HomeMy WebLinkAboutItem 4.2 - 1667 Project Acceptance and New CIP
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STAFF REPORT
CITY COUNCIL
DATE: January 9, 2018
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Project Acceptance for Dublin Sports Grounds and New Capital
Improvement Project (CIP) Creation for a Master Plan and All-Abilities
Playground Design
Prepared by: Rosemary Alex, Parks and Facilities Devlopment Coordinator
EXECUTIVE SUMMARY:
On May 2, 2017, the City Council awarded a construction contract for the Dublin Sports
Grounds Renovation (CIP No. PK0416). The work is now complete and ready for City
Council acceptance and approval of a budget change. Additionally, the City Council will
consider the authorization of a new CIP (PK0518) to complete the Dublin Sports
Grounds Master Plan, which would include an all-abilities playground.
STAFF RECOMMENDATION:
Adopt the Resolution Accepting the Dublin Sports Grounds Renovation Project (CIP
No. PK0416), approve the creation of the Dublin Sports Grounds Rehabilitation Project
(CIP No. PK0518), and approve the budget change.
FINANCIAL IMPACT:
In order to close out the Dublin Sports Grounds Renovation project (CIP No. PK0416), a
budget change in the amount of $10,000 is needed to cover additional Staff time and
inspection services during the course of construction, as shown in the table below.
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Project Funding Sources
State of California Housing Grants 831,100.00$
General Fund 50,000.00$
Total Funding Sources 881,000.00$
Project Expenditures
Non-Construction Costs:
Miscellaneous (Filling Fees, Printing, Postage, Legal) $ 7,758.00
Staff Time $ 29,900.00
Maintenance Equipment (Groomer, Two Gators, Tractor) $ 114,137.00
Contract Services (Design, Geotech, Inspection) $ 179,959.00
Site Furniture and Structures $ 248,254.00
Original Construction Contract Amount $ 291,160.00
Change Order #1 $ 19,831.83
Total Project Costs 890,999.83$
Additional Budget Needed to Close Project 10,000.00$
In addition, Staff is seeking approval to create the Dublin Sports Grounds Rehabilitation
Project (CIP No. PK0518), funded with an initial $300,000, to complete a master plan for
the overall park. The General Fund Reserve for the Dublin Sports Ground has a
balance of $2.5 million and can cover the total budget increase of $310,000 for the two
actions requested in this report.
DESCRIPTION:
Project Acceptance
On May 2, 2017, the City Council approved a construction contract with Suarez and
Munoz Construction, Inc. for the Dublin Sports Grounds Renovation Project (CIP No.
PK0416). The primary source of funding for the project was from the State of California
Department of Housing and Community Development the Housing-Related Parks
Program. The scope of work included improvements to baseball fields #4, #5 and #6,
including the installation of six new dugout shade structures and benches, three new
scorekeeper booths, trash and recycling receptacles and concrete accessible paving
and drinking fountain for field #6.
During construction, there were some corrective measures by the contractor in order to
close out the Project resulting in additional Staff time. A budget change in the amount
of $10,000 is requested to cover the additional Staff and inspection costs.
The City presently holds a performance bond in the amount of $291,160 to provide the
necessary security for the performance of the work involved. Since the work is now
complete and ready for acceptance, the performance security requirement can be
reduced in accordance with authority contained in Section 66499.7 of the Government
Code, to an amount necessary to guarantee warranty of the work for a one -year period
following acceptance of the work. The Contractor will provide a new maintenance bond
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in the amount of $31,991 which is 10% of the final contract amount, and is sufficient to
cover the one-year guarantee period.
New Capital Improvement Project (PK0518) -Dublin Sports Grounds Rehabilitation
With the grant-funded portion of the Project complete, Staff is seeking City Council
authorization to form a new CIP. The proposed project will entail the completion of the
master planning process that was initiated with the community input meeting in
February 2016. The new project will continue the planning process and complete a
master plan and report for the overall park. As part of the overall master plan, Staff will
include the development of detailed plans and specifications to construct an all-abilities
playground. The $300,000 will allow Staff to proceed with the master planning process
and initiate design documents for the playground this Fiscal Year. As part of the
budget process for next Fiscal Year, Staff will seek additional resources for the
construction portion of the project.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report will be sent to Suarez and Munoz Construction, Inc.
ATTACHMENTS:
1. Resolution Accepting the Dublin Sports Grounds Renovation Project
2. Budget Change Form
ATTACHMENT #1
RESOLUTION NO. XX - 18
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
ACCEPTING THE DUBLIN SPORTS GROUNDS RENOVATION PROJECT (CIP NO.
PK0416)
WHEREAS, on May 2, 2017 the City of Dublin entered into a contract with Suarez
and Munoz Construction, Inc. to construct the Dublin Sports Renovation Project (CIP No.
PK0416); and
WHEREAS, the improvements have been completed in accordance with the plans
and specifications, and any approved modifications thereof, to the satisfaction of the City
Engineer of the City of Dublin; and
WHEREAS, as a condition of the contract, Suarez and Munoz Construction Inc. is
required to warranty the improvements for a period of one year following acceptance of the
work by the City of Dublin and maintain a maintenance bond in the amount of 10% of the
final contract value; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Dublin does hereby accept the improvements, Dublin Sports Renovation Project (CIP
No. PK0416), and authorize Staff to file a Notice of Completion with Alameda County.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager or his designee to release the retention, if after 35
days of filing the Notice of Completion there are no subcontractor claims.
PASSED, APPROVED AND ADOPTED this 9th day of January, 2018, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
Budget Change Reference #:
From Un-Appropriated ReservesXBudget Transfer Between Funds
From Designated Reserves Other
Account AmountAccountAmount
pk0416.9100.9101 - Salaries & Benefits $5,900
pk0416.9200.9209 - Inspections $4,100
3500.9501.49999 (Transfers In)$10,000
pk0416.1001 (1001.9501.89101) - General Fund - Transfers Out $10,000
pk0518.9100.9101 - Salaries & Benefits $40,000
pk0518.9200.9202 - Design $100,000
pk0518.9200.9206 - Testing $10,000
pk0518.9500.9502 - Processing/Filling Fees $20,000
pk0518.9400.9401- Improvements - Not Bldg $130,000
3500.9501.49999 (Transfers In)$300,000
pk0518.1001 (1001.9501.89101) - General Fund - Transfers Out $300,000
1/9/2018
Posted By:Date:
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
(1) Dublin Sports Ground Renovation budget changes - to cover the additional staff and project inspection time to complete the
construction of recent improvements at Dublin Sports Grounds
REASON FOR BUDGET CHANGE
FISCAL YEAR 2017-18
BUDGET CHANGE FORM
DECREASE BUDGET AMOUNTINCREASE BUDGET AMOUNT
City Council's Approval Required
EXP: Dublin Sports Ground Renovation (1)
EXP: Dublin Sports Ground Rehabilitation (2)
(2) Dublin Sports Ground Rehabilitation budget changes - to allow Staff to complete the master plan and to initiate detailed plans
and specifications for the All-Abilities Playground at Dublin Sports Grounds during this current fiscal year
Attachment #2