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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