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Home My WebLink About4.10 - 2752 Delegation to Award Construction Contract I Page 1 of 3 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 Page 2 of 3 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 Page 3 of 3 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 AC XXX X XX16.2253 Record DrawingsRevisions19 IANROFILA C 82 N L IF CITY O UBD 2671 CROW CANYON RD. SAN RAMON, CA 94583 T 925.736.8176 www.dgates.com G AT E S A S O C I ATE SS LANDSCAPE ARCHITECTURE LAND PLANNING URBAN DESIGN PK0518 28 L2.4PLAY EQUIPMENT PLAN1"=10'-0" RESOLUTION NO. - 19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING THE PLANS AND SPECIFICAITONS 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 satisf ied. 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 h ereby 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