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HomeMy WebLinkAboutItem 12g - Accept Eisenhower Park Improvement Project
DATE: September 15, 2020
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Eddie Chan, P.E., Principal Civil Engineer
SUBJECT: ACCEPT ALL WORK PERFORMED BY BYROM-DAVEY, INC. FOR THE
DESIGN AND CONSTRUCTION OF THE EISENHOWER PARK
IMPROVEMENT PROJECT AS COMPLETE
Recommendation: Approve
SUMMARY
On June 4, 2019, the City Council approved a contract with Byrom-Davey, Inc. in the
amount of $6,300,000 for design-build services for the Eisenhower Park Improvement
Project. At the September 3, 2019, City Council meeting, the City Council approved
and directed the Public Works Services Department (“PWSD”) to add a basketball court
to the Eisenhower Park Improvement Project. This resulted in an amendment in the
amount of $250,000 to the contract with Byrom-Davey, Inc. for a total project cost of
$6,550,000, plus a 10% contingency. The terms and conditions of this project have
been complied with and the work has been performed to the satisfaction of the Project
Manager for a total project cost of $6,627,189.87. This amount reflects the approved
contract amount of $6,550,000 plus contract change orders totaling $77,189.87, or 1.2%
more than the approved contract amount.
It is recommended that the City Council accept all work performed by Byrom-Davey,
Inc. for the design and construction of the Eisenhower Park Improvement Project as
complete; and authorize the final payment to be made in accordance with the contract
documents, subject to retention of $331,359.50.
BACKGROUND
On August 1, 2017, the City Council adopted the Recreation and Parks Master Plan
(“Master Plan”), which is a guiding policy document that provides recommendations for
prioritizing future recommendations for growth, development, and implementation
strategies related to parks and recreation services. The recommendations proposed
were based on a detailed assessment of community demographics, needs of the
community, existing conditions of recreation and parks facilities, and effectiveness of
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September 15, 2020
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the various recreation and community services programs. These recommendations
were further prioritized on a four-tier basis, depending on their degree of need, with Tier
1 being of highest priority and Tier 4 the lowest priority. Tier 1 recommendations are
critical projects necessary for maintaining and improving existing program operations,
replacing aged infrastructure, and providing additional park enhancements for continued
enjoyment and safety.
At the March 5, 2019, Study Session, the PWSD and Recreation & Community Services
Department presented to the City Council the recommended Tier 1 park features and
elements for the proposed Eisenhower Park Improvement Project. The City Council
directed the PWSD to proceed with a Request for Proposals (“RFP”) to obtain
professional design-build services for the Eisenhower Park Improvement Project.
DISCUSSION
On June 4, 2019, the City Council approved a Design-Build Contract with Byrom-Davey,
Inc. for the Eisenhower Park Improvement Project. The Project’s goal was to beautify
the park as well as provide new recreation opportunities for park users by completing
the recommended Tier 1 improvements per the Master Plan, which included the
following items:
o Installation of new landscaping, park benches, and ADA compliant drinking
fountain
o Installation of new picnic facilities and barbeques
o Installation of an eight-foot-high property line concrete wall to reduce noise and
sight issues at the north side of the Park adjacent to residential properties
o Installation of new LED sports field lighting and parking lot security lighting
o Installation of new sport netting
o Installation of new perimeter walking trail, fencing, and Par Course exercise
stations
o Construction of shade structures
o Construction of bleachers with shade canopies
o Construction of a new restroom building and a concession building
o Construction of Low Impact Development (“LID”) elements to meet stormwater
regulations
o Construction of a new parking lot with a minimum of 42 parking stalls
o Replacement of natural turf baseball field with synthetic turf baseball/softball fields
o Replacement of children's play equipment with new shaded themed play
equipment
o Facelift renovations to the existing Dog Park
On September 3, 2019, the City Council directed the PWSD to add a basketball court to
the Eisenhower Park Improvement Project. This included the design and construction
of a new basketball court and the design revision of the Park to accommodate the
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September 15, 2020
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change. This increased the contract with Byrom-Davey, Inc. by $250,000 for a total
project cost of $6,550,000. Public Works contracts are approved with a 10%
contingency to account for surprises that may occur during design and construction.
During construction, large amounts of concrete and construction debris were discovered
throughout the Park. It is suspected that the Park was once used as a dumpsite. In
addition, large boulders were also discovered throughout the Park, and significant tree
roots from adjacent property trees were exposed at the foundation of the new perimeter
block wall. This resulted in the first change order. The second change order was due
to additional design work and materials related to the children’s playground area.
During the course of work, three trees (an Ash, Oak, and Magnolia) that were originally
slated to be removed in the children’s playground area were preserved. Lastly, a five
foot high removable baseball outfield fence with padding was added to the scope of
work. This resulted in the third change order for this project.
Below is a description of the contract change orders:
CCO Description Amount
1. Additional labor, trucking, equipment and disposal cost of the unforeseen buried
concrete, large boulders, tree roots, and construction debris. $26,334.09
2. Cost of design change along with additional labor and materials cost associated
with the Playground Layout design revision to preserve three trees. $31,329.92
3. Added a 5 foot high removable baseball outfield fence with padding. $19,525.86
Total: $77,189.87
The terms and conditions of this contract have been complied with and the work has
been performed to the satisfaction of the Project Manager. Byrom-Davey, Inc.
completed the work as defined in the project plans and specifications in an efficient and
timely manner. Photographs of the Eisenhower Park Improvement Project are shown on
Exhibit “A”.
FISCAL IMPACT
Funds in the amount of $6,490,000 were budgeted for the Eisenhower Park
Improvement Project in the Fiscal Year’s 2018-19 and 2019-20 Capital Improvement
Program. The total cost of the project was $6,300,000 and was to be fully funded by
Park Impact Fees. A standard 10% contingency was also approved. At the September
3, 2019, Council Meeting, a decision was made by the City Council to add a basketball
court to the Project. An additional $250,000 from the Parks Impact Fee Fund was
added to the Project.
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September 15, 2020
Page 4 of 4
The total project cost for the Eisenhower Park Improvement Project is $6,627,189.87.
This amount reflects the approved contract amount of $6,550,000 plus contract change
orders totaling $77,189.87, or 1.2% more than the approved contract amount.
On November 19, 2019, the City Council accepted a donation in the amount of $4,378
from the Santa Anita Little League to add a pitch count panel to the baseball scoreboard
for this Project. No General Fund monies were needed for this Project. Furthermore,
the PWSD is processing a reimbursement of $700,000 for eligible project costs through
the City’s Proposition A Maintenance & Services Fund administered by the Los Angeles
County Regional Parks and Open Space District. The total cost for the Eisenhower
Park Improvement Project after receiving donation and reimbursement from Proposition
A funds is $5,922,811.87, a net savings of over $625,000 from the budgeted amounts.
RECOMMENDATION
It is recommended that the City Council accept all work performed by Byrom-Davey,
Inc. for the design and construction of the Eisenhower Park Improvement Project as
complete; and authorize the final payment to be made in accordance with the contract
documents, subject to retention of $331,359.50.
Attachment: Exhibit “A” – Photographs of Eisenhower Park Improvement Project
EXHIBIT “A”
Eisenhower Park Improvement Project Photos
1
Little League Baseball Field
Youth Baseball Fields and Basketball Court
EXHIBIT “A”
Eisenhower Park Improvement Project Photos
2
Children’s Play Area and Passive Areas with Picnic Shelters
Large Dog Park
EXHIBIT “A”
Eisenhower Park Improvement Project Photos
3
Small Dog Park