Rancho Palos Verdes City Council
   

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM:DIRECTOR OF PUBLIC WORKS

DATE:DECEMBER 3, 2002

SUBJECT:RYAN PARK IMPROVEMENT PROJECT

STAFF COORDINATOR: Don Noble, Deputy Director of Public Works

 

RECOMMENDATIONS:

  1. Award a contract for the construction of the Ryan Park Improvement Project to Vido Samarzich Inc for an amount not to exceed $173,183 and authorize staff to spend an additional $17,318 for possible extra work for a total authorization of $190,501.
  2. Authorize the Mayor and City Clerk to execute a contract with Vido Samarzich Inc.
  3. Authorize the expenditure of up to $6,500 for inspection services with SA Associates.
  4. Adopt Resolution 2002 __, a resolution of the City Council for the City of Rancho Palos amending Resolution 2002-45, the budget appropriation for fiscal year 2002-2003, for a budget adjustment to the City’s Quimby and Solid Waste Funds

BACKGROUND:

In 2002, the City retained Playground Services Company to audit the playground equipment in each of the City’s five park sites. Based on the outcome of the audit, it is apparent that the: playground equipment at Ryan Park should be replaced, surface areas beneath and around the equipment be modified to meet both ADA and safety standards and signs regarding the proper usage of new equipment be installed. Additionally, other on-site improvements (i.e. the reconfiguration of the play areas and the construction of a handicap ramp to the playground equipment) are necessary. Accordingly, on September 3, 2002, City Council authorized the removal/replacement of all existing playground equipment at Ryan Park, approved the direct purchase of the new equipment, and awarded an engineering contract to JMC2 Engineering and Management Consultants to prepare the project plans and specifications for the installation of the new equipment and other related improvements.

DISCUSSION:

The new playground equipment has been purchased, at a cost of $63,330, and will be delivered to the Civic Center for pick-up and installation by the general contractor.

On November 20, 2002, staff received the following six bids for the installation of the new playground equipment and other related improvements:

Ryan Park Improvement Project Bid Summary

Contractor

Bid Amount

Vido Samarzich Inc

$199,452

Pima Corporation

$219,039

Zondiros – Peninsula Landscaping

$221,789

Ryco Construction

$274,472

TK Engineering Company

$289,040

Hondo Company Inc

$358,638

Engineer’s Estimate

$167,000

* The Engineer’s Estimate is significantly less the low bid amount of $199,452. This discrepancy is due in large part to the estimated cost of installing the new equipment. The engineer’s estimate for this task is $4,500; however, the lowest bid for this item of work is $20,000.

Subsequent to the bid opening a Letter of Protest was received wherein the low bid was challenged because the contractor listed only the subcontractor installing the new equipment. Upon further investigation it was determined that the contractor’s valid Class A General Contractor’s License authorized him to perform all other work. Therefore, the bid protest is invalid. Accordingly, it is recommended that a construction contract be awarded to Vido Samarzich Inc.

Based on the current approved project budget, it is not possible to award a contract for the full bid amount. Therefore, staff pursued a reduction in the scope of work. After several discussions with the general contractor and JMC2 it was decided that the scope of work could be reduced wherein the resurfacing the parking lot, including signing and striping, would be postponed until the adjacent residential streets are resurfaced. The deletion of this work amounts to a savings of $26,268. Therefore, the adjusted low bid amount is $173,183. This reduction, coupled with the approval to offset the remaining overage with an expenditure of Solid Waste funds, as recommended herein, provides the opportunity to move forward with this project.

The construction of these improvements will require periodic inspections. The firm of SA Associates has been retained by the City to provide professional inspections services and is willing to assume this responsibility at a cost not to exceed $6,500. Therefore, staff recommends that SA Associates be authorized to provide the necessary inspections for this project.

As recapped below the total cost of this project, including equipment and the preparation of plans and specifications, is $267,330.

Project Cost Summary

Expenditure Description

Amount

(1) Pending Expenditures

Construction Contract

$173,183

Budget for unanticipated extra work

$ 17,318

On-site inspection services

$ 6,500

Sub-total

$197,001

(2) Expenditures to date

Purchase of new equipment

$ 63,329

Preparation of plans & specifications

$ 7,000

Total Cost

$267,330

The City’s current project budget for the Ryan Park Improvement Project is $226,700 funded by a $50,000 California Integrated Waste Management Board grant, $110,000 of Quimby funds, and $66,700 CIP funds. Upon a review of the project bid items, it was determined that $59,700 of expenditures involving recycled materials is eligible for Solid Waste funding. Staff recommends that these Solid Waste funds be used to offset the budget shortfall of $40,630, as well as reduce the amount of CIP general funds by $19,070.

Adoption of the attached Resolution will authorize the expenditure a $50,000 grant from the California Integrated Waste Management Board, Solid Waste funds in the amount of $59,700 and move appropriations and funding transfers from the CIP fund to the Quimby fund.

Sources of Project Funding

Description

Amount

Adopted FY01-02 and 02-03 Budgets for park improvements – Quimby Funds

$110,000

CA Integrated Waste Management Board Grant

$ 50,000

Approval to spend Solid Waste Funds

$ 59,700

Adopted FY01-02 Ryan Park Parking Lot Improvements – CIP Funds

$ 47,630*

Total Funds

$267,330

* $66,700 in General Fund revenues previously set aside for the Ryan Park Parking Lot Improvements. However, the scope of work has been reduced and the project shortfall has been offset by the use of Solid Waste Funds.

CONCLUSION:

Adopting the staff recommendations will result in the construction of the improvements at Ryan Park including the removal/replacement of the existing playground equipment, the construction of a new concrete access ramp for the handicap and other needed improvements to walkways, and paved courts.

FISCAL IMPACT:

The recommended actions will require the appropriation of $59,700 in Solid Waste funding to construct these improvements. The approval of this appropriation will reduce the projected Solid Waste Fund balance, as June 30, 2003, from $752,063 to $692,363.

Respectfully submitted,

Dean Allison

Director of Public Works

 

Reviewed,

Les Evans

City Manager

 

 

 

 

RESOLUTION NO. 2002-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS

VERDES, AMENDING RESOLUTION 2002-45, THE BUDGET APPROPRIATION

FOR FISCAL YEAR 2002-03, FOR A BUDGET ADJUSTMENT TO THE CITY’S

QUIMBY AND SOLID WASTE FUNDS

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, on June 12, 2002, the City Council of the City of Rancho Palos Verdes adopted Resolution 2002-45, approving a spending plan and authorizing a budget appropriation for the 2002-03 fiscal year; and

WHEREAS, it is necessary for the City to allocate additional funds for the purchase and installation of playground equipment and to construct other site improvements; and

WHEREAS, a budget increase in the Quimby Fund is necessary to authorize the expenditure of additional funds for improvements other than buildings;

WHEREAS, a budget increase is the Solid Waste Fund is necessary to transfer funds to the Quimby Fund;

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustment be made to the Quimby and Solid Waste Funds:

Quimby Fund334-364.10Grant Income $50,000

Quimby Fund334-934.82Improvements Other Than Bldg. $50,000

Solid Waste Fund113-391.20Transfer Out $59,700

Quimby Fund334-391.10Transfer In $59,700

Quimby Fund 334-934.82 Improvements Other Than Bldg. $59,700

CIP Fund 330-391.10 Transfer In ($47,630)

CIP Fund 330-930.82 Improvements Other Than Bldg. ($47,630)

Quimby Fund 334-391.10 Transfer In $47,630

Quimby Fund 334-934.82 Improvements Other Than Bldg. $47,630

PASSED, APPROVED, AND ADOPTED THE 3rd DAY OF December 2002.

 

 

___________________________

MAYOR

ATTEST:

______________________

CITY CLERK

 

Resolution No. 2002-

 

State of California)

County of Los Angeles)ss

City of Rancho Palos Verdes)

I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2002- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on December 3, 2002.

 

_____________________________

CITY CLERK

CITY OF RANCHO PALOS VERDES