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STAFF REPORT
Public Works Services Department
DATE: January 18, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH
VARGAS OLSON INC. FOR THE RENOVATION OF THE SNACK BAR
AND RESTROOMS AT THE CIVIC CENTER ATHLETIC FIELD IN THE
AMOUNT OF $79,533
Recommendation: Approve
SUMMARY
The 2010 -11 Capital Improvement Plan (CIP) includes a project to replace the existing
natural turf with a new synthetic turf and underlayment at the Civic Center Athletic Field.
At the July 20, 2010 Study Session, the City Council directed staff to proceed with the
project. Subsequently, as part of the overall upgrades to the Civic Center Field, staff
also identified the need to renovate the existing snack bar and restrooms adjacent to
the athletic field. The building has been in existence for more than 20 years and the
restrooms are small. Additionally, the entrance to the women's restroom is located on
the south side of the building; isolated and out of the sight from spectators and parents.
On September 21, 2010, the City Council directed staff to proceed with the design and
development of construction plans for the renovation of the existing snack bar and
restrooms at the Civic Center Athletic Field and to go out to bid for this project. As a
result, staff conducted a formal bidding process to award a contract to renovate the
snack bar and restrooms at the Civic Center Field. Based on the bid results, staff
recommends that the City Council authorize the City Manager to award a contract to
Vargas Olson, Inc. to renovate the snack bar and restrooms at the Civic Center Athletic
Field in the amount of $79,533.
DISCUSSION
In 2007, the City Council approved the Parks and Recreation Master Plan. The Plan
evaluated the current condition and usage levels of City parks and fields and identified
the Civic Center Athletic Field as a priority field that needed renovation to increase
usage and availability. At the July 20, 2010 Study Session, the City Council approved
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Mayor and City Council
January 18, 2011
staff's recommendation and directed staff to proceed with replacing the field's existing
natural turf with a new synthetic turf and underlayment to increase usage and
availability. The budget for this project has also been approved by the City Council for
FY 2010 -11. Most recently, the City of Arcadia also received additional funding through
the Upper District's Turf Removal Grant Program in the amount of $88,514.
As part of the overall upgrades to the project, staff recently looked into renovating the
existing snack bar and restroom areas of the building adjacent to the athletic field due to
several reasons. First, the building is over 20 years old with limited space for patrons to
use the restrooms. For instance, the restrooms can only accommodate one person at a
time while others wait in line outside the building. Second, although the existing
bathrooms comply with the American Disabilities Act (ADA) requirement, the clearance
in the bathrooms is minimal which makes it difficult in turning a wheel chair. Finally, the
maintenance of the new synthetic turf field requires a no -food policy; hence, the existing
snack bar in the building will need to be removed and in turn, the space will be utilized
to expand the restrooms and add a storage area.
Therefore, on September 21, 2010, the City Council directed staff to proceed with in-
house design and development of construction plans for the renovation of the existing
snack bar and restrooms at the Civic Center Athletic Field and to go out to bid for this
project.
As part of the design and development of construction plans for this project, Public
Works Services Department staff re- evaluated the interior space of the building with a
floor plan that would allow expansion to the existing restrooms. Each existing restroom
has only one commode, one sink, and one paper towel dispenser. The design includes
three (3) commode or urinals with one (1) ADA stall, two (2) sinks, and two (2) paper
towel dispensers. (See Attachment)
In addition, the existing women's restroom is located on the south side of the building,
which is isolated from the main building and could pose a safety issue. Therefore, to
address this concern, the design would allow easy access to the entrance for the
restrooms, just off the playing field in clear view of parents and spectators.
Furthermore, additional interior space brought upon by the removal of the snack bar
area would be used as storage for the soccer club equipment and for the artificial turf
grooming equipment. The interior and exterior of the building would also be painted.
Finally, staff conducted a formal bidding process to award a contract to renovate the
snack bar and restrooms at the Civic Center Field. Notice inviting bids was published in
the adjudicated paper, Contractors Green Sheet, E -Bid Board and mailed to local
contractors. The City Clerk publicly opened four (4) sealed bids on December 28, 2010
with the following results:
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Mayor and City Council
January 18, 2011
Bidder Location Amount
Vargas Olson Monrovia, CA $79,533
D &J Foothill Electric La Verne, CA $104,492
Access Pacific Inc. San Diego, CA $147,000
Vido Samarzich Inc. Alta Loma, CA $242,400
Staff has reviewed the bid documents for content and the vendor's background and
competency and concluded that Vargas Olson Enterprises, Inc. is the lowest
responsible bidder. Vargas Olson has also worked for the City on other projects and
has consistently provided quality work.
Therefore, staff recommends that the City Council authorize the City Manager to award
a contract to Vargas Olson Inc. to renovate the snack bar and restrooms at the Civic
Center Athletic Field in the amount of $79,533.
FISCAL IMPACT
Sufficient funds for this project are included in 2010 -11 CIP program for the replacement
of the natural turf field at the Civic Center Athletic Field. The funding consists of
$750,000 from the Park Impact Fees Fund; $389,661 from Prop 40 Grants; and
$360,339 from the Capital Outlay Fund. Most recently, the City of Arcadia received
additional funding through the Upper District's Turf Removal Grant Program in the
amount of $88,514.
RECOMMENDATION
1. Award a contract to Vargas Olson Inc. for the renovation of snack bar
and restrooms at the Civic Center Athletic Field in the amount of
$79,533.
2. Waive any informality in the bid or biding process.
3. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
Approved by:
Donald Penman, City Manager
Attachment
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