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Home My WebLink About7.1 Fallon Sports Pk~~~ \ ~~ -~' 1 ~~ ~~:~/.~' CITY CLERK File # ^~~~-~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 20, 2009 SUBJECT: Fallon Sports Park Phase I, Contract #09-02 -Authorization to Bid Report Prepared by Rosemary Alex, Parks and Facilities Development Coordinator ATTACHMENTS: 1) Fallon Sports Park Master Plan 2) Fallon Sports Park Phase I Plan RECOMMENDAT~IfO'N: Authorize Staff to Advertise Fallon Sports Park Phase I Contract !lv . ~ ... FINANCIAL STATEMENT: Public Facility Impact Fee Fund 310 $11,499,462 General Fund Reserves Fund 001 $1,120,000 Total Budget for Phase I Construction $12 619 462 Construction Estimate for Base Bid $11,558,722 10% Contingency 1,155,872 Total Construction Estimate $12,714,594 Difference Between Budget and Base Bid Estimate ($95,132) DESCRIPTION: On June 7, 2005 the Dublin City Council adopted the Fallon Sports Park Master Plan (Attachment 1). The 60-acre site is immediately south of Fire Station #18 and is bounded by Fallon Road, Gleason Drive, Lockhart Street and Central Parkway. The City's Five Year 2008-2013 Capital Improvement Program includes funding to begin design for the Phase I development in Fiscal Year 2007-2008 and construction to commence in Fiscal Year 2008-2009. Phase I encompasses approximately 27 acres of the 60-acre site (Attachment 2). PHASE I IMPROVEMENTS: After a series of public workshops in winter 2007/08, the City Council adopted the Conceptual Plan for Phase I on March 4, 2008 that includes the key components as described below. --------------------------------------------------------------------------------- COPY TO: Cazducci and Associates Page 1 of 3 ITEM NO. ~• G:\COUNCIL\Agenda Statements\2009\1-20 Fallon Sports Park Bid #2.doc ~ , Softball and Little League Fields -The project includes two regulation size adult softball and little league fields with a sand channel drainage system to improve water movement off the heavy clay soils. At both locations a restroom with a concession space will be centrally placed for convenience. In addition the softball fields have lights suitable for evening play. Soccer Fields -The project includes two regulation soccer fields. One of the Fiscal Year 2007-2008 High Priority City Council Goals was to report on the feasibility of synthetic turf fields at the Fallon Sports Park. The City's Consultant prepared a study which presented the advantages and disadvantages of synthetic turf vs. natural turf including costs. This study was presented to the Council on March 4, 2008 and subsequentially the Council approved the use of synthetic turf for the two soccer fields. Basketball and Tennis Courts -Four lighted basketball courts and tennis courts are placed on either side of the main vehicular entrance. A building with restrooms and a space that can serve as a small office or meeting space will serve the adjacent tennis courts and soccer fields. Pedestrian Circulation - At full park build-out, a perimeter loop pathway system will encompass the entire site. Phase I development implements a portion of the pathway system with connection points that allow for loop circulation in Phase I. In addition pedestrian access to the park occurs at the corner of Fallon Road and Gleason Drive, at two locations along Lockhart Street and a temporary connection is provided at Fallon Road across from Positano Parkway. Parking and Street Frontage Improvements -The street frontage improvements include sidewalk, street trees, frontage landscaping and irrigation along Fallon Road from Gleason Drive to Fire Station #18. The parking lot will accommodate 225 vehicles and is designed in a manner in which all surface runoff will be filtered through a vegetated Swale. BMX Facility Rou Grading - A portion of the site will be graded for a BMX course. The course will be suitable for recreational use but will not be used for scheduled races at this point. With that in mind permanent race course elements will be added at a future date. BUDGET: In order to retain the project near the current budget, alternates have been included in the bid package in order to allow some flexibility at the time of bid opening. Deductive alternates would be deducted from the base bid as shown on page one; additive alternates would be added to the base bid as shown on page one. The alternate bid items include: 1) Deduct Synthetic Turf ass -The synthetic turfgrass is included as part of the base bid for the project. Simultaneously, the City is pursuing a negotiated price for the synthetic turfgrass through the California Multiple Award Schedules (CMAS). CMAS is a contracting system through the State of California. With the CMAS system a vendor has a contracted list price for materials and installation with the State of California. Local government agencies are allowed to contract directly with a preferred vendor at the price listed in the CMAS contract or a negotiated lower price. At the time the contract is awarded, the City Council will make the final determination on whether to award this component of the contract through CMAS or through the construction contract. Contract Reduction ($754,104) 2) Deduct Synthetic TurfQrass and Add Natural Turfgrass -The City Council authorized the installation of synthetic turfgrass on March 4, 2008. This item is included to provide an alternate in case bids exceed budget. Contract Reduction ($672,048) Page 2 of 3 3) Add Shade Structure at Soccer Field -This element was not part of the original master plan and was put in at the request of the soccer groups during public workshops in winter 2007/08. Contract Increase $58,500 4) Add Batting Cage at Little League Field -This element was not part of the original master plan and was put in at the request of Little League during public workshops in winter 2007/08. Contract Increase $76,050 5) Add Pedestrian Li~htin~ from Entrv at Fallon Road and Gleason Drive to Little Lea ue Fields -This element was not part of the original master plan but would provide a lighted pedestrian connection from the park to the neighborhoods to the north. Contract Increase $81,900 6) Add Pedestrian Bride at Lockhart Street -This element is part of the original master plan. As part of the Sorrento East Development the sidewalk systems along Lockhart Street leading to the bridge maybe installed later than originally anticipated. With that in mind, the bridge may be installed as part of a second phase of development. Contract Increase $156,000 Throughout the process Staff has worked extensively with Consultant to eliminate or reduce project elements to achieve a project that is estimated to be within the project's available construction budget. At this point, any further reductions in project scope will jeopardize the project's intended integrity and quality. Although some recent projects have come in under the estimate, the construction estimate shown in the Financial Statement does not reflect the current market reductions. While bids are anticipated to be lower than the construction estimate, it is uncertain with the current economic climate how that will affect bids for this project. It should be noted that Staff is just beginning to prepare the Fiscal Year 2009-2010 Update to the Five Year Capital Improvement Program. With the slowdown in new development the collection of Public Facility Fees have been drastically reduced. This will require a change in the timing and sequencing of projects to meet the projected cash flow, or an alternative means to finance projects to be funded by the Public Facility Fees. At the same time the current economic trends present an opportune time to obtain bids for the construction work. If favorable bid conditions result in lower costs it would have a positive effect on the cash flow for Public Facility Fee Funds. Prior to presenting the award of bid for this project Staff will prepare an updated cash flow and indicate the potential impact on other projects funded from Public Facility Fees or alternative financing options. SCHEDULE: Authorization to Advertise for Bids January 20, 2009 Bid Opening February 26, 2009 Award Contract March 17, 2009 Notice to Proceed April 6, 2009 Open to the Public Summer 2010 RECOMMENDATION: It is recommended that the City Council authorize Staff to advertise Fallon Sports Park Phase I contract. Page 3 of 3 ~ ~a r ~ ,. ~ " , ~ •.~ ~ ~ 9{" ~ ~ . . ,m.~~ ~ ' .. a. . ~. ~, +nl+ . ~ 4 "`. 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