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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: January 15, 2025
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Award of Construction Agreement for Improvements at Ruben Campos Community Center to Perfection
Painting Corp, and Authorize a Project Budget of
$392,520 (Ward 1)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2025-018:
1. Approving the award of a Construction Agreement with Perfection Painting Corp in the amount of $327,100.00 for the Improvements at Ruben Campos Community Center (Project); and
2. Authorizing the construction contingencies, construction management, and administrative costs in the total amount of $65,420.00 for construction of the project.
3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 CIP budget with an additional $178,084.00 from the AB 1600 Parkland and Op Fund to bring the total project budget to $392,520.00.
4. Authorizing the City Manager or designee to execute all documents with Perfection Painting Corp; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
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6. Finding the Project exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines § 15302 (“Replacement or Reconstruction”).
Executive Summary
Awarding the Agreement for construction of the Improvements at Ruben Campos Community Center Project would enhance the facility ensuring that it continues to serve as a vital resource for our community. The Agreement would allow the City to issue Perfection Painting Corp a Notice to Proceed, initiating the process to construct the improvements. The agreement will include Perfection Painting Corp’s construction fee of $327,100.00 Additional funds are recommended for design contingencies in the amount of $65,420.00 The total cost of design and design contingencies is $392,520.00. The improvements at the Ruben Campos Community Center include upgrades to HVAC systems, restroom fixtures, gym flooring, ADA- compliant doors and pathways, as well as enhanced parking and accessibility features.
Background
The Ruben Campos Community Center at Nunez Park, is located at 1717 5th Street, San Bernardino, CA 92411, serves as a cornerstone of community engagement, offering a variety of programs and services that cater to residents of all ages. The facility includes a spacious multi-purpose room, as well as designated areas specifically designed to accommodate senior citizens and recreational activities.
The center provides a wide range of programs aimed at fostering personal development, community involvement, and recreation. These programs include Arts & Crafts, Indoor/Outdoor Games, the Boys Hobby Club, Nutrition Education, the Little Princess Club, the Teen Club, Open Breakdancing sessions, a Lunch Program, and Homework Help for students. The center’s offerings play a vital role in supporting the social, educational, and recreational needs of the local community, making it an essential hub for residents.
On May 15, 2024, the Mayor and City Council adopted the Fiscal Year 2024-25 Annual Action Plan for the Community Development Block Grant (CDBG), HOME Investment Partnership (HOME), and Emergency Solutions Grant (ESG) Programs.
These federal funding programs are designed to support the City’s efforts in addressing affordable housing, homelessness prevention, community development, and public services. The Annual Action Plan outlines how the City will allocate these funds to meet identified community needs and priorities for the upcoming fiscal year.
For capital improvement projects, the City has proposed allocating $1,309,341 to the Public Works department, which includes $250,000 for improvements at the Ruben Campos Community Center. This funding will help support the facility's ongoing use by community programs, including those that serve low- and moderate- income individuals, such as Project Fighting Chance.
Discussion
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The proposed improvements to the Ruben Campos Community Center include a range of upgrades to enhance accessibility, functionality, and safety for all users.
The scope of work involves removing and replacing the existing air conditioning (AC) units on the roof, along with updating the related controls and interfaces. Restroom fixtures will be replaced with ADA-compliant fixtures to ensure accessibility for individuals with disabilities. The gym area will receive new MONDO flooring, which is durable and designed for athletic use. Additionally, an ADA-compliant double door will be installed on the west side of the building to improve accessibility, and a new concrete path of travel will be constructed to provide wheelchair access throughout the facility. The project will also include necessary striping for handicap parking stalls and other related striping to ensure proper compliance with accessibility standards. These upgrades will significantly improve the overall usability and accessibility of the community center for all visitors.
Staff recommends authorizing the City Manager or their designee to execute all necessary documents with Perfection Painting Corp, and to manage the project, including the expenditure of contingency funds if needed. These actions are necessary to ensure the successful completion of the improvements at Ruben Campos Community Center project, which will provide valuable community engagement opportunities at this facility. The recommended actions are aimed at facilitating the timely and efficient progress of this project.
The Project was advertised for public bidding on November 13, 2024 on PlanetBids.
Two sealed bids were received and opened on December 4, 2024. The total base bid prices are as follows:
Staff has reviewed all bid packages and determined Perfection Painting Corp of Palmdale, CA, is the lowest responsible and responsive bidder with a total base bid amount of $327,100.00.
Although Dale Plumbing & Construction is the lowest bidder, they were deemed non-responsive due to failure to submit all required documentation by the bid deadline. As a result, the next responsive bidder, who has submitted all necessary documents and met the project requirements, has been selected for the project. This decision ensures compliance with the bid requirements and allows the City to proceed with a qualified contractor to complete the improvements. The selected bidder's proposal is consistent with the project's scope.
Initially, $250,000 was adopted for this project from CDBG fund. From this amount, several expenses have been deducted, including $13,360 for environmental review services provided by Ultrasystems Inc., $20,000 for labor compliance, and Bidder CityBase BidPerfection Painting CorpPalmdale, CA$327,100.00Dale Plumbing & Construction $195,530.00 2 4
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$2,204.00 for a Daily Journal advertisement. After accounting for these expenditures, the remaining available budget is $214,436.
The lowest bid received for the construction work is $327,100.00. Additionally, there is a contingency and administrative cost of $65,420.00, which covers unexpected expenses and project management. With these amounts added together, the total construction cost for the project is $392,520.00.
The total remaining budget from the CDBG Fund is $214,436. However, the total construction cost is $392,520.00, which exceeds the available CDBG funds. As a result, there is a funding shortfall of $178,084.00, which represents the additional amount required to fully finance the project. Therefore, the project needs an additional $178,084.00 in funding beyond the current CDBG allocation to cover the total construction expenses.
To address this shortfall, Staff proposes this project be funded using two sources: the remaining CDBG Fund balance of $214,436.00 and the additional $178,084.00 from the AB 1600 Parkland and Operations Fund. Together, these funds make up the total project budget of $392,520.00, ensuring that all project expenses are covered.
Below is the tentative construction schedule outlining the anticipated timeline and key CostAdopted CDBG Budget $250,000.00Environmental Review - Ultrasystems Inc($13,360.00)Estimated Labor Compliance ($20,000.00)Advertisement - Daily Journal Corporation ($2,204.00)Remaining Budget $214,436.00 BidLowest Bid $327,100.00Contingency & Administrative Cost $65,420.00Total Construction Cost $392,520.00 BudgetRemaining Budget - CDBG $214,436.00Total Construction Cost ($392,520.00)Additional Funding Required ($178,084.00) Proposed BudgetCDBG Fund $214,436.00AB 1600 Parkland and Op Fund $178,084.00Total Project Budget $392,520.00 2 4
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milestones for this Project, emphasizing that it is subject to adjustments due to contingencies and unforeseen circumstances. The Contractor shall complete all work required by the Contract Documents within sixty (60) calendar days from the commencement date stated in the Notice to Proceed.
Environmental Impact
The Project is categorically exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines Section 15302, Replacement or Reconstruction (“Class 2”). The Class 2 exemptions allow for the replacement or reconstruction of existing structures or facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced. Here, the Project involves minor improvements and reconstructing the park facilities located on the same site.
The City has also considered whether the proposed Project is subject to any exception to the Class 2 exemption, as set forth in State CEQA Guidelines section 15300.2. No exception applies for the following reasons:
a) The location exception only applies to Class 3, 4, 5, 6, and 11 exemptions, none of which are being utilized here.
b) The proposed Project would not result in any significant cumulative impacts on the environment. The cumulative impacts exception does not apply because the Project has no
incrementally significant impacts on the environment.
c) A categorical exemption may be subject to an exception where there is a reasonable possibility that the activity will have a significant effect on the environment due to unusual
circumstances. The proposed Project does not involve any unusual circumstances and has no potential to result in a Mayor and City
Council Approval
1/15/2025
Contract Execution
& P.O Issuance
Feburary 2025
Pre-Construction
Meeting
March 2025
Notice to Proceed
March 2025
Construction Start
April 2025
Construction
Completed
June 2025
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significant impact on the environment.
d) Under the “scenic highways” exception, a categorical exemption may be subject to an exception where the project may result in damage to scenic resources within a highway officially
designated as a state scenic highway. The exception does not apply here as the Project would not damage any scenic
resources within a state scenic highway.
e) The Project is not located on a site which is included on any list compiled pursuant to Section 65962.5 of the Government Code. f) The Project site does not contain a historical resource. 2021-2025 Strategic Targets and Goals
Authorizing the execution of this agreement aligns with the Key Target No. 3:
Improved Quality of Life. The completion of this project will improve the community’s quality of life by providing safe and well-maintained community center facilities.
Fiscal Impact
There is no General Fund impact associated with this action. The project will be funded using existing CDBG funding and an additional $178,084.00 from the AB 1600 Parkland and Op Fund.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2025-018:
1. Approving the award of a Construction Agreement with Perfection Painting Corp in the amount of $327,100.00 for the Improvements at Ruben Campos Community Center (Project); and
2. Authorizing construction contingencies, construction management, and administrative costs in the total amount of $65,420.00 for construction of the project.
3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 CIP budget with an additional $178,084.00 from the AB 1600 Parkland and Op Fund to bring the total project budget to $392,520.00.
4. Authorizing the City Manager or designee to execute all documents with Perfection Painting Corp; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
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6. Finding the Project exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines § 15302 (“Replacement or Reconstruction”).
Attachments
Attachment 1 Resolution No. 2025-018
Attachment 2 Agreement with Perfection Painting Corp
Attachment 3 Bid Tabulation
Attachment 4 Bid Proposal
Attachment 5 Location Map
Ward:
First Ward
Synopsis of Previous Council Actions:
May 15, 2024 Adopt Fiscal Year 2024-25 Annual Action Plan for the Community Development Block Grant, HOME Investment
Partnership and Emergency Solutions Grant Programs (All Wards)