SR-303-003 (2)EPWM:CP:AA:LF:LB s:\sp1781\cc1781-3
Council Meeting: September 28, 1999
TO: Mayor and City Council
FROM: City Staff
Santa Monica, California
SUBJECT: Award of Construction Contract for the Douglas Park Improvement Project
to Valley Crest Landscape, Inc.; Recommendation to Authorize the City
Manager to Negotiate and Execute a Construction Management Contract
with Black & Veatch Construction, Inc.; and Authorize the City Manager to
Increase the Contract Amount for Architectural Services Provided by Rios
Associates
IntrnrJi irtinn
This report recommends that the City Council award a construction contract to Valley
Crest Landscape, Inc., the lowest responsible bidder, in the amount of $1,189,150 to
construct the Douglas Park Improvement Project. This report also recommends that
the City Council authorize the City Manager to negotiate and execute a contract with
Black & Veatch Construction, Inc. in an amount not to exceed $100,000 for construction
management for the Douglas Park Improvement Project. This report also
recommends that the City Council authorize the City Manager to increase the contract
amount by $48,400 for architectural services provided by Rios Associates for pouglas
Park and playgrounds at Clover, Marine, Los Amigos and Ozone Parks. This
increases the Rios Associates contract to an amount not to exceed $270,177.
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Backqround
On January 14, 1997, City Council awarded a contract to Rios Associates for
preparation of design drawings and construction documents for the renovation of
Douglas Park and children's play areas in four city parks. The contract was
subsequently modified to include design of a new restroom building at Douglas Park
and design of a new play area at Los Amigos Park. After endorsement by City
Commissions, Council reviewed and approved the schematic design on March 3, 1998.
The Douglas Park Improvement Project and the City's Selected Accessibility and
Maintenance Improvements Project include construction of a new playground at
Douglas Park incorporating accessible play equipment, construction of a ramp and
installation of water jets in the existing casting pool, complete reconstruction of the
pond system, construction of a new restroom building, reconstruction of all paths,
installation of artist-designed picnic tables and extensive regrading, irrigation and
replanting. Specific accessibility improvements include construction of ADA
compliant ramps to replace the existing stairs at the bowling green and at the Chelsea
Avenue tennis court and installation of ADA approved drinking fountains. Maintenance
improvements include resurfacing of the tennis courts, fence repair and replacement,
and painting of the existing light poles. Construction is expected to begin in November,
1999 and be completed in the fall of 2000.
Discussion
A Notice Inviting Bids for the construction contract was published on July 22 and July
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29, 1999 in the The Arq onaut and The Green Sheet. Bid documents were sent to
twelve women/minority business enterprise associations (WMBE). Bidding
packages were requested by ten contractors. The City Clerk's office received eight
sealed bids which were publicly opened and read aloud on August 24, 1999 by the
Deputy City Clerk. The results were:
Valley Crest Landscape, Inc
Terra-Cal Construction, Inc.
Emma Corporation
Pima Corporation
Urbantec Engineers
Tricon, Inc.
Spilat Construction Corp.
Southwest Engineering, Inc.
City Engineer's Estimate
$1,189,150
$1,369,600
$1,383,000
$1,540,000
$1,675,800
$1,697,000
$1,871,300
$2,583,000
$1,800,000
Valley Crest, the lowest responsible bidder, supplied the City with the names of recent
similar projects. City staff contacted representatives of several projects including the
Cities of Los Angeles and Avalon, Museum Associates of Hancock Park, and the
Pleasant Valley Recreation and Parks District. Projects for those organizations include
Culver Boulevard Streetscape, Green Belt, and Bike Path (City of Los Angeles),
Streetscape Projects of Crescent St. & Cataliria St. (City of Avalon), Park Site
Developments (Museum Associates), and Eldred Lokker Park Redevelopment
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(Pleasant Valley Recreation and Parks District). All contacts reported that the
Contractor's work was satisfactory. Valley Crest is also doing work for the City of
Santa Monica (BIG Project and Pico Boulevard Streetscape) and their work has been
satisfactory. The State Contractors' License Board has verified that the Contractor's
and all listed Subcontractor's licenses are current and active. Construction is scheduled
to begin in November, 1999 and take nine months.
A Request for Qualifications for construction management services was distributed on
June 23, 1999 to seven firms. Three responses were received and reviewed by a
committee that included representatives from the Community and Cultural Services
Department and the Public Facilities Maintenance and Engineering Divisions of the
Environmental and Public Works Management Department. The review committee
recommended Black & Veatch Construction, Inc. for the construction management
services for this project. Black & Veatch is currently providing similar services for the
City of Santa Monica's Beach Improvement Group (BIG) Project and the Santa Monica
Urban Runoff Recycling Facility. Their performance on both projects has been
satisfactory.
The original contract with Rios Associates for design of improvements at Douglas,
Clover, Marine, Ozone, and Los Amigos Parks does not include ongoing review of
requests for information, review of contractor submittals or site visits and meetings
during construction. These services are essential for the satisfactory completion of
construction.
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Budqet/Financial Impact
FUNDS REQUIRED
Construction:
Contingency
Total
Construction Management
Contingency
Total
Architectural Services:
Contingency
Total
TOTAL
Funds are available in the following accounts:
C01042197.589000
C01048695.589000
C01066599.589000
$1,189,150
178,373
$1,367,523
$ 100,000
$ 15.000
$ 115,000
$ 48,400
$ 7,260
$ 55,660
$1,538,183
$ 109,720
$1,286,150
$ 125,449
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C01044500.589000
C01051695.589000
$ 2,185
$ 14,679
TOTAL $1,538,183
Recommendation
Staff recommends that the City Council:
1. Award a contract for the Douglas Park Improvement Project to Valley Crest Landscape,
Inc., the lowest responsible bidder, in the amount of $1,189,150;
2. Authorize the City Manager to negotiate and execute a construction management contract
with Black & Veatch Construction, Inc., in an amount not to exceed $100,000 for the
Douglas Park Improvement Project;
3. Authorize the City Manager to expand the scope of the contract services with Rios
Associates, Contract No. 6592 (CCS), by an amount not to exceed $48,400 for additional
architectural services for pouglas, Clover, Marine, Ozone and Los Amigos Parks; and
4. Authorize the City Engineer to issue any necessary change orders to complete additional
work in conformance with the Administrative Instructions on change orders and within
budget authority.
Prepared by: Craig Perkins, Director of Environmental & Public Works Mgt.
Barbara Stinchfield, Director of Community & Cultural Services
Anthony Antich, P.E., City Engineer
Lorrie Brown, Civil Engineering Associate
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