HomeMy WebLinkAbout4.7 - 2907 Mape Memorial Park Play Equipment Replaceme
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STAFF REPORT
CITY COUNCIL
DATE: November 5, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Award of Contract to IBS USA Incorporated for the Mape Memorial Park
Playground Replacement (CIP No. PK0319)
Prepared by: Rosemary Alex, Parks and Facilities Development
Coordinator
EXECUTIVE SUMMARY:
The City Council will consider approving the plans and specifications, awarding a
construction contract to IBS USA Incorporated for the Mape Memor ial Park Playground
Replacement (CIP No. PK0319), and approving a budget change to increase project
funding. The project will demolish and replace existing play equipment at Mape
Memorial Park.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the Plans and Specifications and Awarding a Contract
to IBS USA Incorporated for the Mape Memorial Park Playground Replacement (CIP
No. PK0319); and, approve the budget change.
FINANCIAL IMPACT:
As approved in the 2018-2023 Capital Improvement Program, the total budget for the
Mape Memorial Park Playground Replacement project is $300,000 funded by the
Internal Service Fund - Facilities Replacement.
The low bid for the demolition of the existing play equipment and installation of new play
equipment is $130,988. The City is purchasing and providing the new play equipment,
which is $130,726. To cover anticipated project costs, including a contingency,
additional funds of $20,000 are needed to award the construction contract. The
available project funds and proposed budget adjustment are as follows:
Total Available Budget $300,000
Design Services, Inspection, Staff Time $40,570
Play Equipment $130,726
Construction Proposal $130,988
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Project Contingency $17,716
Total Potential Project Cost $320,000
Funding Shortfall ($20,000)
Additional Funding Source
Internal Service Fund - Facilities Replacement $20,000
DESCRIPTION:
The Five-Year Capital Improvement Program (CIP), adopted by the City Council,
includes Mape Memorial Park Playground Replacement project CIP No. PK0319
(Attachment 2). The project provides for the replacement of the two play equipment
areas (Ages 2-5 and Ages 5-12) at Mape Memorial Park. The playground area at Mape
Memorial Park was last upgraded in 1996 and needs complete replacem ent.
On February 5, 2019, the City Council approved the selection of the play structures
along with a purchase order, in the not to exceed of $140,000, to procure the play
equipment directly from Landscape Structures, piggybacking on the agreement held
through the California Multiple Award Schedule system.
The plans and specifications were completed and advertised for bids in September
2019. A total of four sealed bids were received on October 8, 2019. A summary of bids
is provided as Attachment 3. While two of the four bids received had mathematical
errors within their bid proposal, it did not change the results of the bids. The low bid of
$130,988 was submitted by IBS USA Incorporated.
Staff has reviewed the bid results, bidder qualification statements, checked references
and necessary licenses and recommends that the City Council adopt the Resolution
(Attachment 1) awarding the project construction contract to IBS USA Incorporated, as
the lowest responsive bidder. To facilitate the approval of contract change orders and
avoid construction delay, it is requested that the City Manager be authorized to approve
change orders up to the contingency amount of $17,716. The Resolution will authorize
this change as it relates to the project.
Contingent on weather, Staff expects the project to begin in December 2019 and be
complete in January 2020.
This project is exempt under Section 15301 (Existing Facilities) of the CEQA
Guidelines.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of this staff report was sent to IBS USA Incorporated.
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ATTACHMENTS:
1. Resolution Approving Plans and Specifications and Awarding a Contract to IBS USA
Incorporated for Mape Memorial Park Playground Replacement Project
2. PK0319 - Mape Memorial Park Playground Replacement
3. Bid Results
4. Budget Change Form
RESOLUTION NO. XX - 19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
APPROVING THE PLANS AND SPECIFICATIONS AND AWARDING A CONTRACT TO IBS USA
INCORPORATED FOR THE MAPE MEMORIAL PARK - PLAYGROUND EQUIPMENT
REPLACEMENT PROJECT
WHEREAS, the design team completed plans and specifications for the Mape Memorial Park –
Playground Replacement Project (CIP No. PK0319, “Project”). The work includes the demolition and
replacement of existing play equipment at Mape Memorial Park; and
WHEREAS, the City of Dublin did, on October 8, 2019, publicly open, examine, and declare all
sealed bids for doing the work described in the approved plans and specifications for the 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, said bids were submitted to the Public Works Director, who has recommended that the
bid hereinafter is the lowest responsive bid for doing said work.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
approves the plans and specifications for the Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award the
Contract for the Project to the lowest responsive bidder, IBS USA Incorporated, at a bid of one hundred
and thirty thousand, nine hundred and eighty-eight dollars and zero cents ($130,988.00), the
particulars of which bids are on file in the Office of the Public Works Director.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize
the City Manager or his designee to approve the Project Contract Change Orders based on the
appropriate funds designated for the Project up to the contingency amount of seventeen thousand
seven-hundred sixteen dollars and zero cents ($17,716.00).
BE IT FURTHER RESOLVED that the city Manager or his designee is authorized to execute the
Project Construction Agreement with IBS USA Incorporated.
PASSED, APPROVED AND ADOPTED this 5th day of November 2019, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Mape Memorial Park
PK0319
Bid Date:
BASED BID
ITEM Qty.UNIT Unit Cost Extension Unit Cost Extension Unit Cost Extension Unit Cost Extension
1 1 LS $11,908.00 $11,908.00 $14,406.00 $14,406.00 $80,659.00 $80,659.00 $2,000.00 $2,000.00
2 1 LS $35,000.00 $35,000.00 $40,817.00 $40,817.00 $38,786.00 $38,786.00 $49,293.00 $49,293.00
3 1 LS $48,000.00 $48,000.00 $57,624.00 $57,624.00 $38,862.00 $38,862.00 $41,628.00 $41,628.00
4 6,560 SF $5.50 $36,080.00 $5.12 * $33,587.20 $5.55 $36,408.00 $20,293.00 * $133,122,080.00
TOTAL $130,988.00 * $146,434.20 $194,715.00 * $133,215,001.00
* Mathematical submission error and a unit extension error
List of Sub-Contractors
DESCRIPTION
Mobilization (Max 10% of total base bid)
Play Equipment
Demolition
Engineered Wood Fiber
Wood Fiber
Description
Community Playgrounds, Inc.
Community Playgrounds, Inc.
CITY OF DUBLIN
ENGINEERING DIVISION
BID SUMMARY
October 8, 2019
McNabb Construction, Inc.
APPARENT LOW BIDDER
Project Name:
Project No. :
PUBLIC WORKS DEPARTMENT
McNabb Construction, Inc.
IBS USA Inc.
IBS USA Inc.G&G Builders, Inc.
G&G Builders, Inc.
Filice Enterprises Inc
1
Budget Change Reference #:
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
Account Amount Account Amount
PK0319.9400.9401 (Improvements - Not Building)$20,000
3500.9501.49999 (Transfers In)$20,000
PK0319.6205 (6205.9501.89101) - ISF Fund - Facilities Transfers Out $20,000
11/5/2019
Posted By:Date:
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
REASON FOR BUDGET CHANGE
FISCAL YEAR 2019-20
BUDGET CHANGE FORM
DECREASE BUDGET AMOUNT INCREASE BUDGET AMOUNT
City Council's Approval Required
EXP: Mape Memorial Park Playground Replacement (Pk0319)
Higher than anticipated project costd based on a competitive bidding process.
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