REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW18-02 for Park Tennis and Basketball Court Resurfacing Project, Finding of California Environmental Quality Act (CEQA) Categorical Exemption, and Approval of Budget Modification No. 18
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $410,000 to Saviano Company, Inc. of San Jose for Park Tennis and Basketball Court Resurfacing and for a 10% construction contingency in the amount of $41,000. Approval is also requested for Budget Modification No. 18 from the Park Dedication Fund (PDF) in the amount of $2,145.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts be awarded to the lowest responsive and responsible bidder.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination for the project is a categorical exemption pursuant to CEQA Guidelines Section 15301(c) for the maintenance of existing facilities (resurfacing Park Tennis and Basketball courts) involving negligible or no expansion of use beyond that presently existing.
BACKGROUND AND DISCUSSION
The Park Tennis and Basketball Court Resurfacing Project will resurface the following ten and one half (10 ½) courts: One basketball court at Ortega Park, four tennis courts at Serra Park, 1/2 basketball court at Encinal Park, two tennis courts at Washington Park, and one basketball and two tennis courts at Ponderosa Park. During the initial stages of the project, staff reviewed the courts scheduled for resurfacing over the next five years and determined that the four Serra Park tennis courts should be reconstructed sooner than the basketball court at Orchard Gardens Park and the two tennis courts at Braly Park. As a result, the tennis courts at Serra Park are being reconstructed under this project and the work on the courts at Orchard Gardens Park and Braly Park are being moved into the project scheduled to start in FY 2020/21.
These courts are owned and maintained by the City with maintenance funds appropriated through a Capital Improvement Project (CIP) program that provides for court maintenance every five years.
The courts associated with this project currently show signs of wear, ranging from extensive cracking and lifting of the court surface to hairline cracks and delamination (peeling) of the court surface. Plans and specifications were prepared to repair the cracks and resurface the playing surface with a 1½” overlay treatment at each court. The prescribed treatment is anticipated to last for up to 10 years.
An Invitation for Bids for this project was advertised on August 4, 2017, with two bids received on August 23, 2017, from Saviano Company, Inc. and from American Asphalt Repair & Resurfacing Company, Inc. During the bid period, an Addendum was posted that issued a revised Bid Schedule to correct a minor clerical error. This revised Bid Schedule corrected the clerical error but did not include summary totals for the bid items and lines for the bidder to write its bid in words and sign the bid form when issued. The revised Bid Schedule was submitted in the bid packet by each contractor as directed by City staff and bid pricing was confirmed with each Contractor. The error made by staff neither had a material impact to the bid amount nor provided an advantage for either contractor.
The bid summary is contained in Attachment 1. The lowest responsive and responsible bid was submitted by Saviano Company, Inc with an amount of $410,000.
FISCAL IMPACT
Project costs include the base bid of $410,000 and a recommended 10% contingency in the amount of $41,000, for a total of $451,000. Budget Modification No. 18 recommends appropriation of $2,145 to Project 820240, Park Tennis/Basketball Court Reconstruction, by transferring this amount from the Park Dedication Fund Capital Projects Reserve. Current FY 2017/18 amounts include available carryover from the prior fiscal year.
Budget Modification No. 18
FY 2017/18
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|
Current |
Increase/ (Decrease) |
Revised |
|
Infrastructure Renovation and Replacement Fund |
|
|
|
|
Transfers In |
|
|
|
|
Transfer from the Park Dedication Fund (Project 820240) |
$ 448,855 |
$ 2,145 |
$ 451,000 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Project 820240 - Park Tennis/Basketball Court Reconstruction |
$ 448,855 |
$ 2,145 |
$ 451,000 |
|
|
|
|
|
|
Park Dedication Fund |
|
|
|
|
Transfers Out |
|
|
|
|
Transfer to the Infrastructure Renovation and Replacement Fund (Project 820240) |
$ 448,855 |
$ 2,145 |
$ 451,000 |
|
|
|
|
|
|
Capital Projects Reserve |
$ 17,868,385 |
($ 2,145) |
$ 17,866,240 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Make a finding of a California Environmental Quality Act (CEQA) categorical exemption pursuant to CEQA Guidelines Section 15301 for maintenance or repair of existing facilities involving negligible or no expansion of use beyond which presently exists; 2) Award a contract in substantially the same form as Attachment 2 to the report and in the amount of $410,000 to Saviano Company, Inc. and authorize the City Manager to execute the contract when all necessary conditions have been met; 3) Approve a 10% construction contingency in the amount of $41,000, and 4) Approve Budget Modification No. 18 in the amount of $2,145.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Craig Mobeck, Interim Director of Public Works
Reviewed by: Teri Silva, Interim Assistant City Manager
Approved by: Kent Steffens, Interim City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract