City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JANUARY 23, 2024 FROM: PARKS, RECREATION AND COMMUNITY WARD: 2
SERVICES DEPARTMENT
SUBJECT: MEASURE Z --- AWARD BID NO. 7987 TO WHEELER PAVING, INC. FOR THE BORDWELL PARK BASKETBALL COURT RENOVATION PROJECT IN THE AMOUNT OF $187,666.25; AND AUTHORIZE 10% CHANGE ORDER AUTHORITY UP TO $18,766.63 FOR A TOTAL CONTRACT AMOUNT OF $206,432.88 ISSUE:
Award Bid No. 7987 to Wheeler Paving, Inc., for the Bordwell Park Basketball Court Renovation Project in the amount of $187,666.25; and authorize a 10% change order authority up to $18,766.63 for a total contract amount of $206,432.88.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 7987 to Wheeler Paving, Inc., of Riverside, California, in the amount of $187,666.25 for the construction of the Bordwell Park Basketball Court Renovation Project; Authorize 10% change order authority in the amount up to $18,766.63 for project changes including, but not limited to, unforeseen conditions or necessary design changes, for a total contract amount of $206,432.88; and, Authorize the City Manager, or designee, to execute a Construction Agreement with Wheeler Paving, Inc., of Riverside, California including making minor and non-substantive changes.
BACKGROUND:
On June 1, 2021, the City Council adopted the 2021-2022 HUD Annual Action Plan and authorized the appropriation of Community Development Block Grant funds in the amount of $120,000 for replacement of the existing basketball court at Bordwell Park.
On June 13, 2023, City Council authorized the allocation of $6,492,000 in Measure Z funding for Parks capital improvement projects including a $100,000 supplemental appropriation for the Bordwell Park Basketball Court Replacement project, $105,000 for the Goeske Center Restroom, and one-time funding for ten other partially funded park capital improvement projects. The increase in funding for the projects was necessary due to high inflation experienced over the past few years, increasing the costs of projects.
DISCUSSION:
The Bordwell Park Basketball Court is a heavily used sport court that provides recreational programming and contributes to the quality of life for the community in Riverside. The existing basketball court was built in 1981. The basketball court is over 40 years old, and the concrete surface has large cracks and an uneven surface due to settlement and needs to be replaced to create a safe play court. The new design includes a colorful graphic for the acrylic sports surfacing to provide traction and make the court more exciting to play on.
On August 31, 2023, the Purchasing Division posted Bid No. 7987 on the City’s website for renovation of the existing basketball court and parking lots at Bordwell Park, including but not limited to a new reinforced concrete slab, new goal posts, and painted court surface graphic. The City notified 622 vendors and had forty-eight Prospective Bidders listed, thirty-eight of which were classified as potential Prime bidders. One addenda was issued for the project providing the engineer’s estimate for the base bid.
On September 27, 2023, one bid was received. The City sent requests to all of the potential bidders requesting updates on why they deemed to not participate in the project. The City received five responses stating a variety of reasons including: the scope of work was too big, the scope of work was too small, the vendors were too busy to participate, and the vendor was unable to prepare a proposal in time to submit.
Per the attached Bid Award Recommendation, the responsive and responsible bidder is Wheeler Paving, Inc., of Riverside, California. Staff’s review of this bidder’s references has elicited no negative information. Further, the State Contractor’s Licensing Board records indicate that this bidder’s license is current, active, and in good standing. The bid received for the basketball court is under the engineer’s estimate for the bid item.
Vendor
Vendor’s Location
Rank
Wheeler Paving, Inc.
Riverside, CA
1 The Parks, Recreation and Community Services Department (PRCSD), therefore, recommends that a construction contract in the amount of $187,666.25 be awarded to Wheeler Paving, Inc., for the Bordwell Park Basketball Court Renovation Project for Additive Alternate Bid Item III-A. The bid also included parking lot repairs, but the cost for this bid item exceeded the engineer’s estimate and available funding, so the parking lot repairs will not be awarded with this contract but will be bid again in the next couple of months to try to get better bids.
This basketball court project is expected to start construction in January 2024 and be completed by February 2024.
The Purchasing Manager concurs that the recommendation to award Bid No. 7987 to Wheeler Paving, Inc. is in compliance with Purchasing Resolution No. 23914.
STRATEGIC PLAN ALIGNMENT:
The work contributes to the “Arts, Culture and Recreation” priority of the Envision Riverside 2025 Strategic Plan, which aims to provide diverse community experiences and personal enrichment opportunities for people of all ages.
The work contributes to goals 1.3, to improve parks, recreational amenities, open space, and trail development, and fulfill critical lifecycle and facility maintenance needs, and goal 1.4, to prioritize safety at parks, trails, arts, cultural and recreational facilities.
Community Trust – Project has been discussed and considered in neighborhood meetings/events. The public is currently able to track the project’s progress through the Parks Department’s Capital Improvement Project tracking map located on the City’s website.
Equity – Project outcomes will benefit the entire community by proving a safe, exciting, and inviting recreation amenity for all residents.
Fiscal Responsibility – The purchasing of all services for this project is in accordance with Purchasing Resolution No. 23914. Also, the Community Development Block Grant funding obtained for this project requires no City “match”.
Innovation – The project utilizes the latest technologies to create a safe and colorful sport court.
Sustainability & Resiliency – This project replaces an existing deteriorating basketball court with a new reinforced concrete slab that will be durable and built to last and serve generations of park users to come.
FISCAL IMPACT:
The total fiscal impact of the action is $206,432.88, which includes construction costs of $187,666.25 and a 10% contingency of $18,766.63. The estimated construction project cost, including a 10% construction contingency, is outlined in the table below. $9,383.32 from the Janet Goeske Foundation Center Restroom Renovation Measure Z project account is proposed to be used in order to fund a full 10% construction contingency for the Bordwell Basketball Court Renovation project. Bids for the Goeske project came in under budget, and there is enough funding left in the Goeske project’s Measure Z account to use for the Bordwell Basketball Court Renovation. The construction contract for the Goeske project was awarded by City Council on October 24, 2023.
Cost
Construction Contract Award
$187,666.25
Construction Contingency
$18,766.63
TOTAL
$206,432.88
Sufficient funds are available for construction in the Bordwell Park Basketball Court Project Accounts as listed in the table below.
Fund
Project
Account
Amount
Grants & Restricted Programs
Bordwell Basketball Court Renovation
9276300 - 440120
$97,049.56
Measure Z Capital
9276309 - 440301
$100,000.00
Measure Z Capital
Janet Goeske Foundation Center Restroom Renovation
9260209 - 440301
$9,383.32
TOTAL
$206,432.88
Prepared by: Alisa Sramala, Principal Park Project Manager Approved by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Bid Award Recommendation
Basketball Court Exhibit
Bordwell Park Basketball Court Renovation ● Page 2