Agenda Item Wording:
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Notice of Completion - Request authorization to file a Notice of Completion for the Riverway Sports Park Jim Byrd Playground Replacement Project, 3611 N Dinuba, Visalia, CA. (Project No. 1010-72000/CP0488-999).
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Deadline for Action: 7/15/2024
Submitting Department: Community Services
Contact Name and Phone Number: Daryl Tillman, Park Maintenance Supervisor 713-4435; daryl.tillman@visalia.city <mailto:daryl.tillman@visalia.city> Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city <mailto:alvin.dias@visalia.city> John Lollis, Assistant City Manager john.lollis@visalia.city <mailto:john.lollis@visalia.city>
Department Recommendation:
Staff recommends that the City Council authorize the filing of a Notice of Completion for the Riverway Sports Park Jim Byrd Playground Replacement Project.
Background Discussion:
Summary:
The scope of work included the installation of two new playground structures, integrated shade canopies, new fall surfacing, and a certified playground safety inspection. The contract was awarded to Anchor-41 Construction, LLC at the November 20, 2023, City Council Meeting in the amount of $317,600.00.
Background:
CP0488 Riverway Sports Park (Jim Byrd) Playground Replacement Project was approved by Council on 03/15/2021, during the Mid-Year budget review. Staff requested the replacement of the existing playground structure due to damage to many of the platforms and support poles. The playground was constructed from composite wood material and had become unsafe for use and temporary fencing was installed to close the playground off from public use.
RFP #21-22-09 was advertised on 12/15/2021, for the design, demo, and construction of a new play structure within the dimensions of the existing playground fall surfacing area. Two proposer conferences were conducted on January 5, 2022, and January 7, 2022, where staff answered questioned and toured the playground area with several contractors. Proposals for the RFP were due on February 1, 2022. The City received a total of three design submissions from two proposers. A selection committee was formed and met on February 15, 2022, to review the design proposals and select the design they felt met the requirements of the RFP and gave the most playability to the community. The selection committee was comprised of two Parks and Recreation Commissioners, Veronica Barajas, and Edgardo Monroy, two Parks Division staff members, Scott Pyle, and Daryl Tillman, and Recreation Manager, Laurissa Roggenkamp.
The selection committee reviewed all the designs that were submitted using the criteria that was established in RFP #21-22-09. During their review, the committee felt that the designs received were inadequate and would not meet the needs of the community. The committee also felt that the proposed design was unimaginative and would result in backlash from park users. The original playground was so large, the new equipment would look sparse in the play area footprint. Staff had budgeted $150,000.00, in CIP CP0488, for the project and felt this would be sufficient to complete the playground replacement.
Staff originally thought the demolition cost was the cause for such a small play structure and reached out to the submitted proposers, as well as the proposers that attended the proposer conference to find the reason why the designs fell short of expectations. The proposers all stated that due to the cost of play equipment they could not offer a more robust design with the budgeted amount, and that the demo was a small portion of the project cost. Staff began researching ways to increase the project budget through cost savings in other General Fund CIP projects and found a $66,117.20, cost savings in two awarded CIP projects, CP0467, Blain Park Arbors, and CP0493, Perry Family Park playground resurfacing. These projects were not completed and contingency funds were kept for each project if a change order was needed.
On May 20, 2022, a meeting with the Finance and Technology Services Director was held to discuss the transfer requests. During this meeting an additional $100,000 from the Parks Maintenance operations budget, water line 1622-56120, was approved to be included in the transfer request for the Jim Byrd Playground replacement project by the Finance and Technology Services Director. The total transfer request for the project was $166,117.20 and would give the Riverway Sports Park Jim Byrd Playground Replacement Project a budget total of $316,117.20. Staff felt confident the increased budget would produce a new playground for Riverway Sports Park that would meet the expectations and needs of the park.
A second Request for Proposals, RFP #22-23-33 was advertised on 6/1/2023 and 6/6/2023, for the design, and construction of a new play structures within the dimensions of the existing playground fall surfacing area. Two mandatory proposer conferences were conducted on June 14, 2023, and June 15, 2023, where staff answered questions. Proposals for the RFP were due on June 30, 2023. The City received a total of five design submissions from four proposers. A selection committee was formed and met on September 26, 2023, to review the design proposals and select the design they felt met the requirements of the RFP and gave the most playability to the community. The selection committee was comprised of one Parks and Recreation Commissioners, Samantha Wagner, one Parks Division staff member, Daryl Tillman, and Recreation Manager, Laurissa Roggenkamp.
The selection committee reviewed all the designs that were submitted using the criteria that were established in RFP #22-23-33. During their review the committee felt that the proposal submitted by Anchor 41 Construction, of Hanford, CA was the overall unanimous winner and best met the requirements of RFP #22-23-33 and the needs of the community. After staff received the original cost proposal Anchor 41 Construction received notice from the equipment supplier that there was a cost increase for both equipment and shipping. Anchor 41 Construction has kept all their construction costs the same, but the increase in pricing for the playground equipment and shipping costs have resulted in the project to be $2,409.44 over budget.
Staff then requested a $2,500 transfer from CP0545 (Community Christmas Tree) to cover the overage of the project. CP0545 was completed and there were sufficient funds to cover the project after the transfer of funds. The playground replacement at Riverway Sports Park has been a long process, with several funding increases, two requests for proposals, and is now finally completed.
Fiscal Impact:
The total construction cost of $317,600.00 is funded by the General Fund 001 (Project No. 1010-72000/CP0488-999). The initial estimate for the playground project was $316,117.20. The project was completed over budget by $1,482.80 for reasons explained in the Background Discussion section. However, there are sufficient funds in the Community Services Fund 001 project budgets to cover the overage in project expenditures.
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Plaza Park Arbor Replacement Project CIP 1010-72000/CP0488-999 |
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Fund 001 - General Fund |
$318,617.07 |
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Actual Construction Costs |
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Anchor - 41 |
$317,600.00 |
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Legal Advertisement |
$ 957.11 |
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Total Project Costs |
$318,557.11 |
Prior Council Action: November 20, 2023 - Council authorized the City Manager to award and enter into a contract with Anchor-41 for the design and installation of new playground equipment at Riverway Sports Park.
Other: None
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):
recommendation
Move to Authorize the filing of a Notice of Completion for the Riverway Sports Park Jim Byrd Playground Replacement Project.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Inspection Card, Draft Notice of Completion, Site Pictures