Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  21-000243

 

MEETING DATE:

06/22/21

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

4

SUBMITTING Agency/Department:

OC Public Works   (Approved)

Department contact person(s):

James Treadaway (714) 667-9700 

 

 

Dylan Wright (714) 480-2788

 

 

Subject:  Award Construction Contract for Carbon Canyon Regional Park Amphitheater

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $373,631

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: Fund 406: 100%

County Audit in last 3 years: No

 

 

    Prior Board Action: N/A

 

RECOMMENDED ACTION(S):

 

 

1.

Find that the Carbon Canyon Regional Park Amphitheater Project is categorically exempt from the CEQA, Class 1 (Existing Facilities) pursuant to CEQA Guidelines section 15301, Class 2 (Replacement or Reconstruction) pursuant to CEQA Guidelines section 15302 and Class 4 (Minor Alterations to land) pursuant to CEQA Guidelines section 15304. 

 

2.

Award construction contract to Sanders Construction Services, Inc. for the Carbon Canyon Regional Park Amphitheater Project in the amount of $373,631, effective June 22, 2021, to be completed within 120 calendar days of the effective date of the Notice to Proceed.

 

3.

Authorize the Director of OC Public Works or designee to execute the construction contract with Sanders Construction Services, Inc.

 

4.

Authorize return of bid guarantees to all bidders upon execution of the contract.

 

 

 

SUMMARY:

 

Award of the construction contract to Sanders Construction Services, Inc. for the Carbon Canyon Regional Park Amphitheater Project will enhance the park visitor experience by replacing a small aging amphitheater with a larger amphitheater offering greater accessibility under current Americans with Disabilities Act standards.

 

BACKGROUND INFORMATION:

 

Carbon Canyon Regional Park (Park), home to Orange County’s historic Redwood Grove, is a 124-acre property located in the City of Brea. The Park is owned by the U.S. Army Corps of Engineers, leased to the County of Orange (County) and managed by OC Parks as a park facility. Attracting visitors throughout the year, the Park features 60 acres of developed amenities for a wide variety of sports including a four-acre lake with two fishing piers. The Park offers numerous picnic tables and a large shelter for accommodating groups of up to 300 guests. The Park also features a native garden surrounding a small amphitheater, which is used for Park Rangers to provide interpretive lectures to the public before leading hikes through 100-foot-tall redwood trees or as a forum for students in the Inside the Outdoors environmental education program.

 

Park programs have grown significantly over the last several years, with Night Hike attendance reaching 600 people and a Reindeer in the Redwoods event that drew thousands. With seating limited to less than 40 people, the deteriorated amphitheater is insufficient to meet growing park demand and constrains the Park’s programmatic opportunities.

 

OC Public Works negotiated a contract with GA Design, Inc. to develop plans and specifications for the Park Amphitheater Project (Project). The design provides for removal of the existing log seating, small concrete stage and shade structure to replace them with new, textured concrete log benches, a larger elevated stage and shade structure. The Project will be contained within the existing amphitheater’s footprint; however, the upgrade triples amphitheater capacity from 40 to 120 visitors by increasing the number of benches from eight to 29 and will include seating compliant with the Americans with Disabilities Act. The Project will significantly enhance the Park experience, improve Park aesthetics and accommodate three times more attendees at Park programs and special events.

 

On February 23, 2021, OC Public Works issued Pre-Qualification documents through the County online bidding system. Four contractors responded and were pre-qualified and continued to the next step. On March 11, 2021, OC Public Works issued an Invitation for Bid to the four pre-qualified contractors for the Project. OC Public Works received three bids; two were deemed nonresponsive. A full summary of the responsive bid received can be found in the Bid Summary as Attachment B.

 

The following summarizes the responsive bid received on March 24, 2021, and provides a comparison against the Engineer’s Estimate (EE):

 

 

Base Bid

EE

$376,932

Sanders Construction Services, Inc.

$373,631

 

The Orange County Preference Policy is not applicable to this contract award.

 

The lowest responsive and responsible bid submitted by Sanders Construction Services, Inc. (Contractor) for this Project is approximately one percent below the EE of $376,932. OC Public Works has reviewed the EE and verified that the difference is not the result of errors or omissions in the estimate, but rather is attributed to the competitive environment.

 

OC Public Works is recommending the Board of Supervisors (Board) approve Contract CT-012-21011353 (Contract) with the Contractor in an amount of $373,631, effective June 22, 2021, to be completed within 120 calendar days of the effective date of the Notice to Proceed.

 

The Contractor's license number was verified as current and active through the Contractors State License Board database on March 9, 2021. A copy of the verification is on file.

 

OC Public Works has conducted due diligence on the Contractor. Reference checks were satisfactory and completed with the Irvine Unified School District, Laguna Beach Unified School District and Olen Properties regarding similar projects.

 

This Contract is being presented for Board consideration less than 30 days before the effective date due to additional time required during contract negotiations with the Contractor after the bid opening date of March 24, 2021. This Contract must be approved and funds encumbered during the current fiscal year.

 

This Contract includes subcontractors. See Attachment C for information regarding subcontractors and Contract Summary Form.

 

OC Public Works is procuring these services in accordance with the 2020 Design and Construction Procurement Policy Manual, Section 4.4-102.

 

Compliance with CEQA: The proposed Project is Categorically Exempt (Classes 1, 2 and 4) from the provisions of CEQA pursuant to Sections 15301, 15302 and 15304, because it involves maintenance and repair of existing public facilities (Class 1), replacement and reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced (Class 2) and minor alterations to land (Class 4).

 

 

FINANCIAL IMPACT:

 

Appropriations for this Contract are included in the FY 2020-21 Budget for OC Parks, Fund 406. Funds will be encumbered in the current fiscal year.

 

The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of the Contract. If such appropriations are not approved, the Contract may be immediately terminated without penalty to the County.

 

 

STAFFING IMPACT:

 

N/A

 

REVIEWING AGENCIES:

 

OC Community Resources/OC Parks

 

ATTACHMENT(S):

 

Attachment A - Contract CT-012-21011353 with Sanders Construction Services, Inc.
Attachment B - Bid Summary
Attachment C - Contract Summary Form
Attachment D - Project Location Map