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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 Accept Eisenhower Park Improvement Project September 15, 2020 Page 2 of 4 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 Accept Eisenhower Park Improvement Project September 15, 2020 Page 3 of 4 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. Accept Eisenhower Park Improvement Project 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