DATE: August 20, 2024
TO: Mayor and City Council
FROM: Director of Maintenance Services
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute a Memorandum of Understanding with the Hayward Area Recreation and Park District for the Twin Bridges Park Basketball Court Renovation and Reimbursement in an Amount Not-to-Exceed $90,000
RECOMMENDATION
That the Council adopts a resolution (Attachment II), authorizing the City Manager to negotiate and execute a Memorandum of Understanding (MOU) Agreement (Attachment III) with the Hayward Area Recreation and Park District (HARD) for the Twin Bridges Park (Park) basketball court renovation and reimbursement in an amount not-to-exceed $90,000.
SUMMARY
On July 1, 2024, the City and HARD’s Maintenance of Understanding (Agreement) for the maintenance and operations for specific Lighting and Landscape Assessment District (LLAD) Parks went into effect. Through the Agreement, HARD assumes the responsibility of operating and maintaining the park sites per an agreed-upon annual maintenance cost funded from the respective LLAD budgets but capital investments are the City’s responsibility, unless explicitly stated. In Spring 2024, HARD released a competitive bid to renovate basketball and tennis courts at various parks throughout Hayward. One of the parks included in the scope of work is Twin Bridges Park (Park), which is in LLAD 7. The renovation proposal HARD received from bidders was significantly more affordable than the proposals the City received. Staff is requesting the approval to enter into a MOU to reimburse HARD for the basketball renovation costs.
BACKGROUND AND DISUCSSION
The Park, located along Arrowhead Way, has a half-sized basketball court in need of repair. In Spring 2024, the City received proposals to renovate the basketball court ranging from roughly $100,000 to $150,000. At the same time, HARD released a competitive bid seeking qualified contractors to renovate basketball and tennis courts at multiple parks, including the Park, throughout Hayward. On July 15, 2024, HARD awarded the construction contract to American Asphalt and Repair and Resurfacing, Inc. The proposal HARD received for the Park’s renovation was $85,400. Since the capital investment to renovate the basketball court falls outside of the Agreement, the District requested reimbursement from staff. Staff reviewed the proposal HARD received and agreed that entering into a MOU would be appropriate and cost-effective.
Renovations include removal of existing redwood header, asphalt, and colored surfacing paint and installing a new redwood header, graded asphalt, and white half-court striping. New court rules signage, backboard, and hoop will also be installed. The MOU outlines HARD’s responsibility in renovation and contract oversight. Upon project completion, staff will inspect and verify the work performed and will reimburse HARD for the quoted amount of $85,400. In the event unexpected expenses occur, staff is requesting a 5% contingency for a total MOU amount not-to-exceed $90,000.
ECONOMIC IMPACT
There is no measurable economic impact related to this action by the Council.
FISCAL IMPACT
This item has no impact on the General Fund. The FY 2025 Adopted LLAD Budget appropriated sufficient funds in LLAD 7 (Fund 274) to reimburse HARD.
STRATEGIC ROADMAP AND SUSTAINABILITY FEATURES
This item is a routine operational item and does not directly support Council’s Strategic Priorities or has significant sustainability features.
NEXT STEPS
If Council approves this item, the City Manager will negotiate and execute a MOU.
Prepared by: Manny Grewal, Management Analyst
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
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Dustin Claussen, Interim City Manager