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HomeMy WebLinkAbout2012-09-20 Packet - Regular AdjournedOrder of Notice of Continuance CITY OF UKIAH CITY COUNCIL AGENDA Adjourned Regular Meeting of September 19, 2012 CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 To September 20th, 2012 5:00 p.m. 10 ROLL CALL 2. UNFINISHED BUSINESS 12f. Award Of Contract For Observatory Park Landscape Improvements Project Specification Number 12 -09 And Corresponding Budget Amendment 3. ADJOURNMENT Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Thursday, 8:00 am to 5:00 pm. il.ac.JI :.:fi'A/ .1.',C.:,. ','.�'ia G° )t:f ,af "/ _...C.2.' t. "` IaV /i OI "i�; J:da: G'' l.is (i(;r ".i<i :.1 <: '.n.: 'i��ic:`,� f.d lyc: 1Cld �V:15 postea on the front doors at the main entrance of the Clty of JK,an City nail, locatea at 300 Seminary Avenue, UK,an, California, immediately after the adjournment of the regular meeting of September 19, as set forth on this agenda. Dated this 20th day of September, 2012. Linda Brown, City Clerk David J. Rapport Lester J. Marston Scott Johnson Darcy Vaughn Mary Jane Sheppard TO FROM DATE: SUBJECT: Law Offices Of I: 2 1 U- - - 1 An Association of Sole Practitioners 405 W. Perkins Street P.O. Box 488 Ukiah, California 95482 e -mail: drapport@pacbell.net MEMORANDUM Honorable Mayor and City Council Members David J. Rapport, City Attorney September 20, 2012 Bids for Observatory Park Landscape Improvement Project FACTUAL BACKGROUND (707) 462 -6846 FAX 462 -4235 Bids for the above - referenced project were opened on September 14, 2012. Section 1 -07 in the General Conditions requires each bidder to "be skilled and regularly engaged in the general class or type of work called for under this contract." The bidder is required to submit a statement setting forth this experience on the form provided in the bid package. The Statement of Qualifications submitted by F. Loduca Company of Stockton ( "Loduca "), the low bidder, did not list any landscaping experience. He listed only two subcontractors, Pestmasters Services, to provide Herbicide Spraying and Duran Construction, to provide paving. The City staff reviewing the bids determined that the low bidder did not demonstrate in its Statement of Qualifications that it had the requisite experience to perform the landscaping portion of the work, which is approximately 50% of the project. On the advice of the City Attorney, staff contacted the low bidder, explained their concern about his qualifications, based on the Statement of Qualifications, and asked him to submit any additional information he had to demonstrate that he had the requisite landscaping experience. The low bidder submitted a package of information from Duran Construction, the paving subcontractor, showing that it had performed landscaping work, using Johnson's Custom Landscaping or another landscaping subcontractor, but no additional information about the low bidder's landscaping experience. At its meeting on Wednesday night (9/19/12), the City Council received a staff report providing this information and the additional documentation submitted by Loduca. In addition, Frank Loduca appeared before the City Council and said he had done some landscaping work in the early 1980's, but could not substantiate that work, because the owners were deceased. He, then, said that Duran Construction was using Johnson's as a subcontractor, who was experienced and licensed to perform the landscaping work. The City Council continued its meeting to September 20 and 5 p.m. to allow the City Attorney time to Memorandum to City Council Subject: Observatory Park Bid Date: September 20, 2012 Page 2 research (1) whetherthe low bidder was required to list Johnson's as a subcontractor in his List of Proposed Subcontractors submitted with his bid, if Duran intended to use him as a landscaping subcontractor; and (2) whether Duran, as a contractor with a C -12 Earthwork and Paving Contractor Specialty License, was licensed to perform landscaping work or was licensed to subcontract that work to a licensed Landscaping Contractor. CONCLUSION Under Loduca's bid, as submitted, he is required to perform the landscaping work himself, not using a subcontractor, and the City Council must judge his qualifications to perform that work solely based on his experience in performing landscaping work as stated in his Statement of Qualifications and in any additional information submitted to staff and the City Council prior to the award of the bid. It cannot consider Duran's landscaping experience. Moreover, Johnson's Custom Landscaping cannot perform any work on this project. ANALYSIS The Subletting and Subcontracting Practices Act requires the City in soliciting bids for construction work to provide in the general conditions of the contract that bidders set forth in their bids the name and location of and the portion of the work to be performed by each subcontractor to the prime contractor and to each of the prime contractor's subcontractors, if they will perform a portion of the work in an amount in excess of one -half of 1 percent of the prime contractor's total bid. (Public Contract Code §4104.)1 To comply with this requirement, the City included in the bid package a form for listing subcontractors and Section 1.09 in the General Conditions which quotes the language from Public Contract Code §4104. If the prime contractor fails to list a subcontractor to perform a portion of the work, including a subcontractor to one of the prime contractor's subcontractors, the prime contractor must perform that portion of the work itself. (Public Contracts Code §4106.) As previously indicated, Loduca did not list Johnson's Custom Landscaping as a subcontractor. As a result Johnson's could not perform work on this project as a subcontractor to Duran. For this reason alone, the City Council cannot consider Duran's or Johnson's landscaping experience in determining whether Loduca has demonstrated that he has sufficient landscaping experience. The evidence before the City Council indicates that Duran has a C -12 Earthwork and Paving Contractors Specialty License. This license authorizes Duran to perform grading and paving, but does not authorize landscaping work. (16 CCR §832.12.) A C -27 Landscaping Contractor's Specialty License authorizes the contractor to construct, maintain, repair, install or subcontract the development of landscape systems and facilities which are designed to improve the grounds within or surrounding a structure or plot of land. As part of performing these services, the landscaping contractor can prepare and grade plots and areas for the installation of architectural, horticultural and decorative treatment or arrangement. (16 CCR §832.27.) Accordingly, Duran is not licensed to perform landscaping work. A contractor with a specialty license can subcontract with other specialty contractors, if their work is incidental and supplemental to the work performed by the specialty contractor. (Business and Professions Code §7059.) Incidental and supplemental work is work that is essential to accomplish the work in which the specialty contractor is classified. (16 CCR §831.) Since landscaping work is not essential to performing the paving work for which Duran is licensed, Duran cannot subcontract with Johnson's to perform landscaping work at Observatory Park. 1 Copies of the authorities reference in this memorandum are attached. Memorandum to City Council Subject: Observatory Park Bid Date: September 20, 2012 Page 3 For this separate reason, the City Council cannot consider Duran's experience in performing landscaping work in determining whether Loduca has the requisite landscaping experience. Cited statutes, regulations and contract provisions 16 CCR § 831. Incidental and Supplemental Defined For purposes of Section 7059, work in other classifications is "incidental and supplemental" to the work for which a specialty contractor is licensed if that work is essential to accomplish the work in which the contractor is classified. A specialty contractor may use subcontractors to complete the incidental and supplemental work, or he may use his own employees to do so. B & P code § 7059. Rules and regulations affecting classification of contractors; Contracts involving two or more crafts; Public works contracts (a) The board may adopt reasonably necessary rules and regulations to effect the classification of contractors in a manner consistent with established usage and procedure as found in the construction business, and may limit the field and scope of the operations of a licensed contractor to those in which he or she is classified and qualified to engage, as defined by Sections 7055, 7056, 7057, and 7058. A licensee may make application for classification and be classified in more than one classification if the licensee meets the qualifications prescribed by the board for such additional classification or classifications. The application shall be in a form as prescribed by the registrar and shall be accompanied by the application fee fixed by this chapter. No license fee shall be charged for an additional classification or classifications. Nothing contained in this section shall prohibit a specialty contractor from taking and executing a contract involving the use of two or more crafts or trades, if the performance of the work in the crafts or trades, other than in which he or she is licensed, is incidental and supplemental to the performance of the work in the craft for which the specialty contractor is licensed. (b) In public works contracts, as defined in Section 1101 of the Public Contract Code, the awarding authority shall determine the license classification necessary to bid and perform the project. In no case shall the awarding authority award a prime contract to a specialty contractor whose classification constitutes less than a majority of the project. When a specialty contractor is authorized to bid a project, all work to be performed outside of his or her license specialty, except work authorized by subdivision (a), shall be performed by a licensed subcontractor in compliance with the Subletting and Subcontracting Fair Practices Act (Chapter 4 (commencing with Section 4100) of Part 1 of Division 2 of the Public Contract Code). 16 CCR § 832.12. Class C -12-- Earthwork and Paving Contractors An earthwork and paving contractor digs, moves, and places material forming the surface of the earth, other than water, in such a manner that a cut, fill, excavation, grade, trench, backfill, or tunnel (if incidental thereto) can be executed, including the use of explosives for these purposes. This classification includes the mixing, fabricating and placing of paving and any other surfacing materials. 16 CCR § 832.27. Class C -27 -- Landscaping Contractor A landscape contractor constructs, maintains, repairs, installs, or subcontracts the development of landscape systems and facilities for public and private gardens and other areas which are designed to aesthetically, architecturally, horticulturally, or functionally improve the grounds within or surrounding a structure or a tract or plot of land. In connection therewith, a landscape contractor prepares and grades plots and areas of land for the installation of any architectural, horticultural and decorative treatment or arrangement. Public Contract Code § 4101. Bid shopping and bid peddling The Legislature finds that the practices of bid shopping and bid peddling in connection with the construction, alteration, and repair of public improvements often result in poor quality of material and workmanship to the detriment of the public, deprive the public of the full benefits of fair competition among prime contractors and subcontractors, and lead to insolvencies, loss of wages to employees, and other evils. Public Contract Code § 4104. Listing of subcontractors in bid or offer Any officer, department, board or commission taking bids for the construction of any public work or improvement shall provide in the specifications prepared for the work or improvement or in the general conditions under which bids will be received for the doing of the work incident to the public work or improvement that any person making a bid or offer to perform the work, shall, in his or her bid or offer, set forth: (a) (1) The name and the location of the place of business of each subcontractor who will perform work or labor or render service to the prime contractor in or about the construction of the work or improvement, or a subcontractor licensed by the State of California who, under subcontract to the prime contractor, specially fabricates and installs a portion of the work or improvement according to detailed drawings contained in the plans and specifications, in an amount in excess of one -half of 1 percent of the prime contractor's total bid or, in the case of bids or offers for the construction of streets or highways, including bridges, in excess of one -half of 1 percent of the prime contractor's total bid or ten thousand dollars ($10,000), whichever is greater. (2) (A) Subject to subparagraph (B), any information requested by the officer, department, board, or commission concerning any subcontractor who the prime contractor is required to list under this subdivision, other than the subcontractor's name and location of business, may be submitted by the prime contractor up to 24 hours after the deadline established by the officer, department, board, or commission for receipt of bids by prime contractors. (B) A state or local agency may implement subparagraph (A) at its option. (b) The portion of the work that will be done by each subcontractor under this act. The prime contractor shall list only one subcontractor for each portion as is defined by the prime contractor in his or her bid. 1 -09. Identification of Subcontractors. All bids shall comply with the Subletting and Subcontracting Fair Practices Act (Government Code Section 4100 and following) and shall set forth: (a) The name and the location of the place of business of each subcontractor who will perform work or labor, or render service to the prime contractor in or about the construction of the work, or to a subcontractor licensed by the State of California who, under subcontract to the prime contractor, specially fabricates and installs a portion of the work according to detailed drawings contained in the plans and Special Provisions, in an amount in excess of one -half of 1 percent of the prime contractor's total bid. (b) The portion of the work which will be done by each such subcontractor. The prime contractor shall list only one subcontractor for each such portion defined by the prime contractor in his or her bid. City of 'Ukiah MEMORANDUM To. Members of the City Council From. Katie Marsolan, Community Services Administrator cc: Linda Brown, City Clerk Date. September 19, 2012 Re: ITEM 12f — Meeting of September 19, 2012, Observatory Park Landscape Improvements, Specification No. 12 -09 Attachment "A" for your review is the Bid Tabulation sheet for the above referenced project. The bid opening occurred at 2:00 PM Friday, September 14, 2012. Three contractors submitted bids. As outlined in the bid schedule the lowest bid was based upon a combined total of the base bid item and the add alternate item. The apparent low bidder was F Loduca Co. of Stockton, CA with a bid of $128,045.70. The second low bidder was Environmental Landscape Solutions (ELS) of Sacramento, CA with a bid of $128,704.18. Each bidder is required to fill out a Statement of Experience. Attachment "B" is a copy of the statement submitted by the apparent low bidder, F. Loduca Company. When reviewing the statement from F. Loduca, there wasn't any experience listed specifically for landscaping. Staff notified F. Loduca Company that this was a concern, and that it could affect their bid as being deemed "non- responsible". Responsibility means the fitness, quality, and capacity of the bidder to satisfactorily perform the proposed work. Staff further gave the F. Loduca Company an opportunity to provide additional information that would show past experience in performing landscaping work. Attachment "C" is a copy of the additional statement of experience that F. Loduca Company submitted, which identifies specific work that Duran Construction was involved with. Duran Construction, who is a State of California licensed C12 (earthwork and paving) contractor, was identified in Loduca's bid as a subcontractor to perform the paving portion of the work. Since Duran Construction does not hold the required State of California C27 (landscaping) licensing, they would be unable to perform the landscaping work themselves. Following correspondence with the City Attorney, staff believes the apparent low bidder, F Loduca Co, should be deemed as non - responsible and Council should award the bid to the second lowest responsive, responsible bidder. Attachment "D" is the statement of experience from Environmental Landscape Solutions (ELS). Based on the budget for the project, staff is recommending that the City award the base bid to ELS at a total of $125,301.28. The cost of the base bid with a 10% contingency is $137,831.40. Staff is recommending that Council approve a corresponding budget ammendment as detailed below. The funding is available in the Park Development Fund Balance and can only be used for the purposes of park construction. There is a grant match in the amount of $58,850 that will be reimbursed to the City upon completion of the project. Attachment "E" is page 180, Park Development, from the 2012- 2013 adopted budget. Fiscal Impact: Budgeted FY Budget Amendment X 12/13 New Appropriation ❑ Not Applicable FX1 Required Budgeted Source of Funds (title and #) Account Number Addtl. Appropriation $43,000 Park Development: Observatory 140.6050.930.000 Park Development: Observatory 140.6050.930.000 $777885 Park Development: Playgrounds 140.6050.930.003 $28,151 RECOMMENDED ACTION 1. For the the construction contract for Observatory Park Landscape Improvements, Specification No. 12 -09, deem the Apparent Low Bidder, F Loduca, CO. as non - responsible, and award the contract to the second low bidder, ELS of Sacramento, CA in the amount of $125,301.28, and approve corresponding budget ammendment. Lv lil L( �0000.0000 000000000 00000000000.00 Ln. In 05 61 000LI)000o00reig9t0 )o C) 4 N a c �0000i0000 000�o . 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R 'a v 9 O r o m col = m a, m J LDd L4 tA STATEMENT OF EXPERIENCE OF BIDDER The bidder is required to state below what work of similar magnitude or character he or she has done and to give references that will enable the City Council to judge of his or her experience, skill and business standing and his or her ability to conduct work as completely and rapidly as required under the terms of the contract. 62695 ZZ l (.lLdkA 'uFi�% � �- L,t30LDi �lffl� UAYOO/Z6 10 M A A A WdieeS PYF NTC7- FOR 40 wAIE�e kl*ff REPA 44 / H �zPSr cS7 E7' ,qQc4 r,4., c 76 7) ?41r—�Da y� �flBkrG4T ND /aCSTftLG�v t6hTEf2 -7VjEAr".5::W 77PC -, Cc4Q1Rae 605u� N.tHER PO BOX t-?80,5- PA9*Ai� C-I1 q5-7( 77 f5 a 0 KOO RM5V CL- 41Q�< SFGcdEk L -iit/� 4L -LAIV SC-ictl 1 i D 7` %�O L �.�lry0 . f IR416A-77VIV i�cls7 �1 LL CoRAI 4) ZS i Jz;wR y w rcbv� O gl(6 ROAD 07f c% r30 rzt) 9 C?' q -7 r G �� Observatory Park Landscape Improvements , 33 Spec. No. 12 -09 Gtr nom. i tic PAST PERFORMANCE June 2008 Oak Manor School Renovation - Parking lot improvements -Site Landscaping - Johnsons Custom Landscaping, Ukiah CA May 2009 Redwood Senior Center - Parking lot improvements -Site Landscaping- Johnson Custom Landscaping, Ukiah CA August 2009 Kohl's Department Store, Ukiah CA -Site Development - Parking Area - Landscape Design — Creative Landscaping, Ukiah CA August 2011 McCarty Auto Body - Complete remodel of parking areas - Curbing -Site Landscaping - Johnson Custom Landscaping, Ukiah CA PO BOX 681 - Redwood Valley, CA 95470 1 Office:707- 462 -8085 • Fax: 707 - 462 -8091 duranconstruction @ pacific,net M771 �" �I j r Paving • Chip Sealing • Concrete Structures • Utilities CALIFORNIA 3771 Christy Lane Ukiah, CA 95482 707 - 462 -8085 office 707 - 462 -8091 fax Email: duranconstruction @pacific,net Web Site: www.duranconstruction.us Licensed by the California Contractors State License Board ARIZONA 60 East Rio Salado Parkway #900 Tempe, AZ 85281 480- 366 -5850 office 480 - 366 -5801 fax Bonded by HCC Surety Group, $300,000 single and $600,000 aggregate Insured by The Bond Exchange & Insurance Agency 8(a) certified by the Small Business Administration (SBA) until .111/05/2019 Small Disadvantaged Business (SDB) certified by the SBA until 11/05/2019 Mr. Gilbert Duran, President, founded Duran Construction in California in 1992 to provide commercial, institutional, residential, military, and government customers with fast, affordable, and attractive paving and concrete options. Since its inception almost 20 years ago, Duran Construction has expanded to also offer chip sealing, paving and striping, roadway grading and maintenance, highway construction, pipe and utilities installation, site preparation, and many more related services. Recent repeat customers include Pacific Gas and Electric, Mendocino County, the United States Army Corps of Engineers (USACE), U.S. Dept of the Interior Fish & Wildlife Service, Bureau of Land Management, and many others, including schools, churches, municipalities, utilities and more. DUNS: California 835754979, Arizona 965996387 CAGE /NCAGE: California 5SRY4, Arizona 67WN3 SBA Number: P1156707 SIC Codes Include: 1611 Highway and Street Construction (Except Elevated Highways), 1771 Concrete Work, 1794 Excavation Work We offer emergency response services within Mendocino County, CA. r: Site Preparation.Contrattoi 11 BASIC ORDERING AGREEMENTS ISSUED BY. DEPARTMENT OF THE NAVY NAVAL FACILITIES ENGINEERING COMMAND SOUTHWEST 1220 PACIFIC HIGHWAY SAN DIEGO, CA 92132 -5190 Contact Information: Laurel Colon: 619.532.2967 (laurel.colon @naw.mil) Redna Fork: 619.532.3779 (redna.fork @naw.mil) N62473- 11 =R =SB0A Contract Number: N6247341 -G -0025 30 March 2012 — 29 March 2013 8(a) Basic Ordering Agreement (BOA) for General Construction work in the San Diego, Los Angeles, Santa Ana, California and Phoenix, Arizona Small Business Administration (SBA) Districts N62473- 11 =R -NB0A Contract Number: N62473 -11 -G -0050 30 June 2012 — 29 June 2013 8(a) Basic Ordering Agreement (BOA) For General Construction Work in the Fresno, Sacramento, San Francisco, CA; and Las Vegas, NV Small Business Administration (SBA) Districts THE BOND EXCHANGE AND INSURANCE AGENCY August 31, 2011 Re: Duran Construction Contractor Pre - Qualification Dear Sir or Madam, The Bond Exchange and Insurance Agency has the pleasure of handling Duran Construction's bonding requirements. All bonds provided for Duran Construction are executed through a licensed California carrier by the name of Allegheny Casualty Company, which is Federal Treasury listed and has a rating of "AN" by A.M. Best. Duran Construction has a bond program which allows for $300,000 in single and $600,000 aggregate bonding capacity. Our investigation of Duran Construction clearly indicates a company thoroughly versed in the construction industry with a wealth of experienced people who have become known for their ability to complete jobs on schedule and within budget, complemented with excellent workmanship. Duran Construction is licensed, bonded, and fully capable to perform construction work under the NAICS subsectors 236, 237 and /or 238. We and assure you that based on our normal conditions being prevalent and all underwriting conditions being met, we can foresee no difficulty in fulfilling requests by your organization to execute faithful performance and labor and materials bonds, as required by the terms of any contract awarded to them. You understand, of course, that any arrangement for the bid or final bond or bonds is a matter between the Contractor and ourselves and we assume no liability to third parties or to you for any reason we do not execute said bond or bonds. Rega Jarnk Presid 24800 Lhrisanta Drive, Suite 160, Mission Viejo; CA 92691 (949) 461 -;000 Phone © (800),64-7233 Toll Free ® (%949) 461 -7725 Fax C:aGfnnlis Lirensrx tin. OC66786 United States Department of the Interior FISH AND WILDLIFE SERVICE Humboldt Bay National Wildlife Refuge Complex 1020 Ranch Road P.O. Box 576 In Reply Refer Loleta, CA 95551 To: Phone (707) 733 -5406 / Fax (707) 733 -1946 Web: www.fws.gov /humboldtbay To Whom It May Concern: 8 September 2011 Duran Construction recently completed a road and parking area re- surfacing project for the Refuge as part of a project to provide increased visitor services and public access to one of our units. The road they re- surfaced was seriously degraded and located in an area that prevented proper drainage. Duran construction completed the job in a timely fashion and to a high standard. Their management, foremen, and crew kept Refuge staff abreast of progress and conducted themselves professionally throughout the project. Kenneth Griggs Deputy Refuge Manager Humboldt Bay NWR Complex Loleta, CA 95551 United States Department of the Interior BUREAU OF LAND MANAGEMENT Arizona State Office TAKE PRIDE® One North Central Avenue, Suite 800 Phoenix, AZ 85004 -4427 www.az.blm.gov Memorandum Nov 2, 2011 From: Thomas Bonner, Contracting Officer (CO), Arizona State Office AZ951 Subject: Letter of Recommendation It has been my pleasure as the Lead Contracting Officer for the Bureau of Land Management's Arizona State Office to work with Gil Duran and the rest of Duran Construction. Duran Construction was able to fulfill the needs of two critical BLM projects with short notice and short window of opportunity. As far as 8a contractors go, you will not find a better organized or more professional contractor than Duran Construction: Duran Construction worked closely with BLM engineering to accurately resolve several key concerns for the high altitude, precarious road construction project. When it was time to start the project, Duran Construction was getting the job accomplished as planned, always ensuring that all safety guidelines were followed and subcontractors were aware of all relevant project aspects. I would recommend Duran Construction to any agency that is looking for a professional construction contractor. Duran Construction is a quality company that accomplishes high quality work for a fair price. Feel free to contact me with any questions or concerns regarding my experience with Duran Construction. Sincerely, Tom Bonner Tom Bonner Contracting Officer, BLM 623 -570 -9585 �l 1/ J% 1� JY 1J J% �7 J� J% :liJ 1 7 '4 vi is �yN e j i ,1 Id AxzA STATEMENT OF EXPERIENCE OF BIDDER The bidder is required to state below what work of similar magnitude or character he or she has done and to give references that will enable the City Council tojudge of his or her experience, skill and business standing and his or her ability to conduct work as completely and rapidly as required under the terms of the contract. c Observatory Park Landscape Improvements 33 Spec. No. 12 -Gy M NTAIL ENV E la n ds c at e solutaons CA Ca'ff"CrO" L MiW 913497 #17. 916.388.0308 Name of Project: Upgrade Vista Points 04- 2A5424 Owner/ Contact Person: Caltrans /Fred Booshehri Phone Number: 650.855.7777 Contract Cost: $293,000 Bonding Company Wilcox Bonding Contact Person: Gloria Wilcox Phone Number: 916.929.4041 Year Completed 2012 Name of Project: Emerald Glen Park Owner/ Contact Person: City of Dublin / Herma Lichtenstein Phone Number: (925) 833 -6672 Contract Cost: $39,500 Bonding Company Wilcox Bonding Contact Person: Gloria Wilcox Phone Number: 916.929.4041 Year Completed 2012 Name of Project: Giuntoli 01- 482404 Owner/ Contact Person: Caltrans / Mark Gorona Phone Number: 707.496.4359 Contract Cost: $234,217 Bonding Company Wilcox Bonding Contact Person: Gloria Wilcox Phone Number: 916.929.4041 Year Completed 2012 Name of Project: Central Elk Grove Playground Replacement Contract #PC -10 -06 Owner/ Contact Person: Cosumnes Community Service District/ Sheri Noblett Phone Number: 916.405.5337 Contract Cost: $171,680 Bonding Company Wilcox Bonding Contact Person: Gloria Wilcox Phone Number: 916.929.4041 Year Completed 2010 phone: 916.388.0308 a cfax. 916.258.0971 0 frt; 916.388.0828 BusinesSilddress: 8380 ROVANA CIRCLE SACRAMENTO. 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O O O X N GI �OLL I — h WZZ O F WZZ C tnh WZZ N fAOF - W ZZ b1 WC.) a�—WZZ 0 m m a W41 September 19, 2012 SUBJECT: AWARD OF CONTRACT FOR OBSERVATORY PARK LANDSCAPE IMPROVEMENTS PROJECT SPECIFICATION NUMBER 12-09 AND CORRESPONDING BUDGET -AMENDMENT Summary: Staff is requesting that the City Council award the contract for Observatory Park Landscape Improvements Project, Specification No. 12-09. Background: Observatory Park is approximately four acres with frontages facing Luce Street and Observatory Avenue. The property is both historic and special in that only six such International Latitude Observatory sites exist around the world. Ukiah's original Observatory was built on this site in 1899, The historical residence and three small outbuildings, comprising approximately one acre, are concentrated on the south side of the property facing Observatory Avenue, The remaining property extends north to Luce- Street. The Department of Interior granted the property to the City of Ukiah for the purpose of developing a public park, Discussion: The Observatory Park Landscape Improvement Project will install park elements such as the planting, irrigation and pathways. The pathways will be constructed of a compacted aggregate. The planting plan includes native drought tolerant species. Likewise, the project will improve the entrance to the park on >Luce Street by replacing the existing chain-link fence and gate with a welcoming entrance path and landscaped area bordering the street. The engineer's estimate for this project is $112,400. The Purchasing Department began advertising the project on August 19,2012. Sealed proposals will be received and opened on September 14, 2012. Staff is seeking Council approval for award of the contract based on the outcome of the bid opening. A bid tabulation sheet will be provided to the Council and the public at the meeting. The funding for this project is budgeted in account 140.6050.930.000 in the Park Development Fund. This City received a matching grant through the Land and Water Conservation Fund for $58,850 toward 50% of the project costs. The City previously set aside funding for Observatory Park as shown in the Park Development Fund in the Observatory Park Project Balance which represents the matching component. Recommended Action(s): Award contract for Observatory Park Landscape Improvements Project, Specification No. 12-09 to the lowest responsive, responsible bidder based on bids submitted on September 14, 2012, and approve corresponding budget amendment. Alternative Council Option(s): Remand to staff with direction. Requested by: Prepared by: Katie Marsolan, Community Services Administrator Coordinated with: Jane Chambers, City Manager and Mary Horger, Purchasing Supervisor Attachments: Approved:,—Q&-- Chambers, City Manager As part of this Agenda Item staff is seeking approval of a budget amendment. A large portion of the project work was scheduled and budgeted to occur in fiscal year 2011 -2012; however, the work will be performed in fiscal year 2012 -2013. The budget amendment will move the expenses and grant revenue items forward into the current fiscal year. Fiscal Impact: Budgeted FY 12/13 New Appropriation Not Applicable 1XI Budget Amendment Required Amount Budgeted Source of Funds (title and Account Number A_ ddtl. Appropriation Requested $43,000 Park Development: Observatory Park 140.6050.930.000 $77,885