HomeMy WebLinkAboutItem 4.4 - 3199 Imagine Playground Increase Contract Change (2)
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STAFF REPORT
CITY COUNCIL
DATE: May 5, 2020
TO: Honorable Mayor and City Councilmembers
FROM:
Linda Smith, City Manager
SUBJECT:
Contract Change Order Authorization, for Imagine Playground at Dublin
Sports Grounds (CIP No. PK0518)
Prepared by: Christian Kalinowski, Associate Civil Engineer
EXECUTIVE SUMMARY:
The City Council will consider increasing the contract change order authority for the City
Manager and approving a budget change for the Imagine Playground at Dublin Sports
Grounds project. The contractor for the project, Suarez & Munoz Construction, Inc.,
needs to furnish and install additional parking lot lighting, replace two field light electrical
cabinets, and reduce a baseball diamond from a full -sized (90-foot) to little league-sized
diamond (50-60-foot). These improvements are necessary to maintain a safe play area
for the community and to facilitate additional park use by Dublin’s youth.
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing the City Manager to Approve Contract Change
Orders with Suarez & Munoz Construction, Inc. for the Imagine Playground at Dublin
Sports Grounds Project, CIP No. PK0518, and approve the budget change.
FINANCIAL IMPACT:
The 2018-2023 Capital Improvement Program includes Imagine Playground at Dublin
Sports Grounds (CIP No. PK0518), which includes funding of $3.4 million from the
General Fund and $1.4 million of State Local Assistance Specified Grant Funds. To
accommodate the proposed change order of $341,400, a budget increase of $241,400
from the General Fund undesignated reserves and $100,000 from the Measure D Fund
is necessary.
DESCRIPTION:
On July 16, 2019, the City Council approved the plans and specifications for the
Imagine Playground at Dublin Sports Grounds project (CIP No. P K0518) and authorized
the City Manager to award a construction contract for the project during City Council
Recess, which was July 17, 2019 through August 19, 2019 (Attachment 3 - Resolution
78-19). On August 20, 2019, the City Council received a report on actions taken during
City Council recess, which included the awarding of a construction contract to Suarez &
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Munoz Construction, Inc. for the project. At the August 20, 2019 meeting, the City
Council also authorized the City Manager to approve construction contract change
orders up to $166,000 for the project (Attachment 4 – Resolution 87-19).
The Imagine Playground project provides for the replacement of the existing playground
at the Dublin Sports Grounds park at 6700 Dublin Boulevard, with a new all -abilities
playground, including the replacement of the restroom/concession building , picnic tables
and barbecue grills, benches and waste receptacles, safety surfacing, toddler play
structures, youth playground equipment, adult exercise equipment, fencing and
signage, landscaping and irrigation, parking lot lighting, and stormwater management.
The project effectively expands the playground area from 3,000 square feet to 16,000
square feet.
During construction, the contractor pulled new power conductors to the electrical panels
for the Dublin Sports Grounds field lights. When completing the connections, the
contractor found that the existing electrical boxes were not weatherproof and the
breakers that were servicing the field lights were rusted. It is necessary to replace the
electrical panels to mitigate potential safety issues and increase reliability. Staff
requested a proposal for the replacement of both electrical panels and the estimated
cost to replace field panels 1 and 2 is $31,400.
The original scope of work required the electrical subcontractor to install new
playground lights to meet the City’s minimum lighting requirements. However, upon
review of the photometrics for the Dublin Sports Grounds parking lot, Staff found that
the parking lot currently does not meet the City’s minimum lighting requirements. Staff
determined that seven new pole-mounted fixtures are needed to bring the Dublin Sports
Grounds parking lot into compliance with the City’s lighting standard and that it would be
most cost effective to install parking lot lights in tandem with this project. The estimated
cost of installing the new lighting and their associated structural and electrical work is
$85,000.
The baseball diamond (Baseball Field 3) immediately adjacent to the Imagine
Playground is a full-sized, 90-foot baseball diamond. The baseball diamond was elected
to be reduced to a little league-sized field (50-60 feet) to better facilitate youth sports at
the site. The cost to reduce the full-sized baseball diamond to a smaller diamond is
estimated at $225,000.
The use of recycled materials is vital in reducing consumer and construction waste.
Measure D grant funds provide an opportunity to offset the cost for utilizing material
constructed with 50% or more post-consumer recycled content. Measure D can provide
funding for up to $100,000 for the use of recycled materials in construction.
Staff recommends that the City Council approve a project budget increase of $341,400
and authorize the City Manager to execute contract change orders for the additional
project scope with Suarez & Munoz Construction, Inc. If approved, the construction
contract contingency would increase to $507,400 and the not-to-exceed construction
contract would increase to $2,166,400.
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STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of this staff report was sent to Suarez & Munoz Construction, Inc.
ATTACHMENTS:
1. Resolution Authorizing the City Manager to Approve Contract Change Orders with
Suarez & Munoz Construction, Inc. for Imagine Playground at Dublin Sports Grounds,
CIP No. PK0518
2. Budget Change
3. Resolution 78-19
4. Resolution 87-19
5. CIP PK0518
RESOLUTION NO. XX- 20
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE
ORDERS WITH SUAREZ & MUNOZ CONSTRUCTION, INC. FOR THE IMAGINE
PLAYGROUND AT DUBLIN SPORTS GROUNDS, CIP NO. PK0518
WHEREAS, on August 20, 2019, the City of Dublin entered into a contract with
Suarez & Munoz Construction, Inc. to construct the Imagine Playground at Dublin
Sports Grounds, CIP No. PK0518; and
WHEREAS, the City Council authorized the City Manager or her designee to
approve Contract Change Orders based on the appropriated funds designated for the
Project up to the contingency amount of $166,000; and
WHEREAS, additional improvements have been identified as necessary to the
project, which require additional funding.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Dublin does hereby incorporate additional improvements to be constructed by the
project to include the replacement of the existing electrical panels, Field Panel 1 and
Field Panel 2, at an estimated cost of $31,400.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does
hereby incorporate additional improvements to be constructed by the project to include
the installation of seven parking lot lights and associated electrical work to bring the
parking lot into compliance with the City’s minimum lighting requirement at an estimated
$85,000.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does
hereby incorporate additional improvements to be constructed by the project to include
the reduction of Dublin Sports Grounds Baseball Field 3 from a full-sized, 90-foot
baseball diamond to a little league-sized, 50-60-foot baseball diamond at an estimated
$225,000.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager or her designee to execute Contract Change Orders
with Suarez & Munoz Construction, Inc. up to the revised contingency amount of
$507,400 and increase the not-to-exceed contract total to $2,166,400.
PASSED, APPROVED AND ADOPTED this 5th day of May 2020, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
________________________________
Mayor
ATTEST:
_______________________________________
City Clerk
Budget Change Reference #:
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
Account Amount Account Amount
PK0518.9400.9401 (Improvements - Not Building)$341,400
3500.9501.49999 (Transfers In)$341,400
PK0518.2302 (2302.9501.89101) - Measure D Fund Transfers Out $100,000
PK0518.1001 (1001.9501.89101) - General Fund Transfers Out $241,400
5/5/2020
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: Imagine Playground at Dublin Sports Grounds Project (PK0518)
Additional improvements, including the use of recycled materials as part of the construction of the Imagine Playground.
C:\Users\carolines\appdata\roaming\iqm2\minutetraq\dublinca@dublinca.iqm2.com\work\attachments\5989
RESOLUTION NO. 78 — 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 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: Councilmembers Goel, Hernandez, Josey, Kumagai, and Mayor Haubert
NOES:
ABSENT:
ABSTAIN: 41 A.,Ma or
ATTEST:
City Clerk
Reso 78-19, Adopted 7/16/2019, Item 4.10 Page 1 of 1
RESOLUTION NO. 87 — 19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING PURCHASE AGREEMENTS WITH SPECIFIED PLAY EQUIPMENT COMPANY
AND WITH ROMTEC, INC. FOR THE IMAGINE PLAYGROUND AT DUBLIN SPORTS GROUNDS,
CIP NO. PK0518
WHEREAS, Section 2.36.100 (13)(9) of the Dublin Municipal Code allows for exceptions to the
typical public bidding process when the City is able to procure items from a competitive bid process
administered by another public agency; and
WHEREAS, Specified Play Equipment Company has a valid pricing agreement publicly bid by
OMNIA Partners, and Romtec, Inc. has a valid pricing agreement publicly bid by BuyBoard, which
meets the Municipal Code provision for a publicly bid agreement; and
WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval of
purchased items with a cost greater than or equal to forty-five ($45,000); and
WHEREAS, the cost of supplying and installing the play equipment and safety surfacing under
the cooperative purchasing agreement with BCI Burke Company, LLC furnished and installed by
YossoGroup, Inc. dba. Specified Play Equipment Company will not exceed $1,800,000.00 and the
cost of supplying and installing the pre-engineered concession/restroom building under Romtec, Inc.
cooperative purchasing agreement will not exceed $500,000.00, for the Imagine Playground at Dublin
Sports Grounds, CIP No. PK0518 ("Project").
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby waive the competitive bidding requirement and authorizes the City Manager or his designee
as Purchasing Agent to procure the play equipment, safety surfacing and installation from
YossoGroup, Inc. dba. Specified Play Equipment Company under a purchasing agreement public bid
by OMNIA Partners, at a cost not to exceed $1,800,000.00 attached hereto as Exhibit A and the pre-
engineered concession/restroom building and installation from Romtec, Inc. under a purchasing
agreement public bid by BuyBoard, at a cost not to exceed $500,000.00 attached hereto as Exhibit
B.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby receive
the report on actions authorized in Resolution No. 78-19 for the Project.
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 for the Site
Improvements and Demolition Contract with Suarez & Munoz Construction, Inc. based on the
appropriated funds designated for the Project up to the contingency amount of $166,000.
Reso 87-19, Adopted 8/20/2019, Item 4.17 Page 1 of 2
PASSED, APPROVED AND ADOPTED this 20t" day of August 2019, by the following vote:
AYES: Councilmembers Goel, Hernandez, Josey, Kumagai, and Mayor Haubert
NOES:
ABSTAIN:
Mayor
ATTEST:
4� GV
City Clerk
Reso 87-19, Adopted 8/20/2019, Item 4.17 Page 2 of 2
Number PK0518ProgramPARKSPRIOR YEARS 2018-2019 BUDGET 2019-2020 2020-2021 2021-2022 2022-2023 FUTURE YEARS ESTIMATE TOTALS9100 $4,362 $85,762 $48,400 $138,5249200 $298,000 $76,600 $374,6009400 $1,576,876 $2,675,000 $4,251,8769500 $35,000$35,000$4,362 $1,995,638$2,800,000 $4,800,000PRIOR YEARS 2018-2019 BUDGET 2019-2020 2020-2021 2021-2022 2022-2023 FUTURE YEARS ESTIMATE TOTALS1001 $4,362 $1,995,638 $1,400,000 $3,400,0002403 $1,400,000 $1,400,000$4,362 $1,995,638$2,800,000 $4,800,000ANNUAL OPERATING IMPACTIMAGINE PLAYGROUND AT DUBLIN SPORTS GROUNDS2018-2023 CAPITAL IMPROVEMENT PROGRAMGeneral FundState Park GrantSalaries & BenefitsContract ServicesImprovementsMiscellaneousESTIMATED COSTSFUNDING SOURCETOTALTOTALPROJECT DESCRIPTIONThis 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 and State Local Assistance Specified Grant.ANNUAL OPERATING IMPACT:None.MANAGING DEPARTMENT: Public Works