To:   HONORABLE MAYOR AND                   From:   Katy Allen

                        CITY COUNCIL                                                        Sara L. Hensley

 

   Subject:   PLAZA DE CESAR CHAVEZ                   Date:   10-29-03

                        ELECTRICAL UPGRADES

 

Council District:  3

 

RECOMMENDATION

 

Report on bids and take appropriate action based on the evaluation of bids for the Plaza de Cesar Chavez Electrical Upgrades Project, and approval of a fifteen percent contingency.

CEQA:  Exempt, PP03-06-202.

 

 

BACKGROUND

 

Plaza de Cesar Chavez Park is an existing three acre urban park located in downtown San José on Market Street between West San Carlos and West San Fernando Streets (map attached).  The most recent park renovation occurred in 1989 and included a central pathway, stage area, fountain and various seating areas.  The park is the site of several events throughout the year including “Music in the Park” and “Christmas in the Park.”

 

The park electrical service and fountain pump system have each required extensive repairs over the past several years due to age deterioration, general wear and corrosion due to moisture inside the service vaults.  In addition, increased electrical service requirements for “Christmas in the Park” and other events have stressed the available limits of the existing electrical system.  It is necessary to renovate and upgrade these systems to prevent possible disruption of the electrical service during special events and to ensure the fountain operates properly.

 

This project includes a new electrical service for the stage area, replacement of the east (main) vault with new park electrical distribution equipment, renovation and upgrade of the central (fountain) vault electrical and mechanical components, upgraded electrical service for the Christmas tree and improved electrical service to the south island.  The contract is structured so that construction activities begin in January 2004, after Christmas in the Park 2003, with completion of the stage area in May 2004 before the Music in the Park season begins.  The remaining improvements will be completed in November 2004, prior to Christmas in the Park.

 

Items in the base bid scope of work for this project include installation of new electrical service to the north stage area, a new east vault and electrical equipment, irrigation and turf repair. 

In addition to the base bid scope of work there are four Add Alternate bid items as follows:

 

 

Engineer’s Estimate

Add Alternate No. 1:  Central Vault Electrical Upgrades

$230,000

Add Alternate No. 2:  Central Vault Mechanical Upgrades

$100,000

Add Alternate No. 3:  Christmas Tree Electrical

$90,000

Add Alternate No. 4:  South Island Electrical

$30,000

 

An exemption for environmental clearance was granted for this project.

 

 

ANALYSIS

 

A supplemental memorandum will be provided after bids are opened on October 30, 2003.

 

Although Council policy provides for a standard contingency of ten percent on underground projects, a contingency budget of $220,000, approximately 15 percent, is recommended for this project due to the extensive underground work and lack of accurate drawings of the park utilities.

 

 

PUBLIC OUTREACH

 

To solicit contractors, this project was listed on the City’s Internet Bid Line and advertised in the San José Post Record.  Bid packages for all Department of Public Works construction projects are provided to various contractor organizations and builder’s exchanges.

 

Staff will inform the Downtown Association and businesses surrounding the site of the project of all impacts to the area.

 

 

COORDINATION

 

This project and memo have been coordinated with the Departments of General Services and Planning, Building and Code Enforcement, the City Attorney’s Office and the City Manager’s Budget Office.

 

 

COST IMPLICATIONS

1.         AMOUNT OF RECOMMENDATION:  (Engineer’s Estimate)  $1,450,000

 

2.         COST OF PROJECT:

Project Delivery

$480,000

*

Construction

1,450,000

 

Contingency

  220,000

 

TOTAL

$2,150,000

 

 

*   A total of $167,551 was expended/encumbered in Fiscal Year 2002-2003 for project delivery costs.

 

3.      SOURCE OF FUNDING:    391 – C&C Tax fund, City-Wide

 

4.   FISCAL IMPACT:  This project is consistent with the Council-approved Budget Strategy Economic Recovery section in that it will spur construction spending in our local economy.  The annual operating and maintenance costs of this project have been reviewed, and it has been determined that the project will reduce maintenance costs and will have no significant adverse impact on the General Fund operating budget.

 

 

BUDGET REFERENCE

 

 

Fund #

 

Appn #

 

 

Appn. Name

 

 

RC #

 

Total Appn.

 

Amt. for Contract

 

Adopted Budget Page

 

Last Budget Action

(Date, Ord. No.)

 

391

4496

Plaza de Cesar Chavez Electrical Vaults

12250B

$2,032,000

$1,450,000

Page 605

10/14/03, Ord. No. 26997

 

 

 

CEQA

 

Exempt, PP03-06-202.

 

 

KATY ALLEN                                                            SARA L. HENSLEY

Director, Public Works Department                              Director, Parks, Recreation and

                                                                                    Neighborhood Services