the City that it has becoming increasingly challenging to play
on the uneven field surfaces
The subject project includes the grading of the fields on the eastern portion of the
middle upper field to provide an even surface. The project also includes adjusting
the existing irrigation as well as installing new irrigation lines.
On August 23, 2010, the City Council approved a contract with FS Construction for
construction of the Culver City Park Field Leveling Project, P-639.
City of Culver City, California
Agenda Item Report
DISCUSSION:
Included in FS Construction’s base bid schedule was hydro-seeding (spraying grass
seeds) after the field is leveled, for a amount of $8,000. An alternate bid schedule is
to install sod/turf in lieu of the hydro-seeding for additional $18,240 (for a total of
$26,250). Due to budget constraints, the City awarded the base bid for hydro
seeding.
While the hydro seeding is less expensive than installing sod, it usually takes about
six to eight weeks from planting the seeds until the grass is established and suitable
for playing. Meanwhile, a sod installation will usually require about two to three
weeks to be established and usable for playing. Staff contacted AYSO
representatives and informed them of the two different schedule scenarios and its
fiscal impact. In turn, Culver City AYSO offered to pay for the sod to shorten the
project’s duration, thereby allowing the field to be available sooner. The City
received a check in the amount of $18,240 from Culver City AYSO (subject to the
acceptance of this donation by the City Council).
Should the City Council approve the change order as recommended, the field will be
available for the public by late October 2010, weather permitting.
FISCAL ANALYSIS:
The table below identifies the sources and uses for this project
Proposed Project Budget
Funding Source Amount
P-639 Proposition A (42300639) $82,003
P-639 Proposition 40 $17,922
Donation from Culver City AYSO $18,240
Total = $118,165
Estimated Project Expenses
CCLL Field Leveling Project, P-639
Construction Contract
$93,767
Change Order $18,240
Contingency $6,158
Total Estimated Project Expenses $118,165
City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
1) Accept a donation in the amount of $18,240 from Culver City AYSO for the
purposes of installing sod as part of the Culver City Park Field Leveling Project;
and,
2) Approve a budget amendment appropriating donation revenue of $18,240 and
$18,240 in expenditures to the Culver City Park Field Leveling Project
(42000639.386200 and 42000639.730100); and,
3) Approve a change order to FS Construction’s contract for the Culver City Park
Field Leveling Project, P-639, in the amount of $18,240; and,
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City.