TITLE
Recommendation to adopt Plans and Specifications No. R-7022 for the Seaside Park Artificial Turf Field Project; award the contract to Los Angeles Engineering, Inc., of Covina, CA, in the amount of $773,123, authorize a 10 percent contingency in the amount of $77,312, for a total contract amount not to exceed $850,435; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto;
Adopt Plans and Specifications No. R-7024 for the Admiral Kidd Artificial Turf Field Project; award the contract to Los Angeles Engineering, Inc., of Covina, CA, in the amount of $1,418,136, authorize a 10 percent contingency in the amount of $141,813, for a total contract amount not to exceed $1,559,949; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto;
Authorize City Manager, or designee, to approve expenditures through the City's approved As-Needed Services Contract to design and construct athletic field improvements at EI Dorado Park West in the amount of $800,000;
Increase appropriations in the Capital Projects Fund (CP) in the Public Works Department (PW) by $250,000; and
Accept Categorical Exemptions Nos. CE 16-220 and CE 16-219. (Districts 1,5,7)
DISCUSSION
The City has struggled to maintain healthy field grass due to a variety of factors, including high use, field soils salinity levels that hinder plant roots from establishing, and drought conditions. Without critically-needed water over the last five years, the Seaside Park, Admiral Kidd Park and EI Dorado Park West youth sport fields have significantly degraded, resulting in unsafe playing surfaces.
To address the issues associated with the degraded youth sports fields, the City Council set aside $3.6 million in Fiscal Years 2014 and 2015 (FY14 and FY15) for artificial turf conversion projects at various parks, citywide. Additional funding, including the Community Development Block Grant, has been sought to augment project funding where necessary.
With a 33 percent increase in soccer and football participants and a 25 percent increase in baseball/softball participants since 2013, the need for functional fields is critical.
City Council approval is requested to:
1. Enter into contracts with Los Angeles Engineering, Inc., for the construction of:
• Seaside Park Artificial Turf Field Project: 0.7 acre project site, located at the north east corner of West 14th Street and Chestnut Avenue (Exhibit A); and,
• Admiral Kidd Artificial Turf Field Project: 2.0 acres project site, located at 2125 Santa Fe Avenue (Exhibit B).
2. Approve moving forward with the design and construction at EI Dorado Park West through the City's approved as-needed services contract. (Exhibit C)
Improvements will focus on sports fields located in the three parks. Seaside and Admiral Kidd projects consist of clearing and grubbing, grading and drainage, synthetic turf soccer field subgrade and base preparation, installation of a drainage system to support a synthetic turf soccer field, installation of a synthetic sports field shock pad, drainage and turf carpet, construction of a portland cement concrete mow curb and synthetic turf sports field curb restraints, concrete walks, metal fencing, gates and guardrails, site furnishings, electrical infrastructure for future sports field lighting, landscape, irrigation, and other incidental work necessary to complete construction for each site.
The EI Dorado Park West project will improve current conditions at existing fields and explore opportunities for adding new field space.
The bid for each project was advertised in the Long Beach Press-Telegram on September 23, 2016. The bid documents were 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. The results for each project are summarized below:
Seaside Project - 4,591 potential bidders specializing in landscaping, artificial turf and construction were notified of the bid opportunity. Of those bidders, 59 downloaded the bid via the City's electronic bid system. Six bids were received on October 19, 2016. These bids will expire on February 23, 2017. Of those six bidders, one was a Minority-owned Business Enterprise (MBE), none were Women-owned Business Enterprises (WBEs), two were certified Small Business Enterprises (SBEs), none were Disadvantaged Business Enterprises (DBEs), and none were Long Beach businesses (Local). Los Angeles Engineering, Inc., of Covina, CA (not an MBE, WBE, SBE, DBE, or Local), was the lowest responsible bidder.
Admiral Kidd Project - 4,588 potential bidders specializing in landscaping, artificial turf and construction were notified of the bid opportunity. Of those bidders, 57 downloaded the bid via the City's electronic bid system. Eight bids were received on October 19, 2016. These bids will expire on February 23, 2017. Of those eight bidders, two were Minority-owned
Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), three were certified Small Business Enterprises (SBEs), one was a Disadvantaged Business Enterprise (DBE), and none were Long Beach businesses (Local). Los Angeles Engineering, Inc., of Covina, CA (not an MBE, WBE, SBE, DBE, or Local), was the lowest responsible bidder.
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 the bid specifications. Through outreach, 409 Long Beach vendors were notified to submit bids, of which:
• Seaside Project - eight downloaded and none submitted a bid; and,
• Admiral Kidd Project - four downloaded and 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 22, 2016 and by Assistant Finance Director Lea Eriksen on February 1, 2017.
SUSTAINABILITY
Synthetic turf is commonly used in playgrounds, sports fields and running tracks, making up the majority of fields installed each year at schools, universities, and professional league stadiums. Replacing natural grass turf with synthetic turf with organic infill on sports fields has several benefits. Synthetic turf can:
• Reduce water use, helping to meet the State's water reduction mandate;
• Manage stormwater runoff through subsurface drainage systems;
• Provide a durable, consistent, and safe playing surface that addresses field safety issues and meets the high demand for use;
• Increase playable hours, without the need to close fields for sod replacement or following rain events; and,
• Provide lower maintenance costs and a longer lifespan than grass fields.
There is a fact sheet attached that addresses frequently asked questions regarding the use of cork and sand as infill material for turf fields (Exhibit D).
In conformance with the California Environmental Quality Act (CEQA), these projects were found to be exempt from CEQA in accordance with State Guidelines Section 15304, Class 4, Minor alternations to land. Notices of Exemption CE-16-220 (Exhibit E) and CD-16-219 (Exhibit F) were filed with the office of Planning and Research on September 19, 2016.
TIMING CONSIDERATIONS
City Council action to adopt the Plans and Specifications Nos. R-7022 and R-7024 and award contracts, and approval to proceed with EI Dorado project is requested on February 7, 2017, to ensure that projects can progress expeditiously.
FISCAL IMPACT
The total cost for the Seaside Park Artificial Turf Project is estimated at $1,409,853, which includes the contract award amount of $850,435, and the cost for design, construction project oversight and labor compliance. Total project costs are supported by $1,159,853 in FY 14 one-time funds that are budgeted in the Capital Projects Fund (CP) in the Public Works Department (PW) along with $250,000 in Community Development Block Grant funds to complete project funding. The grant award is not yet appropriated; therefore, an appropriations increase in the amount of $250,000 is included in the recommended action. The grant funds do not have a cash or in-kind match requirement. The Community Development Block Grant appropriation increase will be offset by a transfer of funds from the Development Services Department (DV).
The total cost for the Admiral Kidd Artificial Turf Project is estimated at $1,921,997, which includes the contract award amount of $1,559,950, and the cost for design, construction project oversight and labor compliance. Total project costs are supported by $1,921,997 in FY 14 and FY 15 one-time funds that are budgeted in the Capital Projects Fund (CP) in the Public Works Department (PW).
The total cost for EI Dorado Park West improvements is estimated at $800,000, which includes the cost for design, construction project oversight and labor compliance. Total project costs are supported by $800,000 in FY 14 one-time funds that are budgeted in the Capital Projects Fund (CP) in the Public Works Department (PW).
Each contract includes a requirement for the contractor to maintain the artificial turf system for a period of eight years. The Parks, Recreation and Marine Department will be responsible for maintenance of the Seaside, Admiral Kidd and EI Dorado Parks consistent with grant requirements where applicable. Operating and maintenance costs associated with the Seaside Park and Admiral Kidd Park Artificial Turf projects are already budgeted in the General Fund (GP) in the Parks, Recreation and Marine Department (PR). This includes costs for daily trash removal, irrigation repair, plant trimming and replacement, and weed abatement.
The number of additional local jobs created by these projects will not be known until the contractors complete their hiring and construction has commenced.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
MARIE KNIGHT
DIRECTOR OF PARKS, RECREATION & MARINE
APPROVED:
PATRICK H. WEST
CITY MANAGER