AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DEPARTMENT
SUBJECT:
title
PUBLIC WORKS CONTRACT WITH SPECTRASYSTEMS INCORPORATED DBA SPECTRA TURF FOR THE PLAYGROUND SURFACE REPLACEMENT PROJECT
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Summary:
Signal Hill Park is located at 2175 Cherry Avenue, spans approximately 10.07 acres and is adjacent to City Hall and the Signal Hill Public Library. Some of the park features and amenities include barbecue picnic areas, a community garden, a Community Center, restrooms, basketball courts, walking paths and a playground area. The playground surface has deteriorated significantly due to frequent use. To address this issue, the City Council will consider entering into a Public Works Contract with Spectrasystems, Incorporated, dba Spectra Turf (Spectra Turf), for the Playground Surface Replacement Project. The proposed Project involves demolishing the existing playground surface and reinstalling a new playground surface at Signal Hill Park. This project is essential to ensure the playground remains in good condition until the City redesigns and renovates the park as part of the Civic Center Master Plan.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improved the City’s physical infrastructure, water system and recreational spaces.
recommendation
Recommendations:
1. Authorize the City Manager to enter into a Public Works Contract with Spectra systems Incorporated, dba Spectra Turf, for a term of 14 calendar days and a not-to-exceed contract in the amount of $132,625.00, in a form approved by the City Attorney.
2. Authorize the Public Works Director to approve a maximum 30-calendar day extension and a contingency of 10% (13,262.50) to accommodate changes or unforeseen conditions. The proposed contingency brings the total construction budget to $145,887.50.
3. Adopt a resolution, entitled:
A RESOLUTION OF THE CITY COUNCIL OF SIGNAL HILL, CALIFORNIA, AMENDING THE ADOPTED BUDGET AND AUTHORIZING BUDGET APPROPIATIONS FOR FISCAL YEAR 2024-25 TO INCREASE THE CAPITAL IMPROVEMENT PROJECT
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Fiscal Impact:
The total project cost for the Playground Surface Replacement Project (“Project”) (No. 80.25002) is $145,887.50. The adopted Fiscal Year 2024-25 Capital Improvement Project Budget allocated $120,000 for the Project. Staff is requesting a budget adjustment to increase the Project by $25,887.50 using CIP Reserves which would fully fund the contract for the project.
Background:
In February 2021, the City Council approved the 2021 Parks and Recreation Master Plan and authorized staff to create a Prioritization and Implementation Plan (PIP), to define goals, objectives, and priorities for the Parks, Recreation, and Library Services Department. The PIP, adopted by the City Council in January 2022, provides an inventory of City parks and facilities and outlines a roadmap to meet the Master Plan objectives. The PIP also serves as a guide for updating policies, programs, services, and prioritizing significant Capital Improvement Projects identified by the community in recent and historical planning documents.
The PIP capital improvement priorities include renovating and redesigning Signal Hill Park. Signal Hill Park, located at 2175 Cherry Avenue, is approximately 10.07 acres and is adjacent to City Hall and the Signal Hill Public Library. The park features and amenities include barbecue picnic areas, a community garden, a community center, restrooms, basketball courts, walking paths, and a playground area. Pursuant to the PIP, the areas of opportunity for improvement include the redesign of the park to add new playground features and art pieces. The City is currently seeking funding opportunities for the Civic Center Master Plan, which includes constructing a new children’s playground, recreational courts, and landscape at Signal Hill Park.
Since its last upgrade in 2016, the playground surface has deteriorated significantly due to frequent use. The FY 2024-25 Capital Improvement Projects Plan include the Signal Hill Park Project Playground Surface Replacement Project to address the worn surface and ensure the playground remains usable until the City redesigns and renovates the park as part of the Civic Center Master Plan.
Analysis:
On August 1, 2024, the City posted a Notice Inviting Bids (NIB) for the FY 2023-2024 Signal Hill Park Project Playground Surface Replacement Project at the following locations:
• Planetbids via the City’s online portal.
• City’s website.
• Public notice locations identified in Signal Hill Municipal Code Section 1.08.010.
The City notified twenty-two prospective bidders of the bid opportunity through Planetbids, and all prospective bidders downloaded the contract documents. Bids were due to the City on August 19, 2024, at 2:00 p.m. As shown below, the City received the two (2) bids by the due date:
During the evaluation of bids, staff determined Robertson Recreational Surfaces /Tot Turf as the lowest bid; however, the low bid was non-responsive for failing to submit the original bid bond required by the bid deadline, as specified in the Notice Inviting Bids and contract documents.
SpectraTurf, the second lowest bidder, submitted all required documents before the bid closing date and time, including the original hard copy of the bid bond. The contractor properly submitted all necessary items and documents. Staff determined SpectraTurf to be the lowest responsive and responsible bidder after conducting reference checks on the company’s listed projects and verified that Spectra Turf is licensed to perform the work under this contract. Staff recommends awarding the contract to SpectraTurf for $132,625.00.
Upon City Council’s approval, staff would issue a Notice to Proceed and begin coordinating with the contractor. If approved, construction is expected to start in October, lasting approximately two weeks, with an estimated completion date in November 2024.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachments:
A. Contract
B. Resolution
C. Exhibit A