HomeMy WebLinkAbout20- Parks, Recreation & Community Services t l
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Annie F. Ramos, Director Subject: Rejection of bids and authorization to re-
advertise for bids — resurface/renovation of
Dept: Parks, Recreation & Community Services Dept. Norton Gym Tennis Courts.
Date: February 22, 2000
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Synopsis of Previous Council Action:
January 10, 2000 — Council authorized $30,000 in Park construction funds to be added to existing $20,000 project
budget for a total of$50,000.
Recommended motion:
That all bids for resurfacing/renovation of Norton Gym Tennis Courts be rejected and the Purchasing Manager be
authorized to re-advertise for bids.
Signature
Contact person: John A. Kramer Phone: 384-5031
Supporting data attached: Staff Report, bids Ward: All
FUNDING REQUIREMENTS: Amount: $50,000
Source: (Acct. No.) 243-363-5504-7179
(Acct. Description)
Finance:
Council Notes:
3 !o aDOD
02/22/00 Agenda Item No. Ot 0
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
REJECTION OF BIDS AND AUTHORIZATION TO RE-ADVERTISE FOR BIDS —
RESURFACE/RENOVATION OF NORTON GYM TENNIS COURTS.
Background:
There are six tennis courts located behind the Norton Gymnasium. Four courts are asphalt, two
are concrete. The department included a$20,000 appropriation in its 1999-00 Park Construction
Budget, Account No. 243-363-5504-7179, to resurface these courts as well as furnish new
windscreens and nets. The resurfacing project went out to bid (RFQ #Q00-024) through the
informal process and a job walk was conducted on December 20, 1999. During the course of the
job walk, the contractors indicated that the cracks in the asphalt courts were too severe to be
corrected by the standard process of using a filler material. The only satisfactory remedy would
be to overlay the courts with 1 '/2 - 2 inches of asphalt. Based on this information, the bidders
were asked to include an additive alternate bid on the overlay.
When the bids were received, all bids were above the $25,000 limit to allow for the informal bid
process. The Parks and Recreation Department determined that it did not want to invest
approximately $2,500 per court for the resurfacing (which is essentially a paint product) only to
have the cracks reappear a few months later. Without properly repairing the cracks, the courts
would be undesirable for play and would be potentially unsafe. Consequently, the department
proposed that an additional $30,000 be added from the Park Construction Contingency Fund to
the Park Construction project, No. 243-363-5504-7179, for a total of$50,000. The Mayor and
Common Council approved these additional funds on January 10, 2000 and the project was put
out to bid through the formal bid process (RFQ #Q00-29), which was sent to six specialty
resurfacing venders and the San Bernardino Chamber of Commerce.
Only two bids were received when the project was bid the second time. One bid was for $47,970
the other was for $79,000. An asphalt company was contacted in order to develop the technical
specifications for the asphalt overlay. The asphalt company indicated the cost of the overlay
should be $12,000 to $15,000. At the same time, the resurfacing should cost no more than
$2,500 to $3,000 per court for a maximum of$18,000. The total cost for what needs to be done
should not exceed $35,000. If bids are not rejected, there will not be adequate funds to replace
windscreens and nets which was an original part of the rehabilitation plan for the courts.
In order to complete this project at a fair market price, the department desires to re-bid it and to
specifically invite asphalt contractors as bidders. Bidders will be allowed to bid on the entire
contract or either the asphalt work or the resurfacing work.
Financial Impact:
Funding for this project is in the Parks Construction Fund budget in the amount of$50,000. No
additional funds are required.
Recommendation:
Staff recommends that all bids be rejected and the Purchasing Manager be authorized to re-
advertise for bids on the project and specifically invite asphalt contractors to submit bids.
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