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Home My WebLink About17-Parks and Recreation ORIGINAL CITY OF SAN BERNARDINO— REQUEST FOR COUNCIL ACTION From:Kevin Hawkins, Director Subject: Resolution ratifying an increase in the amount of$24,800 to Purchase Order Dept: Parks, Recreation& No. 302921 issued to W. Wood and Community Services Dept. Associates for additional emergency repair work related to the well pump repairs at the Date: July 13, 2009 Soccer Complex. M/CC Meeting Date: August 3, 2009 Synopsis of Previous Council Action: Recommended Motion: Adopt Resolution. Signs re Contact person: Ramon Mata Phone: 5233 Supporting data attached: yes Ward: 7 FUNDING REQUIREMENTS: Amount: An additional amount of$24,800 for a total not-to-exceed amount of $49,380. Source: Atct. No 134-462-5706 Acct. Description: Soccer Complex —Alterations and Renovations. Finance: Council Notes: s-o 1/4_ 2oa I' - 7 7 Agenda Item No. /7 8'-3'°`t CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino ratifying an increase in the amount of$24,800 to Purchase Order No. 302921 issued to W. Wood and Associates for additional emergency work related to the well pump repairs at the Soccer Complex. Background: In June 2009, Purchase Order No. 302921 was issued to W. Wood and Associates in the amount of$24,580 for well pump replacement, field aeration and paint wash out area construction. During the maintenance of the well pump,the vendor discovered that the original well shaft pipes that had been installed in 1996 had become dangerously corroded and could breach in the near future, if not replaced. Total cost for the additional work and other planned improvements with the vendor is an extra$24,800. Any delay in issuing the increase in the existing purchase order for the emergency work needed would have risked burning the turf at the Soccer Complex with the onset of higher summer temperatures. Currently, there is insufficient water pressure to thoroughly saturate all of the turf areas. A delay would have resulted in additional costs to replace damaged turf areas. In addition to the urgent need to replace the corroded 6"well pipe for the well pump at the Soccer Complex,the project scope also includes the construction of cement block materials storage bins adjacent to the pump equipment. These stalls will ensure safe and secure storage of sand, seed, and related maintenance materials. Currently, these materials are piled in the parking lot of the facility which presents a safety hazard and a theft liability for the City. W. Wood and Associates has provided landscape services to the Soccer Complex since it was constructed in 1995; therefore, this vendor has knowledge and understanding of the topography, irrigation and landscape systems already in place. Staff is requesting ratification of the increase to Purchase Order No. 302921 to W. Wood and Associates for a total purchase order amount of$49,380 to perform the necessary emergency repairs to the system at the Soccer Complex. Emergency repair work commenced at the Soccer Complex on July 15, 2009. Financial Impact: Funding in the amount of$24,800.00 is available in the Soccer Complex Alterations and Renovation account no. 134-462-5706 to cover the cost of the additional work. This expenditure is from the FY 08/09 Budget. Recommendation: Adopt Resolution. - Parks, Recreation & Community Services Department (4th` CITY OF SAN BERNARDINO fra INTEROFFICE MEMORANDUM t San livrnar ino To: Rita Conrad, Deputy Director of Finance From: Robert Lennox, Interim Division Manager, Recreation and Community Services Re: Emergency Purchase Order, Soccer Complex well pump Date: July 8, 2009 Cc: Kevin Hawkins, Parks, Recreation and Community Services Director On June 9, 2009 the Finance department issues Purchase Order#302921 for $24,580.00 to W Wood and Associates for well pump replacement, field aeration, and paint washout area construction. During the maintenance of the well pump, the Vendor discovered that original well shaft pipes installed in 1996 had become dangerously corroded and could breach in the near future if not replaced. Total cost for the additional work and other planned improvements with this vendor is an extra $24,800.00 (Account 134-462-5706, FY 08-09). Any delay in issuing an emergency Purchase Order will risk burning the turf at the soccer complex with the onset of higher summer temperatures. Water utility currently irrigating the fields does not have the necessary pressure to fully saturate all the turf areas. A delay would result in additional costs to replace damaged and sun burnt turf areas. Additional project scope includes the construction cement block materials storage bins adjacent to the pump equipment. These stalls would ensure safe and secure storage of sand, seed, and related field maintenance materials. Currently these materials are piled in the parking lot of the facility which presents a safety hazard and theft liability for the city. Similar to the original purchase requisition, a Sole Source purchase for W. Wood Associates to continue and complete work already started and outlined in the original Purchase Order is necessary. The supplies and labor are not readily available from alternate vendors in a short time period and the vendor has already mobilized maintenance equipment and supplies on site to complete this project. Additionally, W. Wood Associates has provided landscape services to the Soccer Complex since its construction in 1996 and this vendor has unique knowledge and understanding of the topography, irrigation, and landscape systems already in place. Alternate vendors would need additional time to survey the grounds to determine appropriate maintenance procedures and installation of pump. The well pump recently went out of service after it fulfilled its three year life expectancy due to high salt content and high temperatures in geothermal heated well water. A quick replacement is needed to ensure proper water pressure in all facility irrigation lines and proper coverage of all turf areas. A delay in the vendor selection process or surveying by alternate vendor will result in un-irrigated turf and vegetation. CITY OF SAN BERNARDINO OFFICE OF THE PURCHASING DIVISION 302921 . .. 3001\T. "D' ST. SAN BERNARDINO, CALIFORNIA 924:8 06/09/09 :� • 1 of 1 06/11/09 ?;3r.k`A a. _ .. 06/09/09 W WOOD ASSOCIATES (SOC) SOCCER COMPLEX /ENDOR 2500 PACIFIC AV P 0 BOX 3612 SAN BERNARDINO CA 92404 USA 3519 SAN BERNARDINO CA 92413 USA Attn: WILLIS WOOD . . 'l la N(). REQUISITION REQUISITIONER. I'Eh�l4 P[I[. ...iF'I43RDf'' t '.. 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' 4 c : Fr E:� �g np.°S Y o SB" ,,,( ,, .+rY :X Iw x •q, w ti : 3 SUBJECT TO TERMS 6-CONDITIONS STATED ON REVERSE .• ' SAO ti SUB-JOTA ' -SALESTAX•;.; FRF . Q 1 .0 0 ---- PURCHASING OFFICIAL 5 t•2 '`:'.;; 24, 580..e 0 W. WOOD ASSOCIATES Landscape Construction & Services June 15, 2009 PARKS &RECS. COMM. SERVICES ATTN: KEVIN HAWKINS 547 NORTH SIERRA WAY SAN BERNARDINO, CA 92401 RE: San Bernardino Soccer Complex 18 x 30 x 18' Material Enclosure Mr. Hawkins, Material Enclosure to consist of * 18 x 30 x 18' Block Enclosure to follow the slope $ 15,670.00 2' above the slope. Enclosure to have a concrete floor slightly sloped towards parking lot for drainage and curb cut for a transition into the enclosure. Sub-exed material will removed. * Does not include any railing. If you have any question, please contact me at the number listed below. Sincerely, Willis Woody Wood Post Office Box 3612* San Bernardino,CA 92413*909.798.9159 Office*909.793.4209 Fax Contractors License Number 582302 W. WOOD ASSOCIATES Landscape Construction & Services July 1, 2009 PARKS & RECS. COMM. SERVICES ATTN: KEVIN HAWKINS 547 NORTH SIERRA WAY SAN BERNARDINO, CA 92401 RE: San Bernardino Soccer Complex 6" Well Pipe replacement Mr. Hawkins, Replace 6" Well Pipe. Since the Well Pipe is deteriorating inside the well casing, it is highly recommended that it be replaced as soon as possible to prevent any damage to the new pump and or the well itself. Now would be the best time to replace the pipe with the proper material since the pipe is out of the ground and access is available. To replace all of the 6" pipe. $9,130.00 We can start on this process as soon as this proposal is accepted. If you have any question, please contact me at the number listed below. Sincerely, Willis Woody Wood Post Office Box 3612* San Bernardino,CA 92413*909.798.9159 Office*909.793.4209 Fax Contractors License Number 582302 1 CO Dr 2 RESOLUTION NO. 3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING AN INCREASE IN THE AMOUNT OF $24,800 4 TO PURCHASE ORDER NO. 302921 ISSUED TO W. WOOD AND ASSOCIATES FOR 5 ADDITIONAL EMERGENCY REPAIR WORK RELATED TO THE WELL PUMP REPAIRS AT THE SOCCER COMPLEX. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 7 CITY OF SAN BERNARDINO AS FOLLOWS: 8 SECTION 1. That the Council hereby ratifies the increase in the amount of$24,800 to 9 Purchase Order No. 302921 issued to W. Wood and Associates; this increased funding amount 10 is for additional emergency repair work related to the well pump repairs at the Soccer 11 Complex; and 12 13 SECTION 2. That the total amount of Purchase Order No. 302921, including the 14 $24,800 increase, shall not exceed $49,380. 15 /// 16 17 /// 18 /// 19 20 /// 21 22 /// 23 /// 24 /// 25 26 27 28 1 2 3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING AN INCREASE IN THE AMOUNT OF $24,800 4 TO PURCHASE ORDER NO. 302921 ISSUED TO W. WOOD AND ASSOCIATES FOR ADDITIONAL EMERGENCY REPAIR WORK RELATED TO THE WELL PUMP 5 REPAIRS AT THE SOCCER COMPLEX. 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 7 and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 2009, by the following 8 vote, to wit: 9 10 Council Members: AYES NAYS ABSTAIN ABSENT 11 ESTRADA 12 BAXTER 13 BRINKER 14 SHORRET 15 KELLEY 16 17 JOHNSON 18 MCCAMMACK 19 Rachel G. Clark, City Clerk 20 21 The foregoing resolution is hereby approved this day of 2009. 22 Patrick J. Morris, Mayor 23 City of San Bernardino Approved as to form: 24 James F. Penman, City Attorney 25 By. /e 26 27 28