CC 2012-11-27_08.g. Soto Sports Complex Electrical and Lighting UpgradeMEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, DIRECTOR OF MAINTENANCE SERVICES
BY: MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO R & M
ELECTRICAL CONTRACTING FOR CONSTRUCTION OF THE SOTO
SPORTS COMPLEX ELECTRICAL AND LIGHTING UPGRADE
PROJECT, PW 2012-01
DATE: NOVEMBER 27, 2012
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the Soto Sports Complex Electrical and Lighting Upgrade
Project to R & M Electrical Contracting in the amount of$ 240,595;
2. Authorize the City Manager to approve change orders for 1 0% of the contract
amount, $24,059, for unanticipated costs during the construction phase of the
project (total construction costs=$ 240,595 + $ 24,059 = $264,654);
3. Find that the subject project is categorically exempt from CEQA pursuant to
Section 15303(d);
4. Approve the transfer of $101,200 from other Park Improvement funded projects
listed below to the Soto Sports Complex Electrical and Lighting Upgrade Project;
5. Appropriate an additional $38,000 in reserves from Park Improvement fund to the
Soto Sports Complex Electrical and Lighting Upgrade Project; and
6. Direct the City Clerk to file a Notice of Exemption.
IMPACT TO FINANCIAL AND PERSONNEL RESOURCES:
The FY 2011/13 Capital Improvement Program includes approximately $168,311,
consisting of Park Improvement Funds, for the Soto Sports Complex Electrical and
Lighting Upgrade Project. Anticipated design costs for the project are $24,500. In
addition, approximately $2,000 will be charged to the project for staff time. The original
Item 8.g. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO R & M ELECTRICAL
CONTRACTING FOR THE SOTO SPORTS COMPLEX ELECTRICAL AND LIGHTING
UPGRADE PROJECT, -
PW 2012-01
NOVEMBER 27, 2012
PAGE 2
cost estimate during budget preparation was significantly lower than the actual bid
amounts as detailed below:
LOW BID AMOUNT:
CONTINGENCY (10%)
ELECTRICAL DESIGN:
STAFF COSTS:
TOTAL ANTICIPATED COST:
ORIGINAL PROJECT BUDGET:
ADDITIONAL FUNDING REQUIRED:
$240,595
$ 24,059
$ 24,500
$ 2,000
$291,145
$168,311
$ 139,196
As a result of this project budget deficiency, staff recommends the transfer of $101,200
from the following park improvement projects that can be delayed or have been
completed under-budget.
• Tennis & Basketball court resurfacing-
• Centralized Irrigation System-
• Park Improvements-Various-
Total amount of transferred funds
$ 50,000
$44,200
$ 7,000
$101,200
In addition, staff recommends the allocation of $38,000 in reserves from Park
Improvement funds. With the recommended project funding above, the anticipated
balance of the Park Improvement fund (214) at the end of fiscal year 2012/13 will be
approximately $5,000.
BACKGROUND:
The lighting fixtures at Ikeda and Volunteer fields are outdated, damaged and not
energy efficient, requiring replacement. In addition, the electrical switch gear and
related wiring for the sports field lighting at this facility were installed decades ago by
volunteers and not installed to current electrical code standards. The electrical switch
gear, pump controls and electrical panel housing have deteriorated and require
replacement. This park improvement project was included in the FY 2011/12 budget.
ANALYSIS OF ISSUES:
On Monday, November 19, 2012, six bids were opened for the Soto Sports Complex
Electrical and Lighting Project. The lowest responsible bid, from R & M Electrical
Contracting, was in the amount of $ 240,595. Staff has determined the bid to be
responsive and recommends the award of a construction contract to R & M Electrical
Contracting.
The scope of work involves upgrades and modernization of the electrical systems and
fixtures for the ball field lights in the Soto Sports Complex to meet current electrical
Item 8.g. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO R & M ELECTRICAL
CONTRACTING FOR THE SOTO SPORTS COMPLEX ELECTRICAL AND LIGHTING
UPGRADE PROJECT,
PW 2012-01
NOVEMBER 27, 2012
PAGE 3
codes. The work is expected to be performed entirely in December and January. The
project was delayed so that it could be completed in winter to have the least impact on
team schedules. Therefore, it is important to proceed at this time to maintain the
desired work schedule.
Staff recommends that this project be awarded and move forward because the severity
of the poor existing conditions of the electrical systems and lighting at Soto Sports
Complex. The following park improvement projects that can be delayed or have been
completed under-budget, allowing the higher priority electrical and lighting repairs to
move forward:
• Tennis & Basketball court resurfacing- The surface of the Elm Street Tennis
Courts is in good condition and may be postponed for a few additional years. In
addition, the basketball courts at various City Parks may also be postponed and
City staff can paint the court lines instead of contracting out this service.
• Centralized Irrigation System — This project was reduced in scope and is nearing
completion substantially under budget. Additional minor improvements to the
irrigation system in our City parks can be funded through the current Parks
budget.
• Park Improvements- Various - This account primarily funds an annual turf
renovation project at the Soto Sports Complex. The recommended funds from
this project to be transferred were generated from savings from last year's
renovation project
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
• Approve staff's recommendations to award a construction contract to the lowest
responsive bidder;
• Do not award a construction contract for the project at this time;
• Provide direction to staff.
ADVANTAGES:
This project will improve the efficiency and safety of the electrical and lighting systems
at the Soto Sports Complex. In addition, due to the age of the existing electrical switch
gear equipment, replacement parts are no longer available. The new sports field
lighting fixtures proposed are more energy efficient than the existing lighting fixtures and
are shielded, focusing the lighting directly onto the field, reducing the amount of light
spillage.
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO R & M ELECTRICAL
CONTRACTING FOR THE SOTO SPORTS COMPLEX ELECTRICAL AND LIGHTING
UPGRADE PROJECT,
PW 2012-01
NOVEMBER 27, 2012
PAGE 4
DISADVANTAGES:
The project will deplete the amount of Park Improvement funds that may be use for
other needed park improvement projects. However, this project is the City's highest
priority park infrastructure improvement project. While staff is comfortable transferring
the funds recommended, it should be noted that there are other equipment upgrade
needs in several parks that may be necessary during the next few years. Since
revenues have decreased substantially in the Park Improvement Fund due to minimal
development activity, there is park improvement funding source which will need to be
addressed it the future.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Section 15301(d).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted in front of City Hall and on the City's website on Wednesday,
November 21, 2012. No public comments were received as of the time of preparation
of this report.
Attachment:
1. Notice of Exemption
2. Bid Tabulations
Attachment No. 1
Notice of Exemption
To: Office of Planning and Research
1440 Tenth Street, Room 121
Sacramento, CA 95814
@ 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 Electrical & Lighting Upgrade Project PW 2012-01
Project Location -Specific: Soto Sports Complex, 300 Block of South Elm Street
Project Location -City: Arroyo Grande Project Location -County: San Luis Obispo
Description of Project:
Name of Public Agency Approving Project: City of Arroyo Grande -Recreation and Maintenance
Services Dept.
Name of Person or Agency Carrying Out Project: ---!..!M~i~ch:.!.!a~e~I-=L!!..in!!.,;n"--!..,.P.:.!.E::..!. _____________ _
Exempt Status: (check one)
0 Ministerial (Section 12080(b)(1 ); 15268);
0 Declared Emergency (Sec. 21080(b)(3); 15269(a));
0 Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
@ Categorical Exemption. State type and section number: ~S~ec~t~io~n~1~5~3~0:....:.1.1..!(d:!.l.) ____________ _
0 Statutory Exemptions. State code number:
Reasons Why Project Is Exempt: Replacement I Upgrades of existing electrical facilities.
Lead Agency
Contact Person: Michael Linn. P.E. Area Codeffelephone/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? @Yes 0 No
Signature: ----------Date: ___ _
Geoff English
Director of Recreation and Maintenance Services
@ Signed by Lead Agency
0 Signed by Applicant
0 Date received for filing at OPR:
Item 8.g. - Page 3
ATTACHMENT 2
CITY OF
RROYO GR4
}'i1cALIFO RNIA�F
BID OPENING LOG SHEET
CITY OF ARROYO GRANDE
DEADLINE: NOVEMBER 19, 2012, 2:00 PM
Soto Sports Complex Electrical& Lighting Upgrade Project
SUBMITTED BY: TOTAL
Lee Wilson Electric Company $252,600.00
Arroyo Grande, CA
RFM Contracting, Inc. dba $240,595.00
R&M Electrical Contracting
Lake Forest, CA
Cal Electro, Inc. $247,000.00
Redding, CA
•
Ace Electric, Inc. $248,500.00
San Diego, CA
Native Electrical Construction $275,000.00
Ramona, CA
Lane Electric, Inc. $243,744.60
Fresno, CA
e� �P,�ROYO Gqq$
Kitty No n, Deputy City Clerk -Amp Ctq%
JULY
c• Director Maintenance Services 41i As stant City E9 neer ALFO"
City Manager