DATE: August 21, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Development Services Department
TITLE: AWARD OF A PUBLIC WORKS AGREEMENT FOR THE LIBBY LAKE LIGHTING AND FUTSAL (MINI-PITCH) COURT SLAB PROJECT
RECOMMENDATION
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Staff recommends that the City Council award a Public Works Agreement (PWA) to HSCC Builders Inc, in the amount of $370,160 for the proposed Libby Lake Lighting and Futsal (Mini-Pitch) Slab Project and authorize the City Manager to execute the PWA upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
In 2018, the Vista Community Clinic REACH (Recreational, Employment Readiness, Academic Achievement, Communication, and Healthy Lifestyle) program participants and Libby Lake residents voiced concerns to City staff regarding the existing Libby Lake volleyball courts’ lack of use by the community. As part of the City of Oceanside’s FY 2021-22 Annual Action Plan for the Community Development Block Grant (CDBG), a Libby Lake Recreational Amenity was identified as a Capital Improvement Program (CIP) project to address these concerns.
The City receives CDBG funds from the U.S. Department of Housing and Urban Development (HUD) on an annual renewal basis. The funds are used to address the housing and community development needs of the City’s low/moderate-income residents as outlined in the goals and objectives of the 2020-2025 Consolidated Plan for the CDBG funds. CIP projects identified under CDBG are required to meet specific requirements, including but not limited to: (1) meeting one of three National Objectives, (2) meet a local objective identified through the 5-year plan (3) assist residents of low/moderate income, and provide a positive outcome.
In late 2021, staff conducted three outreach events to determine the most desired amenity to replace the existing volleyball court at Libby Lake Park. During the outreach, it was requested that the volleyball court be replaced with a futsal court. Futsal is a soccer-based game played on a hardcourt surface, sized smaller than a soccer pitch. The game is very popular in South America and has become an increasingly popular sport in the United States. In addition, during these outreach events Libby Lake residents voiced concerns about the lack of consistent pathway lighting around Libby Lake. Subsequently, on December 7, 2022, City Council approved a substantial amendment to the FY 2022-23 Annual Action Plan that allocated CDBG funds towards creating the proposed Libby Lake Park Lighting and Libby Lake Futsal Court projects, as the identified amenities for the Libby Lake Recreational Amenity project.
In Fall 2023, Engineering staff utilized on-call electrical engineering services with C&S Engineers to prepare design recommendations and plans for the proposed Libby Lake Lighting project. The proposed designs were developed in coordination with the Police Department, Parks & Recreation, and Public Works staff.
Since then, staff has collaborated with the US Soccer Foundation and Musco Sports Lighting (Musco) on plans to install a mini-pitch court as part of the “Safe Places to Play” program that aims to provide recreational facilities to underserved areas. A mini-pitch court is designed for futsal, and comes fully equipped with court lighting, fencing, goals, and benches. Staff will request approval of a Purchase Order with Musco for the installation of the proposed mini-pitch court as a separate item on this City Council meeting agenda.
In preparation for installation of the mini-pitch court, the City will need to put in place the required infrastructure. The proposed PWA scope of work with HSCC Builders Inc includes the addition of six light poles, replacement of existing light fixtures, and installation of the concrete slab and electrical conduit necessary for the future installation of the mini-pitch court.
On June 18, 2024, the project was advertised in accordance with the City’s standard formal bidding procedure. Bids were publicly opened on July 16, 2024 (Attachment A) and HSCC Builders Inc had the lowest responsive and responsible bid.
Upon execution of the PWA, the addition of six light poles, replacement of existing light fixtures, and installation of the concrete slab, and electrical conduit for the futsal court is anticipated to be complete by end of Fall 2024. However, if substantial rain is encountered, the project may face delays due to past experiences of flooding of Libby Lake. The installation of the mini-pitch is anticipated to be complete two months after completion of the pathway lighting and construction of concrete slab for the futsal court.
FISCAL IMPACT
Construction costs for the proposed Libby Lake Lighting and Futsal (Mini-Pitch) Court Slab Project, including staff time and project contingency, is estimated to be $418,107. Available funding to complete the proposed project is shown in the table below. The Project is expected to meet the timely expenditure of CDBG funds.
|
Description |
Object Code |
Total Costs |
CDBG - Libby Lake Park Lighting |
CDBG - Libby Lake Futsal Court |
|
|
|
|
821188123237 |
821188823237 |
|
PWA |
5325 |
$ 370,160 |
$136,000 |
$234,160 |
|
Contingency |
5325 |
$27,947 |
$17,000 |
$10,947 |
|
Inspections |
5305 |
$10,000 |
$2,000 |
$8,000 |
|
City Staff |
5105 |
$10,000 |
$5,000 |
$5,000 |
|
Total Estimated Costs |
$418,107 |
$160,000 |
$258,107 |
|
Available Balance |
$160,000 |
$398,107 |
The maintenance of the site will be managed and budgeted by Public Works. Musco Sports Lighting will maintain the mini-pitch court lighting for the first 10 years; however, costs for other incidental types of maintenance such as park lighting, vandalism, graffiti removal, etc. shall be borne by the Public Works budget. After 10 years, Public Works budget will have to pay for the full maintenance cost.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The bid documents were previously reviewed by the City Attorney and approved as to form. The contract must be awarded to the lowest responsive and responsible bidder.
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Prepared by: Kymberly Corbin, Associate Engineer
Reviewed by: Darlene Nicandro, Development Services Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Attachment A: Bid Tabulation