CC 2013-10-08_08.f. Soto Sports Complex Barrier Removal ProjectMEMORANDUM
TO: CITY COUNCIL
FROM:
BY:
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO T. SIMONS
COMPANY, INC. FOR CONSTRUCTION OF THE SOTO SPORTS
COMPLEX BARRIER REMOVAL PROJECT, PW 2013-09
DATE: OCTOBER 8, 2013
RECOMMENDATION:
It is recommended the City Council:
1 . Award a contract for construction of the Soto Sports Complex Barrier Removal
Project to T. Simons Company, Inc. in the amount of $89,269.18;
2. Authorize the City Manager to approve change orders for 30% of the contract
amount, $26,808.00, for additional work and unanticipated costs during the
construction phase of the project (total construction costs = $89,269.18 +
$26,808.00 = $116,049.18); and
3. Direct the City Clerk to file a Notice of Exemption.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The City received an allocation of $148,000 in Community Development Block Grants
(CDBG) for the 2013/2014 Fiscal Year, specifically to address ADA barrier removals
throughout the City.
BACKGROUND:
The City has established as a priority the systematic removal of ADA barriers
throughout the City. Staff is currently preparing a long-term master plan to research
and prioritize the construction of ADA improvements for the City's right-of-way and
public facilities. Due to the number of residents that frequent the Soto Sports Complex,
staff believes the best use of the funds for this fiscal year is to concentrate on the
construction of ADA improvements to access the ball fields and related recreational
facilities.
Item 8.f. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO T. SIMON COMPANY, INC. FOR
CONSTRUCTION OF THE SOTO SPORTS COMPLEX BARRIER REMOVAL PROJECT, PW 2013-09
OCTOBER 8, 2013
PAGE2
On August 5, 2013, the City Manager approved a design contract to Garing Taylor &
Associates to prepare the design for the Soto Complex Barrier Removal Project. The
project scope of work includes the following:
• Resurfacing and restriping of the parking lot adjacent to Santos Field to include
additional ADA parking;
• Construction of ADA ramps, signage, handrails and asphalt path improvements
on the east side of Porter Field;
• Construction of an ADA ramp from Porter Field into the drainage basin to provide
ADA access to Volunteer Field; and
• Construction of minor drainage improvements.
ANALYSIS OF ISSUES:
On September 26, 2013, nine bids were opened for the Soto Sports Complex Barrier
Removal Project. The lowest bid, from the T. Simons Company, Inc., was in the
amount of $89,269.18. Staff has determined the bid to be responsive and recommends
the award of a construction contract to T. Simons Company, Inc.
Since the bid amount is less than the original Engineer's Estimate of $95,000, staff is
considering negotiating a change order with T. Simons Company, Inc. to include
additional ADA improvements needed to the adjacent Santos Field. Staff is requesting
a 30% contingency to facilitate this process. All costs for the additional construction will
be reimbursed through the available CDBG funds. In the event the City is unable to
spend the $148,000 allotment, the right to the funds may be forfeited by the Federal .
government.
The contract time is 40 working days. Work is expected to begin in late October. Award
of the contract is necessary at this time to meet Federal deadlines for expenditure of the
monies.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff's recommendations to award a construction contract to the lowest
responsive bidder;
2. Do not award a construction contract for the project at this time; or
3. Provide direction to staff.
ADVANTAGES:
The project will eliminate current barriers to ADA access for the Ikeda, Volunteer, Porter
and Santos ball fields.
DISADVANTAGES:
No disadvantages were identified at this time.
Item 8.f. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO T. SIMON COMPANY, INC. FOR
CONSTRUCTION OF THE SOTO SPORTS COMPLEX BARRIER REMOVAL PROJECT, PW 2013-09
OCTOBER 8, 2013
PAGE3
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Guidelines Section
15301(c).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted on Thursday, October 3, 2013. The agenda and staff report
was posted on the City's website on Friday, October 4, 2013. No public comments
were received as of the time of preparation of this report.
Attachment:
1. Bid Tabulations
2. Notice of Exemption
Item 8.f. - Page 3
CITY OF ARROYO GRANDE
BID OPENING LOG SHEET
Attachment No. 1
DEADLINE: THURSDAY, SEPTEMBER 26, 2013 -2:00 PM
PROJECT NAME: SOTO SPORTS COMPLEX BARRIER REMOVAL
PROJECT NO. PW 2013-09
ENGINEER'S EST/MA TE: $95,000
SUBMITTED BY:
V. Lopez, Jr. & Sons
Santa Maria, CA
Cooks and Son, Inc.
Santa Maria, CA
Vernon Edwards
Santa Maria, CA
T. Simons Co., Inc.
Nipomo, CA
Brough Construction, Inc.
Arroyo Grande, CA
John Madonna Co., Inc.
San Luis Obispo, CA
Arthurs Contracting, Inc.
Atascadero; CA
CalPortland Construction
Santa Maria, CA
Holland Construction
San Luis Obispo, CA
TOTAL
$128,158.50
$128,796.47
$139,014.00
$ 89,269.18
$138,329.00
$129,556.74
$130,274.50
$114,353.50
$116,?05.00
c: Director of Community Development
Assistant City Engineer
Director of Public Works
City Manager
Item 8.f. - Page 4
Attachment No. 2
Notice of Exemption
To: Office of Planning and Research
1440 Tenth Street, Room 121
Sacramento, CA 95814
l!J County Clerk
County of San Luis Obispo
County Government Center
San Luis Obispo, CA 93408
From: (Public Agency) City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Project Title: Soto Sports Complex Barrier Removal Project. PW 2013-09
Project Location -Specific: Soto Sports Complex. 1200 Block of Ash Street
Project Location -City: Arrovo Grande Project Location -County: San Luis Obispo
Description of Project: Installation of ADA improvements including: additional ADA parking spaces.
grade improvements and construction of ADA ramps between the Porter and Volunteer ballfields. minor
drainage improvements
Name of Public Agency Approving Project: Citv of Arroyo Grande -Public Works Department
Name of Person or Agency Carrying Out Project: __.G ...... e ..... o ...... ff_..E=n .... g.,.li~sh......._ ________ _
Exempt Status: (check one)
D Ministerial (Section 12080(b)(1 ); 15268);
D Declared Emergency (Sec. 21080(b)(3); 15269(a));
D Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
l!J Categorical Exemption. State type and section number: -=S""'ec=t=io;.:,:n""'1:...::5=3=0...:..1""'(c.._) ___________ _
D Statutory Exemptions. State code number: -----------------------
Reasons Why Project Is Exempt: Improvement to existing parking and pedestrian facilities
Lead Agency
Contact Person: Michael Linn. P.E. Area Code/Telephone/Extension: (805) 473-5444
If filed by Applicant:
1. Attach a certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? l!J Yes D No
Signature: -------------
Geoff English
Public Works Director
l!J Signed by Lead Agency
D Signed by Applicant
D
Date: -------
Date received for filing at OPR:
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