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HomeMy WebLinkAbout2/18/2015 - STAFF REPORTS - 2.I. PALM Sp �OF 4�2 V N �'�°•°,..Eon°''P'* 4<11:0VL % City Council Staff Report Date: February 18, 2015 CONSENT CALENDAR Subject: ACCEPTANCE OF THE CERRITOS FIELD INFIELD REPLACEMENT AND LIGHTPOLE RELOCATION PROJECT, IFB 15-04 From: David H. Ready, City Manager Initiated by: Parks & Recreation Department SUMMARY Formal City Council acceptance of the Cerritos Field Infield Replacement and Lightpole Relocation Project, Invitation for Bid 15-04, is required to document the completion of the public work of improvement, 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 work of improvement identified as the Cerritos Field Infield Replacement and Lightpole Relocation Project, Invitation for Bid 15-04, and is completed; and 2) Authorize the City Engineer to execute and file for recordation with the Riverside County Recorder a Notice of Completion for the Cerritos Field Infield Replacement and Lightpole Relocation Project, Invitation for Bid 15-04. STAFF ANALYSIS: On September 17, 2014, the City Council took several actions related to this capital improvement project for the Parks and Recreation Department: • Approved the plans, specifications, and estimate for the Cerritos Field 2014 — 15 Capital Improvement Project; • Authorized staff to advertise and solicit bids; • Authorized the City Manager to award the contract to the lowest responsive, responsible bidder, insofar as the bid did not exceed $225,000; and • Adopted Resolution No. 23668 amending the fiscal year 2014 — 15 budget appropriating $225,000 for the Cerritos Field 2014 — 15 Capital Improvement ITEM NO.2_ City Council Staff Report February 18, 2015—Page 2 Acceptance of the Cerritos Field 2014-15 Capital Improvement Project Project. A copy of the September 17, 2014, staff report is included as Attachment 1. On September 24, 2014, the Procurement and Contracting Division released the plans and specifications for the Cerritos Field Infield Replacement and Lightpole Relocation Project, Invitation for Bid 15-04. On October 23, 2014, the City received bids from the following three contractors: 1) Back Nine Greens, Inc.; Palm Desert, CA: $218,000.00 2) Principles Contracting, Inc.; Riverside, CA: $262,000.70 3) Malibu Pacific; Westlake Village, CA: $559,450.00 In accordance with the City Council's authorization on September 17, 2014, the City Manager approved a construction contract to Back Nine Greens, Inc., in the amount of $218,000 on November 20, 2014. Back Nine Greens, Inc., satisfactorily completed the project on January 17, 2015. Staff has conducted a final inspection and found the work to be in compliance with the plans, specifications and standards of the City of Palm Springs. Staff recommends that the City Council accept the Cerritos Field Infield Replacement and Lightpole Relocation Project, Invitation for Bid 15-04, as required by Section 9200 of the California Civil Code, authorizing the City Engineer to file and record a Notice of Completion within 15 days of the City Council's action. A copy of the Notice of Completion to be submitted to the County is included as Attachment 2. 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 15302 "Replacement or Reconstruction," Class 2 projects consist of the replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced. Therefore, staff determined that the Cerritos Field Infield Replacement and Lightpole Relocation Project, Invitation for Bid 15-04, was considered categorically exempt from CEQA. 02 City Council Staff Report February 18, 2015— Page 2 Acceptance of the Cerritos Field 2014-15 Capital Improvement Project FISCAL IMPACT: The City Council originally approved a total project budget of $225,000 funded by Quimby Funds (Fund 152). Following approval of the initial contract, three Change Orders were approved in the amount of $7,750 for a total contract amount of $225,750. On January 29, 2015, Measure Y funds were utilized for costs incurred under Change Order No.3. The following Table 1 is a summary of the construction activities with Back Nine Greens, Inc., for the construction of the Cerritos Field Project. Contractor Description Amount Original Contract Cerritos Field Infield Replacement $ 218,000.00 and Light Pole Relocation Change Order 1 Costs for substitute infill material $ 7,000.00 AstroTurf Diamond 3DI was Change Order 2 replaced with AstroTurf Game Day $ 0.00 Grass at the same price. Standby time to keep project on Change Order 3 track and additional in-line for senior $ 750.00 softball. Total Contract & Change Orders $225,750.00 Table 1 The Cerritos Field Infield Replacement and Light Pole Relocation Project, was funded through the following sources as show in Table 2: Fund Name Account Actual Quimby Funds 152-2460-51580 $225,000.00 Measure "Y" Funds 261-2494-51500 $750.00 Total Expenditures for Project $225,750.00 Project Budget $225,750.00 Table 2 The City is holding retention of $11,287.50 for Back Nine Greens, Inc. pending acceptance of the improvements for maintenance and filing of the Notice of Completion with the Riverside County Recorder's office. Since this project is a maintenance effort, the Finance Department does not need to add the cost of this project to the City's fixed asset system, as no new assets have been created in compliance with Governmental Accounting Standard Board (GASB) 34 Standards for Financial Reporting of Infrastructure Assets. 03 City Council Staff Report February 18, 2015— Page 2 Acceptance of the Cerritos Field 2014-15 Capital Improvement Project SUBMITTED Prepared by: / YUa.f�'4' Marcus L. Fuller, MPA, PE, PLS Assistant City Manager/City Engineer Approved by: David H. Ready, Esq., P City Manager Attachments: 1. September 17, 2014, City Council staff report 2. Notice of Completion 04 Attachment 1 05 pPIM g'. w O u a CITY COUNCIL STAFF REPORT DATE: September 17, 2014 CONSENT CALENDAR SUBJECT: CERRITOS FIELD INFIELD REPLACEMENT AND LIGHT POLE RELOCATION APPROVAL OF PLANS AND SPECIFICATIONS, AUTHORIZATION TO AWARD THE AGREEMENT, AND APPROVE A BUDGET AMENDMENT FOR THE QUIMBY FUND. FROM: David H. Ready, City Manager BY: Parks and Recreation SUMMARY The City Council will consider approving the Plans and Specifications for the Cerritos Field Capital Improvement Project, authorize Staff to advertise and solicit bids, authorize the City Manager to award the agreement, and approve a budget amendment to appropriate funds from the Quimby Fund. RECOMMENDATION: 1. Approve Plans, Specifications and Estimate for the Cerritos Field 2014-15 Capital Improvement Project. 2. Authorize Staff to advertise and solicit bids. 3. Authorize the City Manager to award the contract to the lowest responsive, responsible bidder, insofar as the bid does not exceed $225,000. 4. Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2014-15 FOR THE CERRITOS FIELD 2014-15 CAPITAL IMPROVEMENT PROJECT." STAFF ANALYSIS: The Palm Springs Power Baseball (PSPB) operates the California Winter League and they are looking to grow their league in 2015 to 14 teams up from 10 teams in 2014. PSPB anticipates having 16 teams in 2016. However, the expansion of the league is only feasible if another baseball field is available to utilize as part of the Winter League. Currently, Palm Springs Power Baseball Winter League is using the Palm Springs Stadium and the two baseball fields at Palm Springs High School, which do not have lights. The League has reached capacity for available fields being utilized in the immediate area. Ofi City Council Staff Report September 17, 2014— Page 2 Field Capital Improvement Project Playing on Cerritos Field in its current condition is not an option since there is no grass in the infield for this high level of play, and the existing light pole is within the field of play. The proposed capital improvement project accomplishes several goals for the City, residents and the California Winter League, including the benefit to tourism from many of the League players outside of the immediate area. It provides for a constant safe playing environment for baseball and softball players of all ages. The field will not only conserve water, but utilizes very little, if no materials that have to be constantly replaced. With the relocation of the light pole the field could double as a soccer and/or football field. And with the growth of the league there is potential for greater TOT to the City during January and February. The California Winter League has been operating for 5 years and with its growth potential, the field improvements will not only allow the league to grow, but it will add a multi-use field for softball, baseball and possibly soccer/football with the relocation of the light pole. Attached is a copy of the plans for the replacement of the infield and relocation of light pole. In order for the growth of the League to occur in 2015 this project needs to be completed no later than early January, 2015. To ensure this timeline City Staff seeks authority for the City Manager to award the contract to the lowest responsive, responsible bidder insofar as the bid is under$225,000. FISCAL IMPACT: Quimby Funds (Fund 152) are restricted funds for acquisition of land and capital improvements of parks and open space. Unrestricted fund balance is $1,037,877. The cost of the Cerritos Field 2014-15 Capital Improvement Project is approximately $225,000. City Staff has prepared a resolution to appropriate funds for the capital improvement project. ��C C VICKI OLTEAN AMES THOMPSON Director Chief of Staff/City Clerk DAVID H. READY D. City Manager Attachments: Plans and Specifications Estimate Budget Resolution 07 HERMANN DESIGN GROUP-PRELIMINARY OPINION OF PROBABLE COST CerrBos Park-Infield Replacement and Lightpole Relocation Palm Springs 8-Sep-14 Prepared By:CH DESCRIPTION QTY UNIT PRICE EXTENSION LANDSCAPE PREPARATION Turf/Brick Dust Removal and Rough Grading 19,000 SF $0.25 $ 4,750.00 LANDSCAPE IRRIGATION Irrigation-Spray Turf 9,000 SF $1.00 $ 91000.00 Sod Repair 9,000 SF $0.65 $ 5,850.00 LANDSCAPE CONSTRUCTION Astro Turf Ball Field 1 LS $175,000.00 $ 175,000.00 Bases/Site Misc 1 LS $2,500.00 $ 2,500.00 Portable Home Plate 1 LS $10,000,00 $ 10,000.00 ELECTRICAL Relocation of Lightpole 1 LS $15,000.00 $ 15,000.00 CONSTRUCTION TOTAL $ 222,100.00 Page l oft 08 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR THE 2014-15 FISCAL YEAR FOR THE CERRITOS FIELD 2014-15 CAPITAL IMPROVEMENT PROJECT. WHEREAS, Resolution No. 23560 approving the budget for the Fiscal Year 2014-15 was adopted on June 4, 2014; and WHEREAS, the City Manager has recommended, and the City Council desires to approve, certain amendments to said budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE, that the Director of Finance is authorized to record inter- fund cash transfers as required in accordance with this Resolution, and that Resolution No. 23560, adopting the Fiscal Year 2014-15 budget is hereby amended as follows: SECTION 1. ADDITIONS Fund Activity Account Amount 152 2460 51580 $225,000.00 Quimby Capital Projects Cerritos Field Purpose: Establish funding for extended hours, to include certain Holidays, at the Palm Springs Swim Center. SECTION 2. SOURCE Fund Activity Account Amount 152 Fund Balance $225,000.00 PASSED, APPROVED AND ADOPTED BY THE PALM SPRINGS CITY COUNCIL THIS 17T" DAY OF SEPTEMBER, 2014. DAVID H. READY, CITY MANAGER ATTEST: JAMES THOMPSON, CITY CLERK 09 Resolution No. Page 2 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS ) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on September 17, 2014, by the following vote: AYES: NOES: ABSENT: ABSTAIN: JAMES THOMPSON, CITY CLERK City of Palm Springs, California 10 CERRITOS FIELD INFIELD REPLACEMENT AND LIGHT POLE RELOCATION CITY OF PALM SPRINGS m �w "EPAFEO FOR T}E aTY OF PALM"NW PN K ADD fECWAIM OEPMT}.£NT cvx�Am wa+are.+i 1p pprt+�oAH�w/.v a vw.w swwae en wuna �� ono LW a.... -.e.. « :.. uo cwamucmxruxtcerwa i „aw ._ uo annriann.tiv ads y. ui pwHmHcerws . i "ea+e a rm a w. �` M1aH LA ^ wen `War�n^v i sir w�.ww.aw..a.r _ , 11 9w[nxW 45 +u YOM uu uu�r. i' a � WyC d a i PIM + i 12 CCNBTR.ICTiON LEGEND __ , 1 c � ^'^�E2 .C" p•-�� r � € 5Tq ' 0 o, i _ i r , A HOME PLATE CONSTRUCTION PLAN •rxe r.m o . HOME PLATE EXHIBIT m q � A, PLYI/BEING r•vwi M 'mn n..�•L«m.�. _.ram / /CLL[.W.b -.^. 'lPA 8 BABE i ANCHOR G ARTIFICIAL TUf� 13 SOMMS VfNd=10 kLIO gvma6 G-sh"BodAkFM li ---go 14 jp; lip 1 tdpa t yak 4 I F PJs 71a£6 fill It il"I ;4yyy 4f,61! 4 j),;R p � - E TUFF POP-UP SPRAY NEAR C QUJr-<COUPLER A TRENCFIIN-, r; Y F REMOTE CONTROL VALVE�m D HALL VALVE ,FULL PORT) 8 $LE£VING R 13.1 15 e�rxax < t u Eyy w rTi.F<w+ay.mn. snww ' 16 ._....... ....__ _.._. _. r .... mMW+MD •••.^' S xr uli.LL ���N 91fi x •,Me f w f;,SJN is x a _ a a STfXTUPA lPIdN SIpVCiUNM CHVAA➢UIJi ANp iJFtAti6 ���{� 510 17 Attachment 2 18 Recording Requested By: City of Palm Springs When Recorded Mail To: Name City Clerk Street Address 3200 E.Tahquitz Canyon Way City 8 State Palm Springs,CA M62 SPACE ABOVE THIS LINE FOR RECORDERS USE NOTICE OF COMPLETION (CA Civil Cade§§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: fee (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,CA 92262 3. The name and address of the direct contractor for the work of improvement as a whole is: Back Nine Greens,Inc„77-760 Country Club Drive,SuUe C,Palm Desert,CA 92211 4. This notice is given for(check one): 0 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: 6. The name and address of the construction lender,if any,is: Not Applicable 7. On the 18th day of February 2015 ,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: Cerritos Field Infield Replacement and Lightpole Relocation Project,Invitation for Bid 15-04 8. The real property herein referred to is situated in the City of Palm Springs County of Riverside State of California,and is described as follows: 8.13 acres more or less in a portion of Lot 26 of Palm Valley Colony Lands recorded in Map Book 14,Page 652 records of San Diego County 9. The street address of said property is: 1901 E.Baristo Road 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: February 18,2015 By: Signature of Owner of Owner's Authorized Agent Marcus Fuller, Assistant City Manager/City Engineer ©Porter Law Group,Inc.2013 Print Name Pagel of 2 19 VERIFICATION I, Marcus Fuller ,state: I am the Assistant City Manager/City Engineer ("Owner","President", "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 February 18 , 2015 (date),at Palm Springs (City), CA (State). Signature of Owner or Owner's Authorized Agent A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached,and not the truthfulness,accuracy,or validity of that document. STATE OF CALIFORNIA COUNTY OF On (date), before me, Notary Public(name and title 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(herltheir 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 PENALTY 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 of 2 Signature go