HomeMy WebLinkAboutAgenda Report - November 4, 2015 C-07AGENDA ITEM Cis 7
RN CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Award Contract for Lodi Lake Park —
Boat Launch Facility Improvements, to the Lowest Responsive Bidder, (Not to
Exceed $900,000) and Appropriating Funds ($190,000)
MEETING DATE: November 4, 2015
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to award contract for Lodi
Lake Park — Boat Launch Facility Improvements, to the lowest
responsive bidder, in an amount not to exceed $900,000, and
appropriating funds in the amount of $190,000.
BACKGROUND INFORMATION: In 2014, the City was awarded a grant from the California Division of
Boating and Waterways (DBW), in the amount of $710,000, for
improvements to the boat ramp at Lodi Lake. The
grant agreement calls for the project to be completed by March 1, 2016 (an extension is pending).
The Public Works and Parks, Recreation, and Cultural Services departments (Departments) have worked
together to expedite the project, however, external delays have significantly impacted the design and
permitting schedule. Bids are currently scheduled to be received by the City on November 12, 2015. The
construction of the ramp and the dock must be completed during the month of February when the lake is
empty. If the 2016 February construction window is missed, the project would be postponed for a year,
and would be at risk of losing the grant funds.
Under normal circumstances, there are a number of procedural and contractual steps that must take
place between the time bids are received, and issuance of the Notice to Proceed. These steps include
obtaining DBW approval to award, sending contract documents to the contractor, receiving all required
signed documents back from contractor (contract, insurance, bonds, etc.), holding a pre -construction
meeting, and allowing the contractor time to schedule and mobilize their crew.
By authorizing the City Manager to award the construction contract, the Notice to Proceed could be
issued approximately three weeks earlier, allowing the project to easily start by February 1, 2016.
As mentioned above, this project is being partially funded by a DBW grant. After the grant award, it
became necessary to slightly expand the project scope in order to reconstruct the entire north parking lot,
as well as adding some other minor items that are not covered by the grant (i.e. landscape and irrigation
modifications). See Exhibit A for the grant funding boundary.
The grant requires the City to budget and/or appropriate funds in excess of the grant amount for the cost
of work outside of the original grant scope of work. The additional $190,000 appropriation request covers
the additional costs reflected above along with a 10 -percent contingency.
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K:\WP\PROJECTS\PARKS\LODILAKE\Boat Ramp\C-CM-Award.doc 10/19/2015
Adopt Resolution Authorizing City Manager to Award Contract for Lodi Lake Park — Boat Launch Facility Improvements, to the Lowest Responsive Bidder, (Not to
Exceed $900,000) and Appropriating Funds ($190,000)
November 4, 2015
Page 2
FISCAL IMPACT:
FUNDING AVAILABLE:
The new boat ramp and dock will decrease the on-going maintenance costs
of the facility.
Capital Fund — Boating & Waterways Grant (20599000)
Requesting Appropriation:
Parks Capital Unreserved (432.32205)
Jordan Ayers
Deputy City Manager/Internal Services Director
Prepared by Sean Nathan, Associate Civil Engineer
FWS/SN/tb
Attachment
cc: Deputy Public Works Director / City Engineer
Parks, Recreation & Cultural Services Director
F. Wally Sa elin
Public Works Director
$710,000
$190,000
�VA/
Jeff 1-196y/j/
Parks,LKecreation, and Cultural Services Director
K:\WP\PROJECTS\PARKS\LODILAKE\Boat Ramp\C-CM-Award.doc 10/19/2015
EXHIBIT A
1 AA#
2. JV#
CITY OF LODI
APPROPRIATION ADJUSTMENT REQUEST
TO: _ _ Internal Services Dept. -Budget Division
3. FROM: Rebecca Areida-yadav 15. DATE: 10/19/20.1.5
4. DEPARTMENT/DIVISION: Public Works
S. REQUEST ADJUSTMENT
OF
APPROPRIATION
AS LISTED BELOW
FUND #
BUS. UNIT #
ACCOUNT # ACCOUNT TITLE
AMOUNT
A.
432
32205 Fund Balance
$ 190,000.00
SOURCE OF
FINANCING
B.
432
43299000
77020 Parks Capital Projects
$ 190,000.00
USE OF
FINANCING
7. REQUEST IS MADE TO FUND THE FOLLOWING PROJECT NOT INCLUDED IN THE CURRENT BUDGET
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. If you need more space, use an additional sheet and attach to this form.
Contract for Lodi Lake Park boat launch facility project.
If Council has authorized the appropriation adjustment, complete the following:
Meeting Date: Res No: Attach copy PXof t' n to is form.
i
Department Head Signature:
4L -86'0L9-
18. APPROVAL SIGNATURES
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Division with any required documentation.
Final approval will be provided in electronic copy format.
RESOLUTION NO. 2015-188
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING
THE CONTRACT FOR THE LODI LAKE PARK — BOAT RAMP
FACILITIES IMPROVEMENTS TO THE LOWEST RESPONSIVE
BIDDER AND FURTHER APPROPRIATING FUNDS
-....
WHEREAS, in 2014, the City was awarded a grant from the California Division of Boating
and Waterways, in the amount of $710,000, for improvements to the boat ramp at Lodi Lake; and
WHEREAS, bids are currently scheduled to be received by the City on November 12, 2015;
WHEREAS, the construction of the ramp and dock must be completed during the month of
February when Lodi Lake is empty; and
WHEREAS, if the February 2016 construction window is missed, the project would be
postponed for a year, and the City would run the risk of losing the grant funds; and
WHEREAS, by authorizing the City Manager to award the construction contract, the Notice
to Proceed could be issued approximately three weeks earlier, allowing the project to easily start by
February 1, 2016; and
WHEREAS, the grant agreement calls for the project to be completed by March 1, 2016; and
WHEREAS, staff recommends that the City Council authorize the City Manager to award the
contract for the Lodi Lake Park — Boat Launch Facility Improvements to the lowest responsive
bidder, in an amount not to exceed $900,000, and appropriate funds in the amount of $190,000.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize
the City Manager to award the contract for the Lodi Lake Park — Boat Launch Facility Improvements
to the lowest responsive bidder, in an amount not to exceed $900,000; and
BE IT FURTHER RESOLVED that funds in the amount of $190,000 be appropriated for the
project.
Dated: November 4, 2015
I hereby certify that Resolution No. 2015-188 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held November 4, 2015, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, Nakanishi, and
Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
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N4N1,FERy-FERRAIOLO
Cerk
2015-188