HomeMy WebLinkAboutStaff Report 13894
City of Palo Alto (ID # 13894)
City Council Staff Report
Meeting Date: 2/14/2022 Report Type: Consent Calendar
City of Palo Alto Page 1
Title: Approval of Construction Contract Number C22181645 with Legion
Contractors Inc., in the Amount of $494,723, and Authorization for the City
Manager or their Designee to Negotiate and Execute Change Orders up to a
Not-to-Exceed Amount of $74,208, for the Magical Bridge Playground Rubber
and Synthetic Turf Resurfacing Capital Improvement Program Project (PE-
21003)
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute a construction
contract with Legion Contractors, Inc. (Contract No. C22181645) in an amount not-to-
exceed $494,723 for the Capital Improvement Program Magical Bridge Playground
Rubber and Synthetic Turf Resurfacing project (PE-21003);
2. Authorize the City Manager or their designee to negotiate and execute one or more
change orders to Construction Contract No. C22181645 with Legion Contractors, Inc. for
related additional but unforeseen work which may develop during the project, the total
value of which shall not exceed $74,208; and
Background
The Magical Bridge Playground Rubber and Synthetic Turf Resurfacing Project (PE-21003)
focuses on anticipated maintenance to playground amenities, mainly the replacement of the
attenuated surfacing. The Magical Bridge playground opened in March 2015 and is now one of
the most used facilities in the City, drawing approximately 15,000 visitors per month. This high
rate of use requires periodic maintenance to playground facilities to maintain quality and
safety. Since its installation, portions of playground failed prematurely and required periodic
closures for repairs. Playground surfacing is anticipated to last 7-10 years with typical use and
sun exposure. Other maintenance items include refurbishing of the playhouse and replacement
of railing to a longer lasting and more durable material to ensure the playground will continue
to provide inclusive play for the community.
Discussion
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As part of the Fiscal Year 2022 Adopted Capital Budget, Council approved funding for
renovations at Magical Bridge Playground in Mitchell Park. The renovations address
maintenance and safety renovations and upgrades to the heavily used playground. These
renovations include:
• Rubberized surfacing replacement
• Synthetic turf replacement
• Cleaning and re-staining the playhouse
• Replacing the playhouse railing with a more durable material
• Replacement of the net on the net spinner
• Painting handrails
• Replacement planting
• Replacement of the shade umbrella on the slide mound
• Addition of a shade structure over the spin zone (partially funded by the community
through a donation from the Magical Bridge Foundation)
Bid Process
On October 22, 2021, an Invitation for Bids (IFB) for the Magical Bridge Playground Renovation
Project was posted online through PlanetBids and 1,441 notifications were sent to general
contractors, subcontractors, consultants, and builder’s exchanges through the City’s
eProcurement system. The bidding period was 24 days. A non-mandatory pre-bid meeting was
held on November 4, 2021. Bids were received from six qualified firms on November 15, 2021
as listed in the attached Bid Summary (Attachment A).
SUMMARY OF BID PROCESS
BID NAME/NUMBER MAGICAL BRIDGE PLAYGROUND
RENOVATIONS PROJECT IFB #181645
Proposed Length of Project 60 Days
Number of Bid Packages Downloaded Contractors 17
Number of Bid Packages Downloaded by Builder’s
Exchanges 23
Total Days to Respond to Bid 24
Pre-Bid Meeting? Non-Mandatory
Number of Bids Received: 6
Bid Price Range (Base Bid) $224,273 - $652,110
Bid Price Range (Base Bid Plus Alternates) $494,723 - $997,320
A review of the bids included the base bid and all the bid alternates. Base bids ranged from
$224,273 to $652,110 and from 52% below to 39% above the engineer’s estimate of $468,000.
Bid alternates ranged from $270,450 to $345,210 and from 11% below to 13% above the
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Engineer’s Estimate of $305,000.
Staff has reviewed all bids and recommends that the Base Bid of $224,273, plus all the Additive
Bid Alternates (1 through 9; in Attachment A) of $270,450, for a total of $494,723, submitted by
Legion Contractors, Inc. be accepted and that Legion Contractors, Inc. be declared the lowest
responsive and responsible bidder. Bid alternate items were separated out from the base bid to
allow for flexibility selecting the park elements that could be included in the project scope with
the current funding available. The construction contingency amount of $74,208, which equals
15 percent of the contract value, is requested for related, additional, but unforeseen work
which may develop during the project. A 15 percent contingency is requested (rather than the
standard 10 percent amount) to allow flexibility for a larger replacement area of the padded
sub-base of the attenuated surfacing if necessary. Additional sub-base material that could not
be visually inspected may be damaged by tree roots.
Staff reviewed information regarding Legion Contractors, Inc.’s responsibility as a bidder and
found Legion Contractors to be the lowest responsive and responsible bidder. Staff also
checked with the Contractor's State License Board and confirmed that the contractor has an
active license on file.
This contract is on the City’s construction contract template, which permits the City to
terminate without cause/for convenience by providing written notice to the contractor. In the
event the City finds itself facing a challenging budget situation, and it is determined that City
resources need to be refocused elsewhere, the City can terminate for convenience. Other
options include termination due to non-appropriation of funds or amending the contract to
reduce the cost, for example, by reducing the scope of work.
Timeline
This project is scheduled for a 60-day construction period. Construction is expected to start in
March 2022 and be completed by May 2022.
Resource Impact
Funding for this project is available in the Fiscal Year 2022 Capital Improvement Program
Magical Bridge Playground Rubber and Synthetic Turf Resurfacing project (PE-21003).
The Magical Bridge Foundation has made a $5,000 bench donation to add seating to the spin
zone area, and a $30,000 donation toward the purchase of the shade sail over the spin zone
area and the new shade umbrella at the top of the slide mound. In total, $35,000 in Other
Revenue will be recognized as a donation from the Magical Bridge Foundation for PE-21003,
allowing $35,000 to be returned to the Capital Improvement Fund balance to be used for other
capital projects. This will be adjusted as funding is received as part of the annual reconciliation
of the project as part of the year-end financial close process.
Policy Implications
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The project is consistent with the City’s Comprehensive Plan goals, policies, and programs.
Stakeholder Engagement
As this project is a renovation of an existing facility to address maintenance needs, no
community meetings were held to review the renovation items. However, staff met with the
Magical Bridge Foundation, the original funder of the playground, to review the project’s scope.
Staff will notify users of the playground closure prior to work commencing.
Environmental Review
Pursuant to the requirements of the California Environmental Quality Act (CEQA), the project is
categorically exempt from CEQA, per Section 15303 New Construction or Conversion of Small
Structures.
Attachments:
• Attachment A - Bid Summary Magical Bridge PE-21003
Bid Summary ‐ Magical Bridge Playground
PE‐21003
Legion
Contractors Azul Works
Redwood
Engineering 101 Builders Top Line
Agbayani
Constuction
Engineers
Estimate
Remove and replace rubber surfacing color coat (standard) $119,272.50 $152,000.00 $176,700.00 $212,040.00 $263,283.00 $335,760.00 $285,000.00
Remove and replace rubber surfacing color coat (premium)$6,500.00 $14,000.00 $14,250.00 $11,400.00 $16,672.50 $18,050.00 $16,000.00
Remove and replace synthetic turf on flat ground $49,600.00 $66,000.00 $59,520.00 $99,200.00 $98,456.00 $111,600.00 $72,000.00
Remove and replace synthetic turf on slope section of mound $12,250.00 $11,000.00 $12,250.00 $14,000.00 $15,925.00 $17,500.00 $15,000.00
Spot repair and level attenauted buffing sub surface under rubber and turf $7,500.00 $35,000.00 $37,500.00 $17,500.00 $154,750.00 $95,000.00 $45,000.00
Remove and repalce bonded rubber mulch $29,150.00 $56,000.00 $47,700.00 $60,950.00 $77,115.00 $74,200.00 $35,000.00
Total: $224,272.50 $334,000.00 $347,920.00 $415,090.00 $626,201.50 $652,110.00 $468,000.00
Remove net railing of playhouse and replace with synthetic wood railing $45,750.00 $11,900.00 $41,785.00 $67,100.00 $12,962.50 $137,250.00 $68,000.00
Power wash and paint/stain playhouse includes scaffoldign $45,000.00 $83,000.00 $99,000.00 $90,000.00 $71,000.00 $50,000.00 $65,000.00
Purchase and install shade sail strucutre $79,000.00 $70,600.00 $75,000.00 $78,000.00 $67,500.00 $75,000.00 $85,000.00
Install new 6' donor bench on concrete pad $4,000.00 $7,700.00 $4,000.00 $12,000.00 $5,000.00 $10,000.00 $3,000.00
Replace the nettin on the Dynamo spinner $33,000.00 $29,700.00 $30,000.00 $33,000.00 $33,600.00 $25,000.00 $38,000.00
Prime and paint metal handrails $3,200.00 $2,600.00 $7,150.00 $11,700.00 $7,040.00 $960.00 $3,500.00
Purchase and install shade umbreall at slide mound $37,500.00 $28,000.00 $32,000.00 $32,000.00 $26,300.00 $25,000.00 $35,000.00
Plant 20 15gal Dietes $20,000.00 $5,900.00 $5,000.00 $6,900.00 $7,000.00 $20,000.00 $6,000.00
Plant 15 1gal Lavender $3,000.00 $400.00 $975.00 $375.00 $2,250.00 $2,000.00 $1,500.00
Total: $270,450.00 $239,800.00 $294,910.00 $331,075.00 $232,652.50 $345,210.00 $305,000.00
Total: $494,722.50 $573,800.00 $642,830.00 $746,165.00 $858,854.00 $997,320.00 $773,000.00