TITLE
Recommendation to adopt Plans and Specifications No. R-7063 for the Willow Springs Park Wetlands Restoration Project; award the contract to BiTech Construction Co., Inc., of Buena Park, CA, in the amount of $1,371,926, authorize a 15 percent contingency in the amount of $205,789, for a total contract amount not to exceed $1,577,715; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto;
Increase appropriations in the Capital Projects Fund (CP) in the Parks, Recreation and Marine Department (PR) by $924,000, offset by grant revenue from an award of funding under the Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Act of 2006 (Proposition 84) Urban Greening for Sustainable Communities Grant Program; and
Accept Categorical Exemption No. 16-194. (District 7)
DISCUSSION
City Council approval is requested to enter into a contract with BiTech Construction Co., Inc., for the construction of planting, irrigation, and wetland improvements at Willow Springs Park.
The bid was advertised in the Long Beach Press-Telegram on November 15, 2016, and 4,196 potential bidders specializing in landscaping and gardening products and services, civil engineering, construction, and construction materials and supplies were notified of the bid opportunity. Of those bidders, 100 downloaded the bid via the City's electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 22 local, minority and women-owned business groups. Three bids were received on December 7, 2016. Of those three bidders, one was a Minority-owned Business Enterprise (MBE), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and none were Long Beach businesses (Local). BiTech Construction Co., Inc., of Buena Park, CA (not an MBE, WBE, SBE or Local), was the lowest responsible bidder.
The Willow Springs Park Wetlands Restoration Project (Project) is an 11.5-acre Project within the larger 48-acre Willow Springs Park, and is currently vacant and undeveloped. Willow Springs Park is located between Orange and California Avenues, with Spring Street to the north and Willow Street to the south (Attachment).
The Urban Greening for Sustainable Communities Grant Program, funded by the State of California Natural Resources Agency through Proposition 84, is administered by the Strategic Growth Council and provides funds for projects that establish community green areas, reduce energy consumption, conserve water, improve air and water quality, and provide other community benefits. The City of Long Beach (City), through the City Manager Department, Office of Sustainability, submitted a grant application in November 2013, and was awarded a $924,000 grant for the Project.
The Project scope includes removing non-native trees and damaged piping, planting approximately 200 native drought-tolerant trees and approximately 6,440 native drought tolerant plants, installing 209,000 square feet of irrigation, constructing approximately 43,000 square feet of ponding areas and 1,700 square feet of bioswales, constructing a connection to the flood basin, constructing an outdoor classroom seating area, installing interpretive signage, and converting the existing dirt access road to a 2,400-foot pedestrian trail with public access via entry points at Orange and California Avenues.
The Willow Springs Wetlands Master Plan efforts began in 2012, and two Master Plan meetings were held with adjacent residents of the Project. Input from the residents has been incorporated into the Master Plan and subsequent Project design. The Willow Springs Wetlands Master Plan was approved by the Parks and Recreation Commission on December 13, 2012.
Local Business Outreach
In an effort to align with the City's outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download bid specifications. Through outreach, 380 Long Beach vendors were notified to submit bids, of which 12 downloaded, but none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Linda T. Vu on December 14, 2016 and by Budget Operations Administrator Grace Yoon on December 22, 2016.
SUSTAINABILITY/ENVIRONMENTAL
The Project and associated grant funding will restore lowlands and hill slopes, creating a system of bioswales and ponding areas to divert, treat, and infiltrate storm water and dry weather flows, convert existing dirt access roads for pedestrian use, and provide interpretive signage.
In conformance with the California Environmental Quality Act, Categorical Exemption 16-194 was issued for the Project.
TIMING CONSIDERATIONS
City Council action to adopt Plans and Specifications No. R-7063 and award a contract concurrently is requested on January 10, 2017, to ensure that the contract is in place expeditiously to complete construction prior to May 2017, when the grant funding expires.
FISCAL IMPACT
The total cost for this project is $2,089,832, and includes the contract award of $1,371,926, a 15 percent contract contingency of $205,789, and consulting services, design, construction, and project support. The total project cost is supported by $924,000 from the Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Act of 2006 (Proposition 84) Urban Greening for Sustainable Communities Grant Program funds through the State of California Natural Resources Agency, as well as $790,000 in matching funds from a one-time allocation to Parks, Playgrounds and Libraries in the FY 14 adopted budget for capital improvements at Willow Springs Park, and a $50,000 Southern California Association of Governments grant used for conceptual planning. Supplemental funds will be provided from $101,445 remaining from the California Gardens Master Plan project, and $274,387 from the Development Services Fund (EF 337) in the Development Services Department (DV).
An increase in appropriation of $924,000 is requested in the Capital Projects Fund (CP) in the Parks, Recreation and Marine Department (PR), offset by grant revenue from an award of funding under the Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Act of 2006 (Proposition 84) Urban Greening for Sustainable Communities Grant Program.
Following completion, staff estimates an annual General Fund expenditure of $220,000 for operations and maintenance costs, including daily trash removal; irrigation management, plant replacement, and weed abatement; seasonal storm and debris clean-up; public walking path monthly repairs; and homeless encampment mitigation. Operations and maintenance costs are currently not funded and will be addressed as part of the FY 18 budget process.
The award of this contract is anticipated to provide continued support to our local economy. However, the number of additional full-time jobs created by this Project will not be known until the contractors complete their hiring process.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MARIE KNIGHT
DIRECTOR OF PARKS, RECREATION AND MARINE
APPROVED:
PATRICK H. WEST
CITY MANAGER