CC 2016-04-12_09j Award Contract_Soto Sports Complex Phase II
MEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO S. CHAVES
CONSTRUCTION INC. FOR CONSTRUCTION OF THE SOTO SPORTS
COMPLEX BARRIER REMOVAL PROJECT, PHASE II, PW 2015-16
DATE: APRIL 12, 2016
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the Soto Sports Complex Barrier Removal Project, Phase II
project to S. Chaves Construction Inc. in the amount of $75,574.12;
2. Authorize the City Manager to approve change orders for 10% of the contract
amount, $7,557.41 for unanticipated costs during the construction phase of the
project (total construction costs = $75,574.12 + $7,557.41 = $83,131.53); and
3. Direct the City Clerk to file a Notice of Exemption.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The amended FY 2015-16 Capital Improvement Program Budget includes $93,792 of
Community Development Block Grant (CDBG) funds for the subject project. Staff is
recommending the CDBG funds be combined with $11,500 from the ADA Program &
Retrofit Program project and the remaining balance of $1,960 from the 2015 Citywide
Concrete Repair project in order to fund improvements at both Campbell and Pilg fields.
The engineer’s estimate for the project was $70,000. The total cost of the project
including contingencies, design, contract administration and inspection is $107,252.
BACKGROUND:
The project will provide American with Disability Act (ADA) accessible vehicle parking
stalls in the Soto Sports Complex parking lot with a pathway to Pilg Field; and curb,
gutter and sidewalk linking Ash Street to Campbell Field adjacent to the existing Elm
Street Park parking lot entry road.
City and San Luis Obispo County staff held a non-mandatory on-site pre-bid meeting to
ensure that all potential bidders understood both the project and the requirements of the
CDBG funding.
Item 9.j. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO S. CHAVES
CONSTRUCTION INC. FOR CONSTRUCTION OF THE SOTO SPORTS COMPLEX
BARRIER REMOVAL PROJECT, PHASE II, PW 2015-16
APRIL 12, 2016
PAGE 2
ANALYSIS OF ISSUES:
Staff designed the project to include separate schedules for the two fields, Campbell
Field being the Base Bid, and Pilg Field being an Add Alternate. In accordance with the
Notice to Bidders, the award of contract is to be based on the lowest bidder which was
S. Chaves Construction Inc. The lowest bid, $75,574.12 from S. Chaves Construction
Inc. was deemed responsive and staff recommends award of a construction contract to
S. Chaves Construction Inc. accordingly. As favorable bids were received, staff is also
recommending the Add Alternate be included in the project award.
The contract time is 40 calendar days. Work is expected to begin in May and be
completed in June 2016. The award of 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 recommendation to award a construction contract to S. Chaves
Construction Inc. for the Sports Complex Barrier Removal Project, Phase II
project;
2. Do not award a construction contract for the project; or
3. Provide direction to staff.
ADVANTAGES:
The project will eliminate current barriers to ADA access for the Campbell and Pilg ball
fields.
DISADVANTAGES:
There are no disadvantages identified at this time.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Section 15301(c).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted at City Hall on Thursday, April 7, 2016. The agenda and staff
report were posted on the City’s website on Friday, April 8, 2016. No public comments
were received as of the time of preparation of this report.
Attachment:
1. Bid Opening Log Sheet
2. Notice of Exemption
Item 9.j. - Page 2
Attachment No. 1
Item 9.j. - Page 3
Attachment No. 2
Notice of Exemption
To: Office of Planning Research From: (Public Agency) City of Arroyo Grande
1440 Tenth Street, Room 121 300 East Branch Street
Sacramento, CA 95814 Arroyo Grande, CA 93420
(805) 473-5460
County Clerk
County of San Luis Obispo
County Government Center
San Luis Obispo, CA 93408
Project Title: Soto Sports Complex Barrier Removal Project, Phase II, PW 2015-16
Project Location - Specific: Soto Sports Complex, 1275 Ash Street
Project Location - City: Arroyo Grande Project Location - County: San Luis Obispo
Description of Project: Installation of accessible facilities within the Soto Sports Complex at Campbell
Field and Pilg Field
Name of Public Agency Approving Project: City of Arroyo Grande – Public Works Department
Name of Person or Agency Carrying Out Project: Geoff English, Director of Public Works
Exempt Status: (check one)
Ministerial (Section 12080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Categorical Exemption. State type and section number: Section 15301(c)
Statutory Exemptions. State code number:
Reason Why Project is Exempt: Minor alteration of existing streets and sidewalks
Lead Agency
Contact Person: Jill McPeek, CIP Manager Area Code/Telephone/Extension: (805) 473-5444
E-mail: jmcpeek@arroyogrande.org
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? Yes No
Signature: Date:
Teresa McClish
Director of Community Development
Signed by Lead Agency Date received for filing at OPR:
Signed by Applicant
Item 9.j. - Page 4