Report to Mayor and City Council
Tuesday, January 03, 2023
Consent
SUBJECT:
Title
CONSIDER AWARD OF A CONSTRUCTION CONTRACT TO MARINA LANDSCAPE, INC. FOR PROJECT NO. 1735 - CIVIC CENTER TURF RENOVATION
Body
I. SUMMARY
Like all cities in California, Carson is required to comply with state law which requires public agencies to reduce water use for landscaping. The City Council approved Project No. 1735 - Civic Center Turf Renovation in the FY 2022-2023 Capital Improvement Project (CIP) budget. On December 1, 2022, staff advertised the plans, specifications, and estimates (PS&E) for the project, which include the removal and replacement of most of the ornamental grass around City Hall and Community Center and replaces it with attractive drought tolerant plant materials; the project also includes irrigation installation as well as layout of new pathways and seating areas.
This project is partly funded with grants from California Water Service (CalWater) and West Basin Municipal Water District (WBMWD). In response to the Invitation for Bids (IFB No. 22-043), the City received one bid, from Marina Landscape, Inc., in the amount of $1,617,311.50, and it was determined to be a responsive bid. If awarded as recommended, the total cost of this project, inclusive of the 15% contingency, will be $1,859,908.23.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD and APPROVE a Construction Contract for Project No. 1735 - Civic Center Turf Renovation in the amount of $1,617,311.50 to the lowest responsive/responsible bidder, Marina Landscape, Inc. (Exhibit No. 1).
2. AUTHORIZE the expenditure of construction contingencies in the amount of $242,596.73 (15%) for any unforeseen construction work such as substructure conflicts, contaminated soil removal and disposal, material testing, and other work that may be necessary to complete this project.
3. ADOPT Resolution No. 23-021, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2022-23 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS” appropriating $1,859,908.23 from the CIP/General Fund balance account 101-99-999-904-8012.
4. AUTHORIZE the Mayor to execute the Construction Contract with Marina Landscape, Inc. following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT the bid.
2. TAKE another action the City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
Project No. 1735: Civic Center Turf Renovation is one of the City’s Capital Improvement Program (CIP) projects adopted for FY2022-23.
The City retained the services of Westberg+White Architects and ADL Planning Associates, Inc. to complete the plans, specifications, and estimates for this project. The project includes the removal of the existing grass around the City Hall building and the front (Carson Street side) of the Community Center. It includes the installation of drought tolerant plants, improved landscaping, decomposed granite (DG) walking paths, 29 new benches, and 7 round picnic tables.
This project will be partially refunded with grants and rebates are provided by California Water Service Company (CalWater) and West Basin Municipal Water District (WBMWD) when the project is complete, both of which have a vested interest in drought tolerant landscaping and improvements in water use at government facilities. The grants and rebates will offset the cost of upgrading the Landscaping and irrigation around both City Hall and the Community Center. The rebate program requires the City install the new irrigation and landscaping by March 31, 2023.
After Westberg+White and ADL Planning completed the plans and specifications for the project, the plans were presented to the City Council Ad Hoc Subcommittee and staff was authorized to advertise the project for construction bid. The Purchasing Division advertised the Invitation for Bid (IFB 22-043) through Planet Bid from December 1, 2022, to December 15, 2022, with clarifying questions due on December 8, 2022. One bid was received by the City Clerk’s office and opened. The bid received was from Marina Landscape Inc. in the amount of $1,617,311.50 (Exhibit No. 2). The Bid Schedule contained in Exhibit No. 2 will be Exhibit A to the Construction Contract.
In reviewing the bid documents submitted by the above bidder, it was determined that Marina Landscaping Inc.’s bid was responsive with all the required bid documents provided including the PLA Letter of Assent. Marina Landscaping Inc. is a bonafide contractor licensed in the State of California and is registered with the Department of Industrial Relations. The bid bond, in the amount of 10% of the total bid, as supplied by Berkley Insurance Company is in order and was submitted with the bid.
The contractor’s references have been checked, and it has been verified that the contractor has completed similar projects in an acceptable manner. Marina Landscape, Inc. is the lowest responsible bidder under CMC 2612.
This project is subject to the requirement of the City's Project Labor Agreement (PLA). The selected contractor and all subcontractors have an obligation to comply with all of the terms of the PLA.
The anticipated/tentative timeline for this project is as follows:
• Advertise for Construction Bids: December 1, 2022
• Award for Construction Contract: January 3, 2023
• Construction Contract Execution: January 24, 2023
• P.O. Issuance: February 4, 2023
• Start of Construction: March 11, 2023
• Completion of Construction: April 3, 2023
Staff is requesting City Council to award the proposed Construction Contract to Marina Landscaping Inc. for a not-to-exceed amount of $1,617,311.50.
V. FISCAL IMPACT
The construction bid amount for this improvement project is $ 1,617,311.50 with a construction contingency of $242,596.73, representing 15% of the total construction bid. The total project cost including the 15% contingency is $1,859.908.23. If this item is approved, $1,859,908.23 should be appropriated from the CIP/General Fund Balance account 101-99-999-904-8012 to account no. 101-99-999-904-8008. (Exhibit No. 4).
VI. EXHIBITS
1. Construction Contract (pgs. 3-39)
2. Bid Proposal (including Bid Schedule - Exhibit A to Construction Contract) (pgs. 40-63)
3. Carson Landscape Bid Set 11-21-22 (pgs. 64 - 89)
4. Resolution No. 23-021 (pgs. 90 - 91)
Prepared by: Gilbert Marquez, P.E., City Engineer & Kenneth Young, P.E. Senior Civil Engineer