CITY OF POMONA
COUNCIL REPORT
July 18, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: APPROVE AN AMENDMENT TO PURCHASE ORDER WITH R.E. SCHULTZ CONSTRUCTION, INC. TO PROVIDE RUBBERIZED PLAYGROUND SURFACING AT GANESHA PARK RECOMMENDATION: It is recommended that the City Council take the following actions:
Approve an Amendment to Purchase Order #203418 with R.E. Schultz Construction, Inc. in the amount of $286,209 for rubberized playground surfacing replacement at Ganesha Park for the 2-5 year old playground and the 5-12 year old playground for CIP Project “Park Improvements - ADA Accessibility Rubberized Playground Surfacing Replacement,” Project No. 428-2590-XXXXX-71074; and Authorize the City Manager, or designee, to execute any documents necessary to execute this amendment.
EXECUTIVE SUMMARY: Approval of the recommended action will allow for the proposed Amendment to Purchase Order #203418 with R.E. Schultz Construction, Inc. to provide rubberized playground surfacing at Ganesha Park for the 2-5 year old playground and the 5-12 year old playground.
FISCAL IMPACT: Per a separate action being taken at the July 18, 2022 Council meeting, sufficient funding will be available to allow for the Amendment. Passage of the corresponding Community Development Block Grant Coronavirus (CDBG-CV) carryover of unexpended funds is needed in order for this action to be approved. The fiscal impact is depicted in the following table:
Category
“Park Improvements - ADA Accessibility Rubberized Playground Surfacing Replacement,” Project No. 428-2590-XXXXX-71074 Beginning Budget
$358,000
Appropriation of CDBG-CV funding (Separate Action taken as part of the July 18, 2022 agenda as part of an amendment to the 2023 Action Plan) $310,000
Revised Budget
$668,000
Expenditures/Encumbrances (as of June 29, 2022)
$314,840
Approval of Amendment to Purchase Order #203418 with R.E. Schultz Construction, Inc. $286,209
Funds Available for Contingency, Staff Time, and Other Misc. Costs $66,951
PUBLIC NOTICING REQUIREMENTS: In accordance with Section 2-1003 - Formal Procedure of the City’s Purchasing Ordinance, an Invitation for Bids for construction related to “ADA Accessibility Rubberized Playground Surfacing Replacement,” Project No. 428-2590-XXXXX-71074 (Project) was posted on the City’s electronic bidding platform, Planet Bids, on March 14, 2022.
PREVIOUS RELATED ACTION: On September 20, 2021, City Council adopted Resolution No. 2021-123 to amend the FY 2021-22 CIP budget by creating the Project and appropriating $250,000 of CDBG-CV funds to the Project. On May 2, 2022, City Council awarded a contract to R.E. Schultz Construction, Inc. for the Project and appropriated $108,000 of General Fund reserves to the Project.
ENVIRONMENTAL IMPACT: The Project was subject to a National Environmental Policy Act (NEPA) review by the Department of Housing and Urban Development (HUD) and was determined to be categorically exempt per 24 CFR 58.34(a)12.
DISCUSSION: On March 14, 2022, Invitation for Bid (IFB) No. 2022-19, “ADA Accessibility Rubberized Playground Surfacing Replacement” PN# 428-71074, was issued on the City’s electronic bidding platform, Planet Bids. The Ganesha Park playground surfacing was included in the IFB as an additive alternate if original funding allowed. The solicitation notified 192 potential bidders, of which 20 bidders downloaded the IFB, resulting in the City receiving two bids. R.E. Schultz Construction, Inc. met the minimum qualifications and was evaluated based on their pricing proposal. It was determined that they submitted the lowest responsive and responsible bid for the total base bids in the amount of $309,040 for Westmont, Montvue, and Memorial Parks.
As construction of the Project was approaching completion, additional funding was identified in the form of CDBG-CV funds in the amount of $310,000. This additional funding will allow for the replacement of the existing rubberized surfacing at both playgrounds at Ganesha Park as an additive alternate. Council approval of this Amendment is required due to the cost exceeding the original purchase order by an amount greater than 25 percent.
COUNCIL PRIORITIES & GOALS: This item supports the June 20, 2021 City Council Priorities and Goals: Priority 4: Safe and Clean Community – Goal M: Improve safety and cleanliness at parks and public spaces.
Prepared by:
_____________________________
Shandy Dittman
Public Works Fiscal and Project Manager
Approve Amendment to Purchase Order with R.E. Schultz to Provide Rubberized Playground Surfacing at Ganesha Park, Project No. 428-2590-XXXXX-71074