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CC - (1) Acceptance of Work Performed by R. E. Schultz Construction, Inc. for the Veterans Memorial Park Age 5 - 12 Playground Equipment Replacement Project; (2) Authorization to file a Notice of Completion; and, (3) Authorization to Release the Retention Payment in the amount of $7,867.00 after the Expiration of the 35-Day Lien Period.
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Meeting Date: February 12, 2018
Contact Person/Dept: Corey Lakin/PRCS Department
Phone Number: (310) 253-6682
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (Email) Meetings and Agendas - City Council (02/06/18); (Email) Parks, Recreation and Community Services (PRCS) Commission (02/06/18); PRCS Department Updates (02/06/18)
Department Approval: Corey Lakin, PRCS Director (02/01/18)
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RECOMMENDATION
Staff recommends that the City Council: (1) accept the work performed by R. E. Schultz Construction, Inc. for the Veterans Memorial Park Age 5 - 12 Playground Equipment Replacement Project; (2) authorize the filing of a Notice of Completion; and (3) authorize the release of the retention payment in the amount of $7,867.00 after the expiration of the 35-day lien period.
BACKGROUND/DISCUSSION
On February 13, 2017, the City Council (1) accepted $195,030.35 in Los Angeles County (County) Proposition A Maintenance and Servicing Excess (M&SE) Funds awarded to the City of Culver City; (2) approved a budget amendment to appropriate $187,000 of the funding for Veterans Memorial Park Age 5 - 12 Playground Equipment Replacement Project; and, (3) approved a budget amendment to appropriate the remaining $8,030.35 to partially fund the Fiscal Year 2016-2017 Haynes Custodial Contract for the Culver City Senior Center.
The City applied to the County for the Proposition A Maintenance and Servicing Excess Funds for the Playground through the County’s funding agency, the Los Angeles County Regional Park and Open Space District (RPOSD) in a category called "Extraordinary Expenses." These funds are for one-time, unanticipated repairs and cannot be used for capital improvements. For example, the Veterans Memorial Park Age 5 - 12 Playground Equipment Replacement Project qualified in the Extraordinary Expense Category, “Gradual Physical or Functional Deterioration, Obsolescence” because the equipment was in disrepair, the play structure model was discontinued and replacement parts were no longer readily available.
On August 14, 2017, the City Council approved the final plans and specifications and authorized the publication of a notice inviting bids for the Project. On September 27, 2017, the City Clerk’s Office staff publicly opened the sealed bids and announced the bid amounts. On October 23, 2017, the City Council awarded a contract to R.E. Schultz Construction, Inc., as the lowest responsive and responsible bidder, for the base bid of $157,330.00, and approved $28,319.00 in change order authority for the Parks Manager, for a total not-to-exceed amount of $185,649.00, for the Veterans Memorial Park Age 5 - 12 Playground Equipment Replacement Project.
The playground installation was completed in December 2017. The Playground was inspected and certified by Playground Safety Analysts on December 21, 2017. The Playground was opened to the public on December 22, 2017. The Ribbon Cutting Ceremony on Wednesday, January 17, 2018, was a well-attended and fun-filled celebration of the new equipment.
FISCAL ANALYSIS
There were no change orders issued for this Project and no contingency funds were utilized. There are currently sufficient funds for the $7,867.00 retention payment in the City Council Adopted Fiscal Year 2017/2018 Budget, in 41430908.600200 (Vets 5 - 12 / Repair & Maintenance - Equipment). The playground inspection and certification expense was $1,305.00. There are sufficient funds for this expense in 10130300.619800 (Parks Division / Other Contractual Services). The County of Los Angeles Regional Park and Open Space District will be contacted regarding the remaining $29,670.00 in Proposition A Maintenance and Servicing Excess Funds to see if the City has the option of using this funding toward other Maintenance and Servicing Projects.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Accept the work performed by R. E. Schultz Construction, Inc. for the Veterans Memorial Park Age 5 - 12 Playground Equipment Replacement Project; and,
2. Authorize the Parks Division Manager to execute the Notice of Completion and submit it to the Los Angeles County Recorder’s Office; and,
3. Authorize the City Manager to release $7,867.00 in retention funds to R. E. Schultz Construction, Inc. after the expiration of the 35-day lien period.