REQUEST FOR CITY COUNCIL ACTION
DATE: 01/17/2024
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
SUBJECT:
Title
CONSTRUCTION CONTRACT WITH JMJ CONSTRUCTION IN THE AMOUNT OF $419,500 FOR THE MOUNTAIN GATE PARK BALLFIELD PLAZA SHADE INSTALLATION AND SHADE INSTALLATION AT PARK PLAYGROUNDS PROJECTS, NO. FC-2022-17 AND FC-2023-04; NOTICE INVITING BIDS 24-032CA
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EXECUTIVE SUMMARY:
This staff report asks the City Council to approve the Construction Contract with JMJ Construction for the Mountain Gate Park Ballfield Plaza Shade Installation and Shade Installation at Park Playgrounds Projects, No. FC-2022-17 and FC-2023-04, respectively. Shade in parks has been a high priority for the City, and the installation of shade will help protect both park patrons and newly installed equipment at playgrounds.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Adopt the Plan and Specification for the Mountain Gate Park Ballfield Plaza Shade Installation and Shade Installation at Park Playgrounds Projects, No. FC-2022-17 and FC-2023-04, Notice Inviting Bids 24-032CA.
b. Award Notice Inviting Bids 24-032CA to JMJ Construction, the lowest responsive, responsible bidder, for the total bid amount of $419,500, and waive all minor irregularities in the bidding document as submitted by the said bidder.
c. Approve the Construction Contract with JMJ Construction for the Mountain Gate Park Ballfield Plaza Shade Installation and Shade Installation at Park Playgrounds Projects, No. FC-2022-17 and FC-2023-04, in the amount of $419,500.
d. Authorize the City Manager, or his designee, to execute the Contract with JMJ Construction in the amount of $419,500, including any non-substantive extensions, change orders, purchase orders, and amendments up to 10% of the contract amount or $41,950 as provided for in Corona Municipal Code 3.08.050 (H).
e. Authorize the City Manager, or his designee, to issue a purchase order to JMJ Construction in the amount of $419,500.
f. Authorize the City Manager, or his designee, to execute the Third Amendment with USA Shade & Fabric Structures.
g. Authorize an increase to the agreement and purchase order with USA Shade from $143,025 to $238,538 for the purchase of shade equipment for Cresta Verde Park and changes to the shade equipment for Santana and Lincoln Parks.
h. Authorize an appropriation in the amount of $106,000 from the Parks and Open Space Fund 217 to the Shade Installation at Park Playgrounds Capital Improvement Project No. FC-2023-04.
Body
BACKGROUND & HISTORY:
The U.S. Consumer Product Safety Commission’s Handbook for Public Playground Safety, 2010 Edition, identifies the following recommendations for best practices regarding playground shade:
The City’s Strategic Plan Goal of "Sound Infrastructure” seeks to enhance Parks and Recreation Facilities to better serve residents. The City of Corona (City) has embarked on the replacement of several playgrounds over the last couple of years due to the community’s desire for increased shade at parks and playgrounds. In February 2022, the City of Corona Parks and Recreation Commission recommended that the City follow best practices and provide shade protection at playgrounds, specifically targeting playground equipment susceptible to heat, and cooling areas for park patrons.
Two separate projects were created to provide shade at parks. Mountain Gate Park Shade Structures for Ballfield Plaza, Project FC-2022-17, was created to provide shade for baseball spectators at Mountain Gate Park. The current stands and snack bar area are void of shade. Total funding for the project in the amount of $310,000 has been appropriated, with approximately $150,000 going towards the purchase of the six structures that will be installed to provide shade at the ballfield plaza. Shade Installation at Park Playgrounds Project, FC-2023-04, was also created in May 2022 by City Council with an appropriation of $500,000 based upon initial estimates and designs developed at the time. This action also executed an agreement with USA Shade in the amount of $143,025 for the purchase of shade structure equipment and engineering services for the Mountain Gate, Lincoln, and Santana Park Playgrounds. The project also included funding for shade at the new playground at Cresta Verde Park.
During the formal design phase of the playground shade, some minor changes were made to the original draft designs at Santana and Lincoln Park playgrounds. At Lincoln Park, the size of the shade structures was increased from 14’ x 14’ to 20’ x 20’ for both structures to provide a larger amount of shade. At Santana Park, the size went from a 14’ x 14’ single post and a four post 50’ x 32’ x 48’ x 37’ structure to a four post 41’-10” x 41’-10” x 27’-8” x 28’-4” structure and a six post 51’-3” x 44’-4” x 44’-4” x 34’-4” x 22’ x 22’ structure, also resulting in a larger shade area. A design was also developed for Cresta Verde Park. Now that the designs have been finalized for all four park playgrounds, City staff is requesting a change order to increase the USA Shade purchase amount from the original approved amount of $143,025 to $238,538 for all of the required shade equipment for the four playgrounds.
ANALYSIS:
On November 10, 2023, Notice of Inviting Bids (NIB) 24-032CA was advertised for bids, pursuant to Corona Municipal Code and Public Contract Code 3.08.090, Public projects formal bidding procedure, and Public Contract Code requirements. A total of two-hundred twenty-seven (227) prospective bidders were notified of the project, with twenty-eight (28) prime contractors downloading the bid information. On December 12, 2023, seven (7) bids were received through the City’s PlanetBids bidding portal.
The Engineer’s Estimate for the installation was $300,000. The following is a summary of the bid results:
Staff has reviewed all bids received and recommends awarding the contract to JMJ Construction as the lowest responsive, responsible bidder based on the Bid Schedule for a total contract amount of $419,500. All licenses and references for JMJ Construction have been reviewed and verified by City staff, and all other documentation is in order.
FINANCIAL IMPACT:
Two projects of a similar nature were combined for efficiency during bidding purposes.
Funding for the recommended actions and support services is detailed separately for each project below:
Mountain Gate Park Shade Structure for Ballfield Plaza Project, FC-2022-17:
There is no additional financial impact. There are sufficient funds available in Capital Improvement Project No.FC-2022-17 for the recommended actions.
Shade Installation at Park Playgrounds Project, FC-2023-04:
Additional funding is requested to be appropriated to complete the recommended actions. Approval of the recommended actions will result in an appropriation in the amount of $106,000 from the Parks and Open Space Fund 217 to the Shade Installation at Park Playgrounds Capital Improvement Project No. FC-2023-04 for engineering services, minor design changes resulting in upgraded equipment for Mountain Gate, Lincoln, and Santana Park Playgrounds, and the inclusion of Cresta Verde Park. There is sufficient fund balance available in the Parks and Open Space Fund 217 for this recommended action.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15301 of the Guidelines for the California Environmental Quality Act (CEQA), which states the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination, and is therefore exempt from CEQA. This action merely adds shade structures to existing ballfield and playground structures. Therefore, no environmental analysis is required. A Notice of Exemption has been filed with the County of Riverside for both projects.
PREPARED BY: TRACY MARTIN, SENIOR PROJECT MANAGER
REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
Attachments:
1. Exhibit 1 - Location Map
2. Exhibit 2 - Contract
3. Exhibit 3 - Third Amendment - USA Shade & Fabric Structures