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Home My WebLink About7.1 MapeMemorialPrk .' .: ..-: '.~.:,. '1 CITY CLERK File # D[l]~[m-~[Q] AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 4, 1996 Award of Bid - Mape Memorial Park Renovation - Contract 96.08 Report by: Diane Lowart, Parks & Community Services Director ! A) Swnmary of Bids I B) Budget Change ~ Measure D / C) Resolution of Award/Budget Change - Base without Alternate ~ (...fi Re~olution of Award/Budget Change, - Base with Alternate RECOMMENDATION: fJ(}t!u See Below FINANCIAL STATEMENT: Bas.c Funds Budgeted for Improvements: Engineer's Estimate: Low Bid Received: SUBJECT: EXlllBITS ATTACHED: Alternate Th!al $360,275.00 $369,584.00 $441,371.02 $329,584.00 $406,371.02 $ 40,000.00 $ 35,000.00 The total bid with the Alternate, plus a 10% contingency, is $485,508, which exceeds funds budgeted for construction by $125,233. However, $12,655 in Measure D grant funds can be used towards the purchase of the picnic tables and benches as these items are constructed of recycled plastic. An additional appropriation from the Park Dedication Fund Reserve in the amount of $112,578 is needed to award the contract and the Alternate. DESCRIPTION: At the September 17, 1996 meeting of the Dublin City Council, the Council authorized Staff to advertise for bids for Contract No. 96.08, Mape Memorial Park Renovation. The proposed project as approved by the City Council includes the following design elements: 1) separated younger and older children's play areas with accessible equipment and surfacing; 2) new park furniture including benches, trash receptacles and picnic tables; 3) two small group picnic areas; 4) concrete walkway encircling the park; 5) upgraded park lighting; 6) sand volleyball court; 7) restroom building; 8) pedestrian bridge over the creek; and 9) enhanced sbrob and tree plantings. As the preliminary estimate for the improvements (including a 10% contingency) exceeded the available budget by approximately $30,105, the pedestrian bridge was identified as an additive bid item in the bid documents. BID RESULTS The City received a total of nine bids for the project (Exhibit A). The low bidder was Valley Crest Landscape, Inc. with a base bid of $406,371.02 and additive alternate of $35,000.00. The total bid ------------------------------------------------------------------- COPIES TO: John Nicol & Associates Bidders 7~1 ITEM NO. F:\mapepark\ccawdI14.doc . amount including me alternate is $441,371.02. Staff recommends including a 10% contingency, whicb. brings the total funds needed to $485,508. The budget for improvements is $360,275. This results in a shortfall of$125,233 for improvements. ADDITIONAL FUNDING - MEASURE D Staff was advised in a letter dated October 1, 1996, that the Alameda County Recycling Board (Measure D) would be distributing funds, in addition to those which would normally be allocated to the City. The additional distribution has special limitations on the use of the funds. e.. The source of these additional funds is special monies intended to promote the purchase of Recycled Products. The Recycling Board collects $6.00 per ton for waste placed in the Vasco Road and Altamont landfills. In effect these surcharges are paid by all users of these landfills. A portion of this Measure D landfill surcharge, is used each year by Alameda County to cover any cost differential of buying recycled goods over buying items without a recycled content. The Recycling Board has found that Alameda County had $372,090 in unused monies at the end of the 1995/96 Fiscal Year. The Recycling Board has decided to allocate these monies to the cities and sanitary districts. The formula for the distribution allocates 17% ($65,000) of the excess monies equally to each agency, and the remainder is distributed based upon population. The City of Dublin allocation is $12,655. , 1 'j J These monies must be utilized for an activity which can be demonstrated to further the purchase of recycled items by the agency. Staff has found that there are "Plastic Lumber" products available as benches and tables for parks. These products are manufactured from recycled plastic materials. Although the City does not currently have any of these products in existing parks, the Mape Memorial Park does pro~de ~e oppo~ty to. incorporate these products into the park design. The proposed bid._:..;. specifications prOVIded for this product. ..; :<:' Since the availability of these funds was not known at the time the budget was adopted, it will be necessary for the City Council to adopt a Budget Change. The Budget Change (Exhibit B) will increase the Measure D Revenue by $12,655 and provide for an additional appropriation in the Mape Memorial Park Renovation Project of the same amount. ADDENDUM FOR DESIGN SERVICES In March of 1996, the City Council approved an agreement with John Nicol & Associates to provide landscape architectural services for the renovation ofMape Memorial Park. The proposed fee of$15,800 was based on the improvements identified in the 1994-99 Capital Improvement Program (replacement of existing play equipment with new accessible tot and children's play structures, replacement of worn park furniture including benches, drinking fountains, and trash receptacles, and installation of additional park lighting) and an improvement budget of $195,265. At the time that the agreement was presented to the City Council, Staff indicated that if the scope of the improvements changed substantially based on input from neighboring residents, additional consultant services would be required. In May of 1996, the City Council approved the master plan for Mape Memorial Park which included the aforementioned improvements as well as a sand volleyball court, restroom building and pedestrian bridge. A request for an addendum in the amount of $12,715 has been submitted to cover the additional consultant serviCes that were required as a result of the added items. Specifically, the additional service.:. that were required are as follows:. .':'-.:- - 2 - e: :..:' .. e. Restroom Buildin~ 1. Add building, access pavings, utilities and landscaping on construction, grading" irrigation, planting and lighting plans. 2. Coordinate pre-fabricated building drawings, including selection of exterior and interior materials, finishes and accessories; integrate with working drawing package. 3. Coordinate building specifications for pre-fabricated structure. 4. Add specification sections as necessary to include work to be perfonned on site (roofmg, painting, utilities). Pedestrian Bridie 1. Authorize topographic survey by land surveying subconsultant, to include approximately 40' x 40' area of creek, including trees, I' contours, existing fence and trail edge on south creek bank. 2. Authorize soils testing and recommendations for abutment design by geotechnical consultant based on field borings. 3. Coordinate with City and flood control agency to detennine flood elevations and necessary freeboard. 4. Provide structural design plans and calculations for bridge abutments and bridge connections. 5. Add access pavings to connect bridge with park and existing trail systems. The addendum brings the total design budget to $28,515. During Fiscal Year 1995-96 $10,500 was expended for design and the Fiscal Year 1996-97 budget contains $6,500 for design. This results in a shortfall of $11,515 for design. An additional appropriation from. the Park Dedication Fund Reserve in the amount of $11 ,515 is needed to finance the addendum. BUDGET ANALYSIS The following tables provide a comparison between the approved budget for the project (by fund) and the revised budget for the project (by fund). Approved Project Budget Design Improvements Inspection Mise. .. Total General Fund $17,000 $ 0 '$ 0 $ 0 $17,000 CDBG Fund $ 0 $51,750 $ 0 $ 0 $51,750 Revised Project Budget Design Improvements . Inspection Filing Fees Misc. Total General Fund $ 17,000 $ 0 $ 0 $ 0 $ 0 $ 17,000 CDBG Fund $ 0 $ 51,750 $ 0 $ 0 $ 0 $ 51,750 Park Dedication Fund $ 11,515 $421,103 $ 9,020 $ 4,965 $ 1.500 $448,103 - 3 - Park Dedication Fund $ 0 $308,525 $ 9,020 $ 1.500 $319,045 Measure D Fund $ 0 $ 12,655 $ 0 $ 0 $ 0 $ 12,655 Total $ 17,000 $360,275 $ 9,020 $ 1.500 $387,795 Total $ 28,515 $ 485,508 $ 9,020 $ 4,965 $ 1.500 $ 529,508 As shown, the additional cost to the City with the increase in design, improvements and filing fees (sewer and water permit for restroom building) is $141,713. Of this amount, $129,058 is from the Park Dedication Fund and would bring the total Park Dedication Funds needed for this project to $448,103. .... '.' At present, the Park Dedication Fund balance is $401,411. Of this amount $348,045 is budgeted in Fiscal -' Year 1996-97 for the following projects: Mape Memorial Park Renovation - $319,045; Heritage Center Master Plan - $4,000; and Heritage Center Parking Lot - $25,000. The 1996-97 Adopted Budget anticipated that the City would receive an additional $134,850 in Park Dedication Funds from Hansen Hills Ranch (phase II - 25%), Trumark Homes, and a small3-1ot subdivision. Staff has prepared the following table which illustrates the impact on the Park Dedication Fund with each of the following scenarios. Balance (711/96) Estimated 1996-97 Park In-Lieu Fees Estimated Expenditures Mape Memorial Park Heritage Center Master Plan Heritage Center Parking Lot Balance (711/97) Approved Budget $ 401,411 $ 134,850 $ 319,045 $ 4,000 $ 25,000 $ 188,216 Base Bid without Alternate $ 401,411 $ 134,850 $ 409,603 $ 4,000 $ 25,000 $ 97,658 Base Bid with Alternate $ 401,411 $ 134,850 $ 448,103 $ 4,000 $ 25,000 $ 59,158 If the contract for the Mape Memorial Park Renovation is awarded for the base bid and alternate. the..;.. reduction in the Park Dedication Fund will impact the City's ability to proceed with other park prQjects..::? that have been identified in the 1996-2001 Capital Improvement Provam. Two high priority projects of . the Parks and Community Services Commission, the Dublin Sports Grounds Renovation and the Dublin Elementary School Athletic Field Renovation, could not be pursued with Park Dedication Funds. OPTIONS The Mape Memorial Park Renovation has grown from a $231,345 project in Fiscal Year 1995-96 to a potential $529,508 project in Fiscal Year 1996-97. And, although there is strong neighborhood support for the project, completion of the project as currently designed will impact the City's ability to move forward on other high priority park projects in the future. Consequently, Staffhas identified the following options for consideration by the City Council. Option 1 Award the contract for the base bid ($406,371.02) and direct Staff to negotiate cost reductions with the contractor by eliminating either one or both of the following: 1) Delete restroom building, 900 s.f. concrete access paving, building slab and foundation, and sanitary sewer line. Provide cantilever type drinking fountain on slab beneath wood overhead. Provide electrical controls in approved box for park lights and future restroom building. Modify irrigation and extend lawn in lieu of planting beds and paving. Potential reduction of $47,500; and/or 2) Delete volleyball court, west picnic area and loop concrete path to bridge, and associated benches, picnic tables, trash receptacles and barbecues. Modify and ~xtend irrigation syst7m and s7eded turf in areas of volleyb~l court, picnic ar~ an~ north-south..:.:_ trending pathway. Potential reduction of $38,700. The total project cost under thzs optzon would be ":;:'_:-.:' $491,008 with potential reductions of$38, 700 to $86,200. The total Park Dedication Funds to be used on the project under this option would range from $323,403 to $370,903 leaving a year end balance of $136,358 to $183,858. I. :. . e, Option 2 Award the contract for the base bid ($406,371.02). The total project cost under this option would be $491,008. The total Park Dedication Funds to be used on the project under this option is $409,603 leaving a year end balance of $97,658. Option 3 Award the contract for the base bid and alternate ($441,371.02). The total project cost under this option would be $529,508. The total Park Dedication Funds to be used on the project under this option is $448,103 leaving a year end balance of$59,158. RECOMMENDATION Attached for each option is a budget change form and resolution of award. It is recommended that the City Council approve the budget change form and resolution of award for the preferable option, and authorize the Mayor to execute the agreement. Further, it is recommended that the City Council approve the Budget Change Form attached in Exhibit B which will increase the Measure D Revenue by $12,655 and provide for an additional appropriation in the Mape Memorial Park Renovation Project of the same amount. - 5 - e- :.:: e-" J o i= ~ _0 z w 0:: ~ cr:: cc< 00. ':'..1 cn< 1-" 00 ~:E I-W Z:E Ow ~~ :E ...JILl ~2 <(00:: :;;I-a. o 1..1 <( 0:: ~t:~ OZ- u~g: ...JUJ ci;:!2 ZOO:: ;~ I- a. I~ Z UJ ;I:I-o oz- ..,~o:: 0. -1w ~;:!2 WOO:: 51-0. 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"."," CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799,000) Within Same Deparnnent Activity _X_ From New Revenues Between Departments (City Council Approval Required) Other :,\rmrDEbREASifatffiGltlkACbOUN1W/t:rtntXMOttlWtmttt:/f::::::mmCitHASliintmGlll1tXttc.OtlN1fff'fttt:mmmmo.UNjjWmrl .......". ... ......"... ..............:.,.",.;,'..:.... ...,.':..'.'..:.,.,.:.:'.... ... ..:.....:.........",.;.,.;....', .-.': -~.~-~.~.,.:.:.:.:.:. :.:......'.'.'.....'..:....-;...,.. ................ -~.~. ..:.:.:.:.:.:.:.:.:-:-.... .',':',':'.' ,',-. ..........,.,....... ..."" ........,'..,..,.:....-.-............,.,...;........-............,..',..'_..-:-..........,.,..., ..:..-........,.. ......" .....-.....'....,...,.,',' ......."... Name: REVENUE ACCOUNT Name: REVENUE ACCOUNT - Measure D Recycling Fund-Intergovernmental Revenue - $ 12,655 Account #: County Recycling Account #: 224-1000-557-001 Name: Name: Account #: Account #: Name: EXPENDITURE ACCOUNT Name: Measure D Recycling Fund- Mape Memorial Park Renovation Project- $ 12,655 Account #: ImprovementsINot Bidgs. Account #: 224-9576-750-050 Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: REASON FOR BUDGET CHANGE ENTRY: On October 1, 1996 the City was advised that the Alameda County Recycling Board was distributing $12,655, which must be expended in a manner related to the purchase of recycled products. The planned purchase will involve "Plastic Lumber" benches and tables for the Mape Memorial Park Renovation Project. This will be the first use by the City of this type of product on a public improvement project. City Manager: Date: Signature ..........".,:-:-:-:...:.:-:-:-:.::,-:-::: ...........: ......:.:.:... :.: -: -: -:':':':'. :. .':.~.:':-~ ......................',',...,.,.....-......... .-.-........'...'..' .. ----....::.~~.:.~pp~9.y!1.:~~!.I~.B#X.P9W?-S!~.J~1~HP~g~;..::.;;:::.!?~~~;" "':1114}9$ .:.:.:.:.:.:,,'.:.:.:. "'::::::::::::::::':::':.':':::.:::::::::::::::::?:;:::::(:~:~:~:~:::~:~:::}~:';;:~;\~~:>~~~~~~~~~~::~:~~~::~L:))~~~~~~~~~~rj~)~((~~~ :::::::::<{ Mayor: Date: Signature Posted By: Date: Signature jorms\hwigcJrng RESOLUTION NO. - 96 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ************************ AWARDING CONTRACT NO. 96-08 MAPE MEMORIAL P ARK RENOVATION TO VALLEY CREST LANDSCAPE, INC. WHEREAS, the City of Dublin did, on October 29, 1996, publicly open, examine, and declare all sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 96- 08, 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 City Engineer, who has reviewed the bids to determine the lowest bid which was responsive to the requirements of the bid documents; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award Contract No. 96-08 to the lowest responsible bidder therefor, to wit, Valley Crest Landscape, Inc., at a base bid of Four Hundred Six Thousand, Three Hundred Seventy One Dollars and Two Cents ($406,371.02) the particulars of which bid are on file in the office of the City Engineer. PASSED, APPROVED, AND ADOPTED this 4th day of November, 1996. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk e: e, e .,;:. . .... .-:: CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: _X_ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other r]ltnEttttJtASlrn:tlm;ntIN{eCQUNTrrfttlttfmOUNltri~i{nrnrlaNct$ASE\tnJ.baJtlfXbCQUN1lWirr~ti~i~ri~i{i~~i~_OtnWtt~NW .......... , ...-.-.-:-.-........................,...,.",'....,.,.:'...'. .. ............. """,.; ':':'.' .-:-:....... .-:........ ........ ',' .-:.:.:.:.:.:-:.~.....:':.:.:. .......... ~'.'.'.'.'~". '~'. ',':':':':':-:': ":,:,,.:.:.:.:-:.'.:.,.:- '.' -. -:. ..~.........,.:..,.-., .....-....:.......:....',.:.;...,.:.....:.:.: .-:.......:.... ':':'. ':', ',',' ..,.:..... ,:"".'.: -.' .-:-.-~-~':'.'. .:.:.:.:.:.:.:.:.:.:.;. :.,.:.:.:-:.... .:.:...~.,',.,.:..' .'.',' . . ....................... " ..........,.."."" Name: Name: Engineering Design $11,515 Account #: Account #: 215-9576-740-078 Name: Name: Improvements not Buildings $74,078 Account #: Account #: 215-9576-750-050 Name: Name: Filing Fees $4,965 Account #: Account #: 215-9576-730-000 Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: REASON FOR BUDGET CHANGE ENTRY: Because of the inclusion of the restroom building and pedestrian bridge in the master plan for Mape Memorial Park, additional work on the park of the landscape architect as well as subcontractors was needed. An addendum in the amount of $12,715 was submitted resulting in a shortfall of $11,515 for design. Also, a water and sewer permit in the amount of $4,965 is needed for the restroom building. In addition, bids for the Mape Memorial Park' Renovation exceeded the available budget. In order to award the bid without the alternate, a budget change in the amount of $74,078 is needed. City Manager: Date: Signature ........ ...... ..... . . . . . . ... . . . . . . . . . . . . ....... .. . .......... ............... ................'......... .......... ............. . . .. ... . . ,. . . . . . . . . . . ...........................,,',.............. ..... .... ....",.."" . .".'..'.'....,..','.'..,'...'.'..... m:::::~~~~:~:::~~~~~~~~]~:~:~:~~:::::::::.<:::;::,i:::;::::::::::::::::::::::::::.::.:.:.:...;.. '.' ..:';':';.:.:-:........... ::.:~~:.~pp;9y~.#!:..!1~..Qlty...99ffiipJ~:.Mitm&:9~: :::.::.D~i~.;.:::..:........::..::..... Mayor: Date: Signature Posted By: Date: Signature jormslhwigd>ng 5 RESOLUTION NO. - 96 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN . ************************ AWARDING CONTRACT NO. 96-08 MAPE MEMORIAL PARK RENOVATION TO VALLEY CREST LANDSCAPE, INC. WHEREAS, the City of Dublin did, on October 29, 1996, publicly open, examine, and declare all sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 96- 08, 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 City Engineer, who has reviewed the bids to determine the lowest bid which was responsive to the requirements of the bid documents; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award Contract No. 96-08 to the lowest responsible bidder therefor, to wit, Valley Crest Landscape, Inc., at a base bid of Four Hundred Six Thousand, Three Hundred Seventy One Dollars and Two Cents ($406,371.02) and one alternate totaling Thirty Five Thousand Dollars and no Cents ($35,000.00) the particulars of which bid are on file in the office of the City Engineer. ,: PASSED, APPROVED, AND ADOPTED this 4th day of November, 1996. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk .- to ~.- : J J : 1 : ., j ~ -I :1 :i " i 1 ...-- I .-.-. i - '.- .i i : : .' , " .oj :J " . - CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: _X_ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other jj:::::j:::j:::::ti~}YI~$.1:;:llmll1N${mI:j:::j:jmrt~Q:qN~tMj:j:::::l;::j:::j:::j:jj::{m~i$.~;J.mmmtjj*_.tt::jj::::::i:::j:::j::jjj:jm:;j:j:$~(I~fiWK Name: Name: Engineering Design $11,515 Account #: Name: Account#: 215-9576-740-078 Name: Improvements not Buildings $112,578 Account #: Name: Account #: 215-9576-750~050 Name: Filing Fees $4,965 Account #: Name: Account #: 215-9576~730-000 Name: Account #: Name: Account #: Name: Account #: Name: Account #: Name: Account #: Account #: REASON FOR BUDGET CHANGE ENTRY: Because of the inclusion of the restroom building and pedestrian bridge ill the master plan for Mape Memorial Park, additional work on the park of the landscape architect as well as subcontractors was needed. An addendum ill the amount of $12,715 was submitted resulting ill a shortfall of $11,515 for design. Also, a water and sewer permit in the amount of $4,965 IS needed for the restroom building. In addition, bids for the Mape Memorial Park Renovation exceeded the available budget. In order to award the bid and alternate, a budget change ill the amount of$112,578 IS needed. City Manager: Date: Signature ..... ::--::::::..::":",-:";:::':;:;:.::::::::=::::::::::::::::;:" ........." ............., .......... .."," ....... .....".. ..............,.. . ...........", ..............." ..:....~~_~pp*9y~:~i..:tli~.:.Q~!Y.92Wi9~...~iSm:Q9):::....!?~!~;~::.: ...."...........,.,......... .. ."..-................ ..... ..........."... ::::::::::.:<.:...;.:.:.:.:::::::::-:::.'.:....-.... ........."....... ..',........... ,....:-:-:-:.:.:.:-:.:-.,:,;.;.;,;-:-:-:-:.:.:.:...:..'.::.,..:-... .. ." ........................... . ................,','"........ .....................,'...,..:.:.:.:.:.:.:.:.:.:.:.:.....:.:.:.:.;.;.;.;.:.:.:.' Mayor: Date: Signature Posted By: Date: Signature j<>rm.>\Jndig<hng 1/