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HomeMy WebLinkAbout1D OCRCity Council Staff Report DATE: November 12, 2020 CONSENT CALENDAR SUBJECT: ACCEPTANCE OF THE WELWOOD COURTYARD IMPROVEMENT PROJECT, CITY PROJECT NO. 16-02. FROM: BY: SUMMARY David H. Ready, City Manager Development Services Department Formal City Council acceptance of the Welwood Courtyard Improvement Project, City Project No. 16-02 (The "Project") is required to document the completion of the public works improvements, and to allow the City's filing of a Notice of Completion with the Riverside County Recorder in accordance with Section 9200 of the California Civil Code. RECOMMENDATION: 1. Accept the public works improvement identified as the Welwood Courtyard Improvement Project, City Project No. 16-02, as completed in accordance with the plans and specifications; and, 2. Authorize the City Engineer to execute and file for recordation with the Riverside County Recorder a Notice of Completion for the Welwood Courtyard Improvement Project, City Project No. 16-02. BACKGROUND: On January 9, 2020, the City Council awarded a construction contract in the amount of $280,055 to Leonida Builders, Inc., a California corporation, for the Welwood Courtyard Improvement Project, City Project No. 16-02; a copy of the staff report is included as Attachment 1. STAFF ANALYSIS: Construction of the Project began on May 11, 2020, and was accepted as substantially completed on August 20, 2020. All line items were completed within scope, and only a partial amount of the field allowanced was used. A project credit, in the mount of $10,800 is owed to the City, revising the total contract amount to $269,255. A copy of the balancing change order for line items credited is included as Attachment 2. ff~M NO, __ .,.1ii,tlllD-- 2City Council Staff Report November 12, 2020 --Page 2 Approve Notice of Completion for Welwood Courtyard Improvement Project, CP 16-02 As determined by Staff, the contractor satisfactorily completed the Project and it is recommended that the City Council accept the Project as required by Section 9200 of the California Civil Code, and authorize the City Engineer to file and record a Notice of Completion to be submitted to the County, included as Attachment 3. A summary report, Case HSPB #3 -The Welwood Murray Memorial Library Courtyard Rehabilitation, dated August 2020, was made by Associate City Planner and Historic Preservation Officer Ken Lyon, R.A. to provide an update to subcommittee members when the Project was substantially complete. The report shows historic and recent pictures side by side as well as a description of some of the material used to give a respectful nod to the original courtyard design of the 1930's. This report is included as Attachment 4. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15331, Rehabilitation of a Historic Resource, findings must be made that the proposed scope of work does not "materially impair'' those elements of the site that contribute to its historic significance and that warrant its listing as a historic site on the local register. The project proposes alterations to a historic resource (Class 1 Historic Site, #3 on the City's Historic Resource Register), specifically the courtyard. CEQA allows for a Categorical Exemption for alterations to a historic site if it can be shown that the proposed project does not materially impair the elements of the site that contribute to its historic significance and if it can be demonstrated that the project is consistent with the Department of the Interior Secretary of the Interior Standards for the Treatment of Historic Structures. This project is consistent with the Standards because it restores specific components, a central shade tree, and circular seating bench, that were part of the original courtyard design and proposes hardscape and landscape materials that are consistent with the "period of significance" of the building (late 1930's -1940's). Therefore, in accordance with Section 15331, Staff determined that the Welwood Library Improvements, City Project No. 16-02, is considered categorically exempt from CEQA, and a Notice of Exemption was prepared and filed with the Riverside County Clerk. FISCAL IMPACT: The Project budget, incurred expenditures, and other associated costs are identified in Table 1. 3<:... City Council Staff Report November 12, 2020 --Page 3 Approve Notice of Completion for Welwood Courtyard Improvement Project, CP 16-02 Table of Project Costs Library Endowment Trust Fund (151-2752-51028) Capital Proiect Fund (261-1395-65224) Desion Services Construction Project Administration/Construction Manaoement Contract Chanoe Order 1 -Final Balancino Chanoe Order Budget Remaining: Table 1 Amount $166,825 $235,000 ($56,415) ($280,055) ($23,000) $10,800 $53,155 The City is holding retention funds of $13,545.25 for Leonida Builders, Inc., pending acceptance of improvements and filing the Notice of Completion with the County Recorder's Office. SUBMITTED: tn ~gg, ~ic1 ~ Director of Development Services Attachments: Marcus L. Fuller, MPA, PLS, PE Assistant City Manager 1. Award of Contract Staff Report -January 9, 2020 2. Balancing Change Order 3. Notice of Completion 4. Case HSPB #3 -The Welwood Murray Memorial Library Courtyard Rehabilitation 4Attachment 1 5City Council Staff ReQort DATE: January 9, 2020 CONSENT CALENDAR SUBJECT: AWARD A CONSTRUCTION CONTRACT TO LEONIDA BUILDERS, INC., A CALIFORNIA CORPORATION, IN THE AMOUNT OF $280,055 FOR THE WELWOOD LIBRARY COURTYARD IMPROVEMENTS, CITY PROJECT NO. 16-02. FROM: David H. Ready, City Manager BY: Marcus L. Fuller, Assistant City Manager/City Engineer SUMMARY Award of this contract will allow the City to proceed with construction of the Welwood Library Courtyard Improvements, City Project No. 16-02, (the "Project"). RECOMMENDATION: 1. Award a construction contract (Agreement No. ) to Leonida Builders, Inc., a California corporation in the amount of $280,055 iDclusive of Alternative Bid Schedules B and C, for the Welwood Library Courtyard Improvements, City Project No. 16-02; 2. Authorize the City Manager to execute all necessary documents. BUSINESS PRINCIPAL DISCLOSURE: Leonida Builders, Inc., is a California corporation, whose corporate officer and sole owner is Panagiotis Leonida. A Public Integrity Disclosure Form is included as Attachment A. BACKGROUND: On October 23, 2019, the City Council approved the plans, specifications, and authorized biding of the Project. A copy of the staff report is included as Attachment B. 6City Council Staff Report January 9, 2020 --Page 2 Award Construction Contract, CP 16-02 STAFF ANALYSIS: On November 9 and 16, 2019, staff advertised the Project for bids in the Desert Sun, submitted the Notice Inviting Bids to plan rooms 1, and provided the contract documents free of charge to prospective bidders. On December 11, 2019, the Procurement and Contracting Division received three (3) bids from the following contractors for the basis of award (Table 1 ): Company Location Leonida Builders, Inc. Santa Clarita, CA Zeus Construction Palm Desert, CA Epsilon Enaineering Moreno Valley, CA Table 1 A bid summary is provided as Attachment C. Bid Amount $265,555.00 $268,091.75 $375,470.00 The Project includes construction of a new steel tubing picket fence enclosure for the existing air conditioning units located within the courtyard. This work was bid with an alternative price where the entire enclosure is constructed with CMU block wall in lieu of the picket fencing, at an additional cost of $7,000. The Project also includes construction of three new entry gates into the courtyard. This work was bid with an alternative price where the three entry gates are constructed with decorative hardwood in lieu of wrought iron, at an additional cost of $2,500 per gate ($7,500 total). Staff recommends including the alternative pricing into the award, at an additional cost of $14,500 for a total contract amount of $280,055. Public Works Contractor Registration Law (SB 854) Under California Labor Code Section 1771.1, as amended by Senate Bill (SB) 854 (2014), unless registered with the State of California Department of Industrial Relations (DIR), a contractor may not bid, nor be listed as a subcontractor, for any bid proposal submitted for public works projects on or after March 1, 2015. Similarly, a public entity cannot award a public works contract to a non-registered contractor, effective April 1, 2015. Staff has reviewed the DIR's contractor registration database, and has confirmed that the Leonida Builders, Inc., is registered with the DIR. Staff also reviewed the bid, references, and contractor's license, and found the Contractor to be properly licensed and qualified. Staff recommends awarding the contract to Leonida Builders, Inc., as the lowest 1 A Plan Room is a "library" where construction professionals may view bidding documents (blueprints and specifications) for projects seeking price estimates for specific construction products or services. There are 9 various plan rooms in southern Califomia where the City submits its bid documents to ensure all contractors within the area are aware of the bid solicitation. 7City Council Staff Report January 9, 2020 --Page 3 Award Construction Contract, CP 16-02 responsive bidder and a construction contract with the contractor is included as Attachment D. Local Business Preference Compliance Section 7.09.030 of the Palm Springs Municipal Code, "Local Business Preference Program," requires prime contractors to use good faith efforts to sub-contract the supply of materials and equipment to local business enterprises and to sub-contract services to businesses whose work force resides within the Coachella Valley. The Contractor is not considered a local business and they will be self-performing approximately 58% of the work. The contractor has listed on their bid one local subcontractor and two local firms that will furnish materials or supplies. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15331, Rehabilitation of a Historic Resource, findings must be made that the proposed scope of work does not "materially impair" those elements of the site that contribute to its historic significance and that warrant its listing as a historic site on the local register. The project proposes alterations to a historic resource (Class 1 Historic Site, #3 on the City's Historic Resource Register), specifically the courtyard. CEQA allows for a Categorical Exemption for alterations to a historic site if it can be shown that the proposed project does not materially impair the elements of the site that contribute to its historic significance and if it can be demonstrated that the project is consistent with the Department of the Interior Secretary of the Interior Standards for the Treatment of Historic Structures. This project is consistent with the Standards because it restores specific components, a central shade tree, and circular seating bench, that were part of the original courtyard design and proposes hardscape and landscape materials that are consistent with the "period of significance" of the building (late 1930's -1940's). Therefore, in accordance with Section 15331, staff determined that the Welwood Library Improvements, City Project No. 16-02, is considered categorically exempt from CEQA and a Notice of Exemption will be prepared and filed with the Riverside County Clerk. FISCAL IMPACT: The Library Endowment Trust Fund allocated $10,000 in fiscal year 2015/16 and an additional $156,825 in fiscal year2017/18 (Fund 151). On March 6, 2019, the City Council approved an allocation of $200,000 from available balance in the Capital Projects Fund (Fund 261) to complete the Project. 8City Council Staff Report January 9, 2020 --Page 4 Award Construction Contract, CP 16-02 The estimated cost of the Project is identified in Table 2. Available Funds Capital Project Fund Library Endowment Trust Total Funds Available Project Costs Design Services Project Administration (Estimated) Construction Inspection (Estimated) Construction Cost Construction Contingency Total Cost Additional Funds Required: Table 2 Amount $200,000 $166,825 $366,825 ($54,128) ($15,000) ($25,000) ($280,055) ($25,000) ($399,183) $32,358 Staff recommends an additional appropriation of $35,000 from available balance in the Capital Projects Fund to cover final estimated costs for the Project. SUBMITTED: /1. 'P -~----.. ~ ( ~~----7 --2 <-«e::::::: ~ Marcus L. Fuller, MPA, PLS, PE David H. Ready, Esq., P. Assistant City Manager/City Engineer City Manager Attachments: A. Public Integrity Disclosure Form 8. Staff Report Dated June 5, 2019 C. Bid Summary D. Construction Contract Attachments from the January 9, 2020 Staff Report are available from the City Clerk's Office 9Attachment 2 10CITY OF PALM SPRINGS CONTRACT CHANGE ORDER City Project No. 16-02 Welwood Library Courtyard Improvements -Bid Schedule "A" Contract Change Order Number: 1 Date: October 19, 2020 Contractor: Leonida Builders, Inc. CONTRACT CHANGE ORDER SUMMARY This Contract Change Order No. 1 provides for contract quantity adjustments for bid schedules as indicated below. CONTRACT CHANGE ORDER COST Item No. DESCRIPTION UNIT AMOUNT 18 5 Gallon Shrub LS $-150 24 Weed Abatement LS $-1,500 28 Field Allowance LS $-9,150 Total Change Order Amount: $-10,800 REASON FOR CHANGES: This is a deductive change order in the amount of $-10,800, and represents a final balancing of construction quantities and costs. CHANGES TO CONTRACT TIME: 15 days for additional work. Deemed Substantially Complete on August 20, 2020. Source of Funds: All project credits shall be returned to funding account No. 261-1395-65224. Summarv of Costs: Original Contract Amount: $280,055 Start Date: 05/11/2020 Previous Chanee Order Amount: so Previous Davs Added: 5 This Chanee Order Amount: S-10.800 Davs Added: 15 Revised Contract Amount: $269,255 Revised Completion: 08/17/2020 I have received a copy of this Change Order and the above AGREED PRICES are acceptable to Leonida Builders. Inc. City of Palm Sprin,~s Recommended Bv: Signature -Panikos Leonida, Owner Joel Montalvo, City Engineer Page 1 of 2 Date Date 11Recommended Bv: Attest Bv: Distribution: Original Conformed Copy: Contractor (1) City Clerk (1) David H. Ready, City Manager Anthony Mejia, City Clerk Conformed -File Copy: Engineering Pay File City Project File Purchasing Finance Page 2 of 2 (1) (1) (1) (1) Date Date 12Attachment 3 13Recording Requested By: City of Palm Springs When Recorded Mall To: Name Anthony J. Mejia, City Clerk Street Address 3200 E. Tahquitz Canyon Way City& State Palm Springs, CA 92262 SPACE ABOVE THIS LINE FOR RECORDERS USE NOTICE OF COMPLETION (CA Civil Code§§ 8180-8190, 8100-8118, 9200-9208) NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is an owner of an interest of estate in the hereinafter described real property, the nature of which interest or estate is: _F_ee ____________________________ (e.g. fee, leasehold, joint tenancy, etc.) 2. The full name and address of the undersigned owner or reputed owner and of all co-owners or reputed co-owners are: Name Street and No. City State City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs CA92262 3. The name and address of the direct contractor for the work of improvement as a whole is: Metro Video Systems, Inc. -1220 East Imperial Avenue, El Segundo, California 90245 4. This notice is given for (check one): la Completion of the work of improvement as a whole. • Completion of a contract for a particular portion of the work of improvement (per CA Civ. Code § 8186). 5. If this notice is given only of completion of a contract for a particular portion of the work of improvement (as provided in CA Civ. Code § 8186), the name and address of the direct contractor under that contract is: Not Applicable 6. The name and address of the construction lender, if any, is: Not Applicable 7. On the 29th day of May 20~, there was completed upon the herein described property a work of improvement as a whole (or a particular portion of the work of improvement as provided in CA Civ. Code § 8186) a general description of the work provided: City Project 14-23, Keyless Entry Project, Phase I 8. The real property herein referred to is situated in the City of _P_al_m_S_pn_·n_gs _____ _, County of _R_iv_ers_id_e _____ _ State of California, and is described as follows: Keyless Entry Project, Phase I 9. The street address of said property is: Various City buildings 10. If this Notice of Completion is signed by the owner's successor in interest, the name and address of the successor's transferor is: Not applicable I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: _____________ _ By: ________________ _ Signature of Owner or Owner's Authorized Agent Joel Montalvo/City Engineer City of Palm Springs Page 1 of2 14VERIFICATION I, Joel Montalvo state: I am the City Engineer _ {"Owner", "Presidenr, "Authorized Agent", "Partner", etc.) of the Owner identified in the foregoing Notice of Completion. I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed on _______ _, ___ (date), at Palm Springs (City),~ (State). Signature of Owner or Owner's Authorized Agent Marcus Fuller, Assistant City Manager/City Engineer City of Palm Springs PROOF OF SERVICE DECLARATION STATE OF CALIFORNIA COUNTY OF ___________ _ On _____________ _, ___ (date), before me, _______________ _, Notary Public (name and titie of officer) personally appeared _______________ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature{s) on the instrument the person{s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENAL TY OF PURJURY under the laws of the State of California that the foregoing paragraph is true and correct. Witness my hand and official seal. Page 2 of2 Signature 15Attachment 4 16Case HSPB #3 -The Welwood Murray Memorial Library Courtyard Rehabilitation -August 2020 The rehabilitation of the Welwood Murray Memorial Library Courtyard is now substantially complete. Although the anticipated use of the courtyard for special event gatherings demands a hard surface rather than the original grassy lawn, the newly reconstituted courtyard gives a respectful nod to the original courtyard design by John Porter Clark with the circular ledgestone planter and olive tree. The concrete was scored in smaller squares and given a washed aggregate finish similar to concrete finishes common in the 1930's when the library was built. (The concrete finish at the Bishop Residence which also is characteristic of the 1930's was used as an example for creating the concrete finish here.) Lastly, the board-formed poured-in-place concrete screen wall behind the new olive tree conceals the air conditioning condensers and ties back in a visually harmonious way to the board-formed concrete walls of the original library building. The courtyard demonstrates a successful adaptive re-use approach while paying respect to the historic significance of the site. 17Below: Photo 1: Early photo of original courtyard conditions. 18Below left the courtyard circa the 1980's, Below right, the current courtyard 19m ::J r+ < OQ QJ r+ (1) QJ r+ VI 0 C: r+ :::r VI C: (1) 0 ...... a: iiJ < C" !:. a: :.i' (!Q 20Looking east. Below left: The original courtyard was essentially destroyed in the 1980's during the construction of the Plaza Las Flores building. Below Right: Today. 21 22Below: Photo looking northwest. Special thanks to the Historic Site Preservation Board, The Library Board, the Department of Public Works, the Planning Department and most importantly the Palm Springs City Council for their vision and foresight in devoting the funding to rehabilitate the Welwood Murray Memorial Library and its courtyard for the enjoyment of future generations of Palm Springs residents and visitors.