Business Item 5b
STAFF REPORT
City Council Business Item
DATE: December 5, 2022
TO: Honorable Mayor and Council Members
FROM: Brendan Byrd, Director of Public Works/City Engineer THROUGH: Merritt Perry, City Manager
SUBJECT: Authorization to Award a Construction Contract for the Rohner Park Basketball Court Project (CIP 9106) to Mercer Fraser Company and establish a maximum contract amount of $250,000
STAFF RECOMMENDATION:
Authorize the City Manager to award the Rohner Park Basketball Court Project (CIP 9106) to Mercer Fraser Company and establish a maximum contract amount of $250,000.
EXECUTIVE SUMMARY:
The Rohner Park Basketball Court Project initially came into existence in early 2021 as a result of public comment during a Measure E meeting. At the meeting, members of the public expressed a desire to see the courts separated from Park Loop Road, and limit people parking on the court, which limits access to the City’s only public basketball facility. Additionally, the court itself is old and in need of refurbishment. The Measure E committee decided to allocate funding for a project at the basketball courts, and staff began working on the project.
Following the initial Measure E allocation, staff contracted with Ponte Landscape Architecture to develop a conceptual layout for the basketball court improvements. With public comment and staff input, the project as proposed has developed to include the installation of two new full-size basketball courts, full court striping with acrylic surfacing, perimeter fencing, and a patio with planters and picnic tables.
The final construction plans were completed and the project was first put out to bid in September.
The City received two bids, ranging in cost from approximately $300,000 to $370,000. The approved budget for the basketball court project was $125,000. Once underway, staff developed a a target budget for the project of $225,000, assuming funding would be used from the Measure E approved General Park Improvement and Acquisition Project funds. Because bids were far in excess of the target budget, staff elected to reject the bids and identify ways to bring the total project delivery costs down. The plans were revised to include minor alterations to the patio area, court dimensions, paving tolerances, and the elimination of other minor items from the contract (picnic tables, trash cans, etc.) that could be added later. The project was rebid in late October. The second bid period closed on November 17th, and the City received four bids, which are summarized in the table below.
Business Item 5b
Table 1. Bid summary for the Rohner Park Basketball Court Project Re-bid.
Bid
Schedule
Bidders
Mercer Fraser
Company
Patrick Queen
Construction
Hooven and Co,
Inc.
CO-T
Construction
Base Bida$178,400 $198,590 $261,400 $337,570
Alternate
#1b $50,000 $29,774 $60,564 $53,878
Alternate
#2c $19,000 $11,895 $22,632.49 $29,012
a. Base bid includes (2) basketball courts with commercial hoops, striping and acrylic surfacing, paved patio with concrete planter.
b. Perimeter fencing.
c. Hydration station.
The apparent low bid for the base contract, which is the basis of project award, was submitted by Mercer Fraser Company with a total bid price of $178,400 and is within the City’s target budget.
City staff have confirmed that the bid received from Mercer Fraser Company was responsive and that Mercer Fraser is an experienced contractor capable of completing the project.
The total proposed budget for the project is $250,000, which would allow for the City to complete the base bid items, Bid Alternate 1 (Fencing), and provide for a construction contingency of approximately 10%. The contingency would be in place to cover unforeseen items or change orders during construction. Staff are not recommending award bid alternate 2 (a hydration station), as there are other water fountain facilities located nearby, and it can be added later if desired.
The draft Notice of Potential Award is included as Attachment A. If the project is awarded, staff anticipate executing the contract in January of 2023. After execution of the contract, staff would work with Mercer Fraser to establish a construction schedule, with an anticipated project completion date by June of 2023. Some delays should be expected, as we are entering the winter months and much of the work included in the project (such as the court surfacing) requires dry weather to complete.
FINANCIAL IMPACT:
The total budget requested to complete the project is $250,000 and includes $125,000 specifically approved for this project, and $125,000 from the General Parks Acquisition and Improvement Project. The General Parks Improvement and Acquisition Project, was created by the Measure E Committee to be used for non-specific park projects, acquisitions and to leverage grant funds when possible and has been rolled over from year to year in the past to build up a reserve for parks projects. The current balance in the General Park Acquisition and Improvement Project is approximately $215,000, and if the proposed budget amount is approved, $90,000 would remain for other projects. The proposed funding is summarized in the table below.
Business Item 5b
Table 2. Funding summary.
Funding Source
Measure E – Rohner
Park Basketball
Court
Measure E –
General Parks
Acquisition and
Improvements
Total Funding
City Fund Number 101 101 -
Funding Amount $125,000 $125,000 $250,000
RECOMMENDED COUNCIL ACTION:
1. Receive staff presentation and review Council questions with staff
2. Open Public Comment
3. Close Public Comment
4. Motion to Authorize the City Manager to award the Rohner Park Basketball Court Project (CIP 9106) to Mercer Fraser Company and establish a maximum contract amount of $250,000. Voice vote.
ATTACHMENTS:
Attachment A – Draft Notice of Potential Award
Business Item 5b
Attachment A
December 6, 2022 Sent via E-mail
Mercer Fraser Company
P.O. Box 1006
Eureka, CA 95502
Re: NOTICE OF POTENTIAL AWARD
Rohner Park Basketball Court Project
Dear Mr. Zabel,
I am pleased to inform you of the intent to recommend that the City Council or its authorized designee award the Contract for the above-referenced Project (“Project”) to Mercer Fraser Company (“Contractor”) for the Contract Price of $178,400.00 based on Contractor’s Bid Proposal submitted on November 17, 2022.
A copy of the Contract accompanies this Notice. Contractor must execute 2 copies of the enclosed Contract and return the wet-inked copies to my attention, accompanied by the required Payment Bond, Performance Bond, and insurance certificates and endorsements, no later than ten days from the date of this Notice of Potential Award, above.
Failure to execute and return the enclosed Contract and required bonds and insurance documentation within the specified time could result in forfeiture of Contractor’s bid security. This Notice of Potential Award does not bind the City to award the Contract. The City, acting through its City Council or authorized designee, reserves the right to reject any or all bids, and the right to decline to award the Contract, notwithstanding any staff recommendation.
Please acknowledge receipt of this Notice of Potential Award by signing the attached Acknowledgement of Notice of Potential Award, as indicated, and transmitting the Acknowledgement to my office via email at [email protected]. Do not hesitate to contact me if you have any questions in this regard.
Sincerely,
Buffy Gray
Buffy Gray
Deputy City Clerk
Enclosure
Business Item 5b
Acknowledgement of Notice of Potential Award
On behalf of <________________________________________> (“Contractor”), I acknowledge receipt of the Notice of Potential Award for the Rohner Park Basketball Court Project:
s/_________________________________
Name: _____________________________
Title: ______________________________
Date: ______________________________