HomeMy WebLinkAboutItem 4.10 - 2752 Delegation to Award Construction Contract I
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STAFF REPORT
CITY COUNCIL
DATE: July 16, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Delegation of Authority During Council Recess - Imagine Playground
Contracts
Prepared by: Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:
The City Council will consider approving the plans and specifications and delegating
authority to the City Manager to award contracts for the Imagine Playground Project,
CIP No. PK0518, during the City Council recess between July 17, 2019 and August 19,
2019. Actions taken during the City Council recess will be reported to the City Council
at the August 20, 2019 regularly scheduled meeting.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the Plans and Specifications and Delegating Authority
to the City Manager to Award Contracts for the Imagine Playground Project, CIP No.
PK0518, During the City Council Recess, July 17, 2019, to August 19, 2019.
FINANCIAL IMPACT:
As approved in the 2018-2023 Capital Improvement Program (CIP), the total budget for
the Imagine Playground at Dublin Sports Grounds project is $4,000,000 of General
Fund (Attachment 1). Contract awards are limited to the available funds within the CIP
budget.
DESCRIPTION:
The Imagine Playground at Dublin Sports Grounds project, CIP No. PK0518, consists of
removing and properly disposing of existing landscaping/irrigation, hardscape, portions
of the parking lot, playground, picnic area, concession/restroom building, associated
amenities and construction of new site improvements for an all-abilities playground
including a new concession/restroom building at the Dublin Sports Grounds. On
February 19, 2019, City Council approved the concept design (Attachment 2). The final
site plan (Attachment 3) is consistent with the concept plan, with the exception that the
new concession/restroom building was moved to the west side of the playground area
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which is closer to where the existing concession/restroom building is located.
Due to the specialty nature of the specific play equipment for users at all-abilities, the
playground safety surfacing, and the use of pre-engineered concession/restroom
building, a multi-prime project delivery method is being used for this project.
Multi-prime project delivery will have the City contract directly with the contractor for the
site demolition and site improvements, and contract directly with a specialty contractor
for the playground equipment and safety surfacing and a specialty contractor for the
concession/restroom building. This delivery method differs from the traditional design -
bid-build method, where the City would contract with one general contractor, who would
then subcontract with the specialty contractors. From the initial concept design phase,
Staff and the design consultants have been working closely with Specified Play
Equipment Co. (SPEC) on the playground equipment and safety surfacing and with
Romtec, Inc. on the concession/restroom building. As such, Staff believes it is best to
use a multi-prime delivery method, contract directly with SPEC and Romtec, Inc. for
their specialties, and contract directly with a third contractor for the site demolition and
site improvements.
The project plans and specifications for the site demolition and site improvements were
completed in June 2019. The project will solicit competitive bids on July 8, 2019. Bids
are scheduled to be received, opened, and publicly read aloud on Tuesday, July 30,
2019. Bid results, references, and necessary licenses will be reviewed by Staff. If City
Council delegates authority to award the contract and if a responsive bid is received
within the estimated construction cost estimate of $1.25 to $1.35 million, Staff will then
recommend the City Manager award the construction contract be awarded to the lowest
responsive bidder.
Ideally, assuming no bid protests are received, a contract could be awarded on August
5, 2019. Doing this will allow the project to continue progressing towards construction
without having to wait until the City Council meeting of August 20, 2019.
Delegation of Authority
Dublin Municipal Code, Chapter 2.36 Contracts and Purchasing, requires that the City
Council approve any contracts for public projects that exceed $100,000. However,
Dublin Municipal Code, Section 2.04.190, states: “It shall be the duty of the City
Manager to perform such other duties and exercise such other powers as may be
delegated from time to time by ordinance or other official action of the City Council .”
Therefore, Staff recommends that the City Council exercise its authority and approve a
resolution to delegate its approval in Sections 2.36.160 and 2.36.090 to the City
Manager, provided the bids come in within the budget pre -approved by the City Council
and that all other competitive bidding procedures are satisfied.
If City Council delegates authority, a report summarizing actions that occurred during
City Council recess will be included in the agenda for the August 20, 2019, City Council
meeting. If a construction contract is awarded during City Council recess, the August
20, 2019, report will also include requests that City Council approve purchase
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agreements with SPEC and Romtec, Inc., for the acquisition of the playground
equipment and safety surfacing and the concession/restroom building, and for contract
change order authority for the Imagine Playground at Dublin Sports Grounds project.
This project is exempt under Section 15301 (Existing Facilities) and 15302
(Replacement or Reconstruction) of the California Environmental Quality Act (CEQA)
Guidelines.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. PK0518 - Imagine Playground at Dublin Sports Grounds
2. Imagine Playground Concept Plan
3. Imagine Playground - Site Plan & Play Equipment Plan
4. Resolution Approving Plans and Specifications and Delegating Authority to City
Manager for Imagine Playground Construction Contract
Number PK0518 Program PARKS
PRIOR
YEARS
2018-2019
BUDGET 2019-2020 2020-2021 2021-2022 2022-2023
FUTURE
YEARS
ESTIMATE TOTALS
9100 $4,362 $85,762 $48,400 $138,524
9200 $298,000 $76,600 $374,600
9400 $1,576,876 $1,875,000 $3,451,876
9500 $35,000 $35,000
$4,362 $1,995,638 $2,000,000 $4,000,000
PRIOR
YEARS
2018-2019
BUDGET 2019-2020 2020-2021 2021-2022 2022-2023
FUTURE
YEARS
ESTIMATE TOTALS
1001 $4,362 $1,995,638 $2,000,000 $4,000,000
$4,362 $1,995,638 $2,000,000 $4,000,000
ANNUAL OPERATING IMPACT
FUNDING SOURCE
IMAGINE PLAYGROUND AT DUBLIN SPORTS GROUNDS
2018-2023 CAPITAL IMPROVEMENT PROGRAM
ESTIMATED COSTS
Salaries & Benefits
Contract Services
Improvements
Miscellaneous
TOTAL
TOTAL
General Fund
PROJECT DESCRIPTION
This project provides for the installation of a new all-abilities playground, replacing the existing playground, and for the replacement of the restroom and picnic
facilities at the Dublin Sports Grounds located at Dublin Boulevard and Civic Plaza. City Council approved the concept design on February 19, 2019.
Construction will begin in 2019.
This project is funded with a General Fund reserve designation.
ANNUAL OPERATING IMPACT:None.
MANAGING DEPARTMENT: Public Works
23
16
15
18
18
19
21
24
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA
JANUARY 2019
PREFERRED PLAN - CONCEPT B
RESTROOM/
CONCESSION
0 5 10 20
1
1
2
6
3
7
4
8
5
Entry Plaza
Art
5-12 Net Climber
Hammocks
Musical Zone
5-12 Play Structure
Seesaw
Spinning Zone
Roller Table
5-12 Swing
2-5 Swing
2-5 Play Structure
Sand Play
Toddler Zone
Fitness Zone
Restroom/Concession
Fencing
Benches
Seatwalls
Group Picnic with Shade
Picnic Zone
Existing Trees to Remain
Proposed Trees
Sensory Path
Gated Entries to Play Area
LEGEND
9
10
2
4
5
6
7 8
9 10
11
12
13
143
20
11
12
13
14
15
16
17
18
19
20
21
22
23
17 22
24
ART
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA
JANUARY 2019
PREFERRED PLAN - 5-12 NET CLIMBER
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA
JANUARY 2019
PREFERRED PLAN - 2-5 STRUCTURE
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA
JANUARY 2019
PREFERRED PLAN - RENDERING B
1AC
ACAC
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Record DrawingsRevisions19
IANROFILA
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CITY O UBD
2671 CROW CANYON RD. SAN RAMON, CA 94583
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G AT E S
A S O C I ATE SS
LANDSCAPE ARCHITECTURE
LAND PLANNING URBAN DESIGN
PK0518
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L2.4PLAY EQUIPMENT PLAN1"=10'-0"
RESOLUTION NO. - 19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
APPROVING THE PLANS AND SPECIFICATIONS AND DELEGATING AUTHORITY TO THE
CITY MANAGER TO AWARD A CONSTRUCTION CONTACT FOR IMAGINE PLAYGROUND,
CIP NO. PK0518
WHEREAS, the design team has completed the plans and specifications for the Imagine
Playground at Dublin Sports Grounds Project, CIP No. PK0518 (“Project”) which plans and
specifications are hereby expressly referred to for a description of said work and for all
particulars relative to the proceedings under the request for bids; and,
WHEREAS, City Council will be in recess from July 17, 2019 through August 19, 2019;
and
WHEREAS, City Staff is aware of specific actions that will be needed for the Project
during City Council recess; and
WHEREAS, City Council will be exercising authority pursuant to Section 2.04.190 of the
Dublin Municipal Code to delegate its authority in Sections 2.36.160 and 2.36.090 of the Dublin
Municipal Code to the City Manager, provided the bids come in within the budget pre-approved
by the City Council and that all other competitive bidding procedures are satisfied.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the plans and specifications for the Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to consider, approve, award, and execute the contract
and other associated administrative matters needed for the Project within existing budgetary
appropriations during the City Council’s scheduled recess.
BE IT FURTHER RESOLVED that the City Manager shall report to the City Council
regarding the actions taken under this resolution at the August 20, 2019 City Council meeting.
PASSED, APPROVED AND ADOPTED this 16th day of July , 2019, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
________________________________________
Mayor
ATTEST:
_____________________________
City Clerk