SR 09-13-2016 3J
Ci ty Council
Report
City Council Meeting : September 13, 2016
Agenda Item: 3.J
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Architecture Services
Subject: Reed Park Improvements Construction Contract Change Order
Recommended Action
Staff recommends that the City Council authorize the City Manager to negoti ate and
execute a first modification to A greement #10297 (CCS) in the amount of $150,000 with
BrightView Landscape Development, Inc., a Maryland -based company, for additional
construction services on the Reed Park Improvements Project. This will result in a one -
year amended agreement with a new total amount not to exceed $743,483.
Executive Summary
The City is currently in construction to improve the northeast quadrant of Reed Park by
adding new landscaped pathways, exercise equipment, picnic areas, and c hess tables
with seating at strategic locations throughout the park. Since the start of construction,
the project has encountered a number of issues with the intended design, and
uncovered unforeseen conditions that were beyond what was anticipated such a s
conflicts with existing trees, unknown underground utilities, and the decisio n to plant
new sod in the open grass areas . Staff recommends that Council authorize the City
Manager to execute a first modification to construction contract #10297 (CCS) for
$150,000 with an amended new total amount not to exceed $743,483 .
Background
Contractor Selection
On March 7, 2016, the City published Notices Inviting Bids for construction services of
the Reed Park Improvements project, in accordance with City specificat ions. The bid
was posted on the City’s on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
Three bids were received and p ublicly opened on April 7, 2016. Bids were evaluated
based on criteria including fees, previous experience on similar projects, record
performing public sector work, hourly rates for services, understanding the project
scope, approach to the work requirements, qualifications of proposed staff, and
scheduling of project activities. Based on these criteria, BrightView Landscape
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Development, Inc., the lowest bidder, was recommended as the best bidder.
On May 10, 2016 (Attachment A), Council authorized the City to enter into a
construction contract wi th BrightView Landscape Development, Inc . in an amount not to
exceed $593,483 for the construction of the Reed Park Improvements Project.
Discussion
The Reed Park Improvements Project began construction on July 25, 2016. T he project
has encountered a num ber of issues with the intended design , and uncovered
unforeseen conditions that were beyond what was anticipated. In an attempt to save
existing trees that are currently in the way of the new site improvements, the
construction contract documents called f or the three trees to be transplanted within the
boundaries of the project.
In order to provide the trees with the best chance of survival, additional equipment is
required to relocate the trees to new locations within the park. By spreading them out
f urther into the park, conflicts with other existing trees will be minimized, thus allowing
for a better opportunity to thrive in the new location s . The original project design
planned to re -seed the existing lawn area rather than rep lace the area with new sod.
However, g iven the time frame of the project and the desire to open all of Reed Park for
public use as soon as possible, the best option for the project is to plant new sod.
Finally, a number of unforeseen conditions were discovered as the demolit ion phase of
the project began . There are conflicts with existing site utilities and conflicts with the
condition of existing concrete structures. Some utilities will require rerouting, while
others will remain in place and the park design will be altered around them. A number of
existing concrete pads and walkways will need replacement due to their poor condition.
These scope changes and unforeseen conditions have resulted in change order costs
exceeding the 10% contingency approved for this project. Bas ed upon work to date,
staff recommends amending the construction contract with a first modification for
$150,000 to ensure the timely completion of the Reed Park Improvements P roject.
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Construction Schedule
The anticipated completion date for construction work at Reed Park is the end of 2016.
Financial Impacts and Budget Actions
The contract modification to be awarded to BrightView Landscape Development, Inc . is
$150,000 , for an amended contract tota l not to exceed $743,483 . Funds are available in
the FY 2 016 -17 Capital Improvement Program budget in account C019058.589000.
Prepared By: Christopher Dishlip, Civil Engineer
Approved
Forwarded to Council