Report to Mayor and City Council
Tuesday, February 05, 2019
Consent
SUBJECT:
Title
CONSIDERATION TO ACCEPT AS COMPLETE PROJECT NO. 1355: VETERANS PARK ATHLETIC FIELD RENOVATION AND PROJECT NO. 1389: VETERANS PARK IRRIGATION SYSTEM UPGRADE (CITY COUNCIL)
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I. SUMMARY
Project 1355: Veterans Park Athletic Field Renovation and Project No. 1389: Veterans Park Irrigation System Upgrade have been completed in accordance with the approved plans and specifications (Exhibit No. 1). It is requested that the City Council accept the work as complete and authorize staff to file the Notice of Completion.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. ACCEPT as complete Project 1355: Veterans Park Athletic Field Renovation and Project No. 1389: Veterans Park Irrigation System Upgrade.
2. AUTHORIZE staff to file a Notice of Completion.
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III. ALTERNATIVES
1. DO NOT ACCEPT the project as complete. However, Civil Code Section 9204 requires a Notice of Completion to be filed for record on or within 15 days after the date of completion of a work of improvement.
2. TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
The Veterans Park Athletic Field Renovation and the Veterans Park Irrigation System Upgrade projects are listed in the City’s Capital Improvement Program (CIP) for FY 2012/13 and FY 2013/14, respectively. Veterans Park is located at 22400 Moneta Avenue. This 12-acre park is bordered by 223rd Street on the north, Moneta Avenue on the west, and residential units on the east and south.
The project consists of the renovation of the athletic field by re-grading the surface, adding soil where needed, removing and replacing the existing irrigation system, installing fencing, installing a drainage system for the baseball field, and constructing of a three-foot high retaining wall along 223rd Street to prevent erosion of the landscaped slope.
On April 15, 2008, the City Council adopted Resolution No. 08-057, approving the application for grant funds from the Los Angeles County Regional Park and Open Space District (Exhibit No. 2).
The original application for grant funds was for Carson Park and Hemingway Park playing field refurbishments. On July 7, 2008, the Los Angeles County Regional Park and Open Space District (District) approved Grant No. 58B8-08-2189 in the amount of $250,000.00 (Exhibit No. 3). The grant provides for the design, administration, and construction costs for playing field refurbishments at those two parks.
Since the Carson Park and the Hemingway Park playing fields were renovated under different projects, on April 12, 2012, the City and the Los Angeles County Regional Park and Open Space District amended the Project Agreement to use this grant for the Veterans Park Athletic Field Renovation project (Exhibit No. 4).
On February 19, 2013, City Council approved a Professional Services Agreement with P. A. ARCA Engineering, Inc., for the preparation of construction plans, specifications and estimates for Project No. 1355: Veterans Park Athletic Field Renovation for a negotiated fee not-to-exceed $48,192.00 (Exhibit No. 5).
Although the estimated construction cost was within the available grant fund, the bids were higher than anticipated; therefore to augment the project funds, staff decided to combine this project with Project No. 1389: Veterans Park Irrigation System Upgrade, which is funded by the Carson Successor Agency (CSA).
On September 16, 2014, the City Council awarded a construction contract to the lowest bidder, Heathcote Geotechnical for the renovation of the Athletic Field and the upgrade to the irrigation system at Veterans Park (Exhibit No. 6). The contractor completed the scope of work per the approved plans and specifications in September 2015. The acceptance of the project as complete has been postponed due to an issue with the Land Deed Restriction document required by the District, which states that there would be no limit to the City’s ownership and the publics’ access rights to the park. There were several discussions and submittals between City staff and the District’s grant administrator, as well as the City Attorney and District representatives, to clarify and come to a satisfactory agreement regarding this document. Staff did not want to risk getting disqualified for the reimbursement of the remaining balance of $201,880 by presenting an agenda item to the City Council to Accept the Project as Complete, prior to settling with the District about the deed restriction document, as well as other required forms. Just recently, staff had a discussion with the District’s grant administrator and obtained clearance to file a Notice of Completion as well as to submit a reimbursement request for the remaining balance.
V. FISCAL IMPACT
Funds for this project were included in the adopted FY 2014/15 in the amount of $250,000.00 from the CSA Bond budget in account no. 82-70-793-981-8020/0138901 and $250,000.00 from the Los Angeles County Regional Park and Open Space District Grant in account no. 22-80-500-656-8008/0135501. The project budget and expenditure is summarized on the table below:
|
Proj No. |
Fund Source |
Amount |
|
1355 |
LA County Reg Prk & Open Space Grant |
$250,000.00 |
|
1389 |
CSA Bond |
$250,000.00 |
|
TOTAL BUDGET |
|
$500,000.00 |
|
|
|
|
|
Description |
Estimated Amount |
Actual Expenditure |
|
PA Arca Engineering |
$48,192.00 |
$48,192.00 |
|
Heathcote Geotechnical |
$324,530.00 |
$324,530.00 |
|
Material |
|
$36,423.51 |
|
Staff and Labor |
|
$26,818.82 |
|
TOTAL EXPENDITURE |
$435,964.33 |
|
SURPLUS |
|
$64,035.67 |
VI. EXHIBITS
1. Location Map. (pg. 4)
2. Minutes, April 15, 2008, Item No. 9. (pg. 5)
3. Los Angeles County Regional Park and Open Space District Project Agreement letter dated July 7, 2008 (pg. 6)
4. Los Angeles County Regional Park and Open Space District Project Agreement Amendment letter dated April 12, 2012 (pgs. 7-9)
5. Minutes, February 19, 2013, Item No. 4. (pgs. 10-11)
6. Minutes, September 16, 2014, Item No. 6 (pg. 12)
1.
Prepared by: Raymond Velasco, PE, Senior Civil Engineer