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CC - Award of a Contract to R.E. Schultz Construction, Inc., as the Lowest Responsive and Responsible Bidder, in an Amount Not-To-Exceed $87,096.00 ($72,580.00 Base Bid, Plus $14,516.00 in Change Order Authority) for the Construction of the Syd Kronenthal Park Age 2 - 5 Playground Rehabilitation Project, PZ831.
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Contact Person/Dept: Daniel Hernandez, PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/21/16); (Email) Syd Kronenthal Park/Culver City East Neighborhood (06/22/16); (Email / Telephone) All bidders (06/22/16)
Department Approval: Daniel Hernandez, PRCS Director (06/14/16)
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RECOMMENDATION
Staff recommends the City Council award a contract to R.E. Shultz Construction, Inc., as the lowest responsive and responsible bidder, in an amount not-to-exceed $87,096.00 ($72,580.00 base bid, plus $14,516.00 in change order authority), for the construction of the Syd Kronenthal (SK) Park Age 2 - 5 Playground Rehabilitation Project, PZ831.
BACKGROUND
Syd Kronenthal Park Age 5 - 12 Playground Rehabilitation Project
On October 22, 2012, the City Council adopted a Resolution approving the application for grant funds from the Los Angeles County Regional Park and Open Space District Excess Funds Grant Program for the Syd Kronenthal Park Playground Rehabilitation Project. On March 5, 2013, the Los Angeles County Board of Supervisors approved Proposition A Cities Excess Funds for the Project. On January 12, 2015, the City Council awarded a contract to R.E. Shultz Construction, Inc. for the Age 5 to 12 Playground at SK Park, which fulfilled the original scope of the grant agreement.
On April 30, 2015, a Grand Opening Ceremony was held at the newly renovated Age 5 to 12 Playground at Syd Kronenthal Park, 3459 McManus Avenue, Culver City, CA 90232. At that time, it became apparent that members of the Syd Kronenthal Park/Culver City East Neighborhood felt that the younger children no longer had a playground area that was suitable. Since the grant funds had not been fully expended on the Age 5 to 12 Playground, there seemed to be an opportunity to rehabilitate the Age 2 to 5 Playground, as well.
Syd Kronenthal Park Age 2 - 5 Playground Rehabilitation Project
On June 2, 2015, concurrent meetings were held by the City Council and the Parks, Recreation and Community Services (PRCS) Commission at the Recreation Building at Syd Kronenthal Park. The purpose of the meetings was to (1) discuss the Syd Kronenthal Park Playground Rehabilitation Project and (2) solicit comments from the Syd Kronenthal Park/Culver City East Neighborhood related to the Project and the other playground site in Syd Kronenthal Park. Staff provided meeting participants with five alternative age 2 - 5 playground conceptual designs to review and rate. On June 9, 2015, a community meeting was held at Echo Horizon School, where the conceptual designs were available for additional review and rating.
Community input, as compiled from both these meetings, indicated that Design Concept “A,” with the option of one bucket swing and one traditional (flat) swing was the neighborhood’s preferred design choice. At the June 22, 2015 City Council meeting, the City Council (1) approved Design Concept “A” and the related cost estimate for the rehabilitation of the Playground for Children Ages 2 - 5 at Syd Kronenthal Park; and, (2) directed the City Manager to include in the City Council Adopted Budget for Fiscal Year 2015/2016 a budget adjustment, using General Funds, to augment the remaining Proposition A Cities Excess Funds to fund Project, subject to approval of the County of Los Angeles Regional Park and Open Space District (RPOSD); and, (3) authorized the City Manager to take all actions necessary to submit the proposed Project to the RPOSD for approval.
In order to add the scope of work for the Age 2 - 5 Playground to the Project, the City requested an Amendment to the Grant Agreement from the County of Los Angeles Regional Park and Open Space District. On February 8, 2015, the City of Culver City received a fully-executed copy of the third Amendment to the Syd Kronenthal Playground Rehabilitation Grant Agreement, which added the scope of work for the Age 2 - 5 Playground to the Project. The first two Amendments to the Project are deadline extensions. The current deadline to complete the Project is December 31, 2016.
DISCUSSION
On March 28, 2016, the City Council approved the final plans and specifications and authorized the publication of a notice inviting bids for the SK Park Age 2 - 5 Playground Rehabilitation Project. As directed by the City Council at the June 22, 2015 meeting, the plans and specifications for the Project, were based on the recommendations of the Syd Kronenthal Park/Culver City East Neighborhood, which were: “Design Concept A, with the option of one bucket swing and one traditional (flat) swing.”
In accordance with the Culver City Municipal Code and the City’s standard practices, the Notice Inviting Bids was published in the local newspaper, posted on the City’s website and published in construction industry trade journals. On May 19, 2016, the City Clerk’s Office staff publicly opened the sealed bids and announced the bid amounts. Six contractors* responded with the following bid amounts:
R.E. Shultz Construction, Inc. $ 72,580.00
Creative Nile Builders, Inc. $ 84,400.00
T. J. Janca Construction $ 88,770.00
Cinbad Industries, Inc. $ 90,000.00
Pacific Tennis Courts, Inc. $109,595.00
NR Development $198,500.00
*Note: M3 Services, Inc., submitted a bid of $75,567.00 for the Project. However, their bid was deemed non-responsive, and therefore is not included in the above list of responsive bidders. M3 Services Inc., failed to meet the requirements for the project laid out in the plans and specifications, as approved by the City Council. These requirements were also explained in detail during the mandatory job walk, which was open to all prospective bidders.
Staff reviewed the bid documents and determined that R.E. Shultz Construction, Inc. submitted the lowest total base bid. Staff reviewed the bid proposal from R.E. Shultz Construction, Inc. and found its bid responsive and complete. Its bid bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements.
Therefore, staff recommends that the City Council award a contract to R.E. Shultz Construction, Inc., as the lowest responsive and responsible bidder, for construction of the Syd Kronenthal Park Age 2 - 5 Playground Rehabilitation Project, PZ831. Construction management and inspection of the project will be conducted by City staff. Playground inspection and certification will be performed by a qualified firm. This expense is included in the Project budget as an administrative cost.
FISCAL ANALYSIS
There are currently sufficient funds for the SK Park Age 2 - 5 Playground Rehabilitation Project in the Fiscal Year 2015/2016 Adopted Budget, in 42380000.730100.PZ831 (Grants Capital Projects / Improvements Other Than Buildings / Syd Kronenthal Playground Project), and 42080000.730100.PZ831 (Capital Improvements / Improvements Other Than Buildings / Syd Kronenthal Playground Project). Due to the favorable low bid amount, City staff recommends that the City Council increase the contingency amount to 20% of the base bid amount, or $14,516.
ATTACHMENTS
None.
RECOMMENDED MOTIONS
That the City Council:
1. Award a contract to R.E. Shultz Construction, Inc., as the lowest responsive and responsible bidder, in an amount not-to-exceed $87,096.00 ($72,580.00 base bid, plus $14,516.00 in change order authority) for the construction of the Syd Kronenthal Park Age 2 - 5 Playground Rehabilitation Project, PZ831; and,
2. Authorize the Parks Division Manager to approve change orders in an amount not-to-exceed $14,516.00, if necessary; 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.