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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 Gutierrez Park to Zeco Inc., and Authorize a Project
Budget of $1,100,228.38 (Ward 6)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2025-016:
1. Approving the award of a Construction Agreement with Zeco Inc. in the amount of $887,224.55 for Improvements at Gutierrez Park (Project); and
2. Authorizing the construction contingencies, construction management, and administrative costs in the total amount of $177,444.91.
3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 CIP budget with an additional $100,228.38 from the AB 1600 Parkland and Op Fund to bring the total project budget to $1,100,228.38.
4. Authorizing the City Manager or designee to execute all documents with Zeco Inc.; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
6. Finding the Project exempt from the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines § 15302 (“Replacement or Reconstruction”).
Executive Summary
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Awarding the Agreement for construction of the Improvements at Gutierrez Park Project will foster increased opportunities for youth and adult sports activities, contributing to overall community well-being and creating a positive impact on public health and engagement. The Agreement would allow the City to issue Zeco Inc. a Notice to Proceed, initiating the process to construct the improvements. The agreement will include Zeco Inc. construction fee of $887,224.55. Additional funds are recommended for design contingencies in the amount of $177,444.91 The total cost of design and design contingencies is $1,064,669.46. The improvements at Gutierrez Park include replacing ballfield fences, paving and striping the parking lot, widening and adding sidewalks, constructing a new driveway approach, paving the bleacher area, adding team benches, installing new roofing on the concession building, and relocating the electrical stub-up for the concession building.
Background
The Gutierrez Park, located at the intersection of 14th Street and Mt. Vernon Avenue. It spans 1.98 acres and provides a variety of recreational amenities for the community. The park features a baseball diamond specifically designed for Little League games, providing a space for youth sports and recreational activities. In addition to the playing field, the park includes a concession stand and press box, supporting the needs of sports events and spectators. A playground area is also available for children, along with two picnic tables, offering space for family gatherings and outdoor relaxation. The park is equipped with a restroom facility to ensure convenience for visitors. These amenities make the park an important asset to the surrounding neighborhood, promoting physical activity, community engagement, and outdoor enjoyment for residents of all ages.
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.
On September 18, 2024, the Mayor and City Council approved a funding agreement with the County of San Bernardino for $750,000 to support these improvements.
This funding will help finance necessary upgrades to the park's sports fields, including infrastructure enhancements and other critical improvements to enhance the community’s recreational opportunities. The approval of this agreement marks an important step in advancing the project and addressing the growing demand for upgraded park facilities in the area.
As part of the Fiscal Year 2024-25 Community Development Block Grant (CDBG) allocation, $250,000 has been designated for improvements at Gutierrez Park. This funding will be used for capital improvement projects to enhance the park’s facilities and provide a better environment for community activities. The goal of the CDBG 2 4
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program is to support urban development by improving public spaces, increasing accessibility, and promoting economic opportunities for low- and moderate-income residents.
Gutierrez Park, as one of the City's public facilities, will benefit from these improvements, which will support recreational and social activities for the local community. This funding is part of a larger $1 million allocation for public facilities, which also includes similar improvements at Encanto Park and the Ruben Campos Community Center. The Gutierrez Park improvements are intended to enhance the overall experience for visitors and ensure that the park remains a valuable resource for all residents.
Discussion
The proposed improvements at the Gutierrez Park will focus on several key areas to enhance both the functionality and appearance of the facility. The project includes replacing the ballfield fences to ensure better safety and organization around the playing areas. Additionally, the parking lot will be repaved with asphalt and properly striped to improve traffic flow and parking capacity. To enhance accessibility and circulation, the existing sidewalk will be widened, new sidewalk sections will be added, and a new driveway approach will be installed. The bleachers area will also undergo concrete paving to provide a more durable and stable surface for spectators. To further improve the spectator experience, new team benches will be added. The concession building will receive a new roof to address maintenance concerns, and the location for the electrical stub-up will be relocated to optimize functionality for the concession stand. These improvements are designed to create a safer, more convenient, and accessible park environment for all users, while also addressing necessary upgrades to ensure the long-term viability of the facility.
Staff recommends authorizing the City Manager or their designee to execute all necessary documents with Zeco Inc., and to manage the project, including the expenditure of contingency funds if needed. These actions are necessary to ensure the successful completion of Gutierrez Park Improvement project, which will provide valuable community engagement opportunities at this park. 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.
Three 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 Zeco Inc. of Yorba Linda, CA, is the lowest responsible and responsive bidder with a total base bid amount of Bidder City Base BidUS Builders and Consultants Irvine, CA$1,027,360.00Kashan Group Torrence, CA$912,760.00Zeco Inc. Yorba Linda. CA$887,224.55 2 4
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$887,224.55.
Initially, $250,000 was adopted from CDBG fund and an additional $750,000 was awarded from the San Bernardino County for this project. 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 $2,198.92 for a Daily Journal advertisement. After accounting for these expenditures, the remaining available budget is $964,441.08.
The lowest bid received for the construction work is $887,224.55. Additionally, there is a contingency and administrative cost of $177,444.91 which covers unexpected expenses and project management. With these amounts added together, the total construction cost for the project is $1,064,669.46.
The remaining budget from the CDBG (Community Development Block Grant) and the award from San Bernardino County is $964,441.08. However, the total construction cost for the project is $1,064,669.46. There is a difference of $100,228.38 which represents the additional funding required to fully cover the construction costs.
To address this shortfall, Staff proposes this project be funded using three sources:
$250,000 from the CDBG (Community Development Block Grant), $750,000 from the Local Grants Fund, and $100,228.38 from the AB 1600 Parkland and Operations Fund.
Combined, these funds create a total project budget of $1,100,228.38, which will cover the entire cost of the project.
CostAdopted CDBG Budget $250,000.00SB County Award $750,000.00Environmental Review - Ultrasystems Inc($13,360.00)Estimated Labor Compliance ($20,000.00)Advertisement - Daily Journal Corporation ($2,198.92)Remaining Budget $964,441.08 BidLowest Bid $887,224.55Contingency & Administrative Cost $177,444.91Total Construction Cost $1,064,669.46 BudgetRemaining Budget $964,441.08Total Construction Cost $1,064,669.46Additional Funding Required ($100,228.38) 2 4
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Below is the tentative construction schedule outlining the anticipated timeline and key 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 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.
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
Proposed BudgetCDBG Fund $250,000.00SB County Award $750,000.00AB 1600 Parkland and Op Fund $100,228.38Total Project Budget $1,100,228.38 2 4
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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 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. This project will enhance the community’s recreational amenities, providing safe, accessible, and well-maintained park facilities for residents.
Fiscal Impact
There is no General Fund impact associated with this action. The project will be funded using existing CDBG funding and an additional $100,228.38 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 2025-016:
1. Approving the award of a Construction Agreement with Zeco Inc. in the amount of $887,224.55 for Improvements at Gutierrez Park (Project); and
2. Authorizing the construction contingencies, construction management, and administrative costs in the total amount of $177,444.91. 2 4
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3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 CIP budget with an additional $100,228.38 from the AB 1600 Parkland and Op Fund to bring the total project budget to $1,100,228.38.
4. Authorizing the City Manager or designee to execute all documents with Zeco Inc.; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
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. 2025-016
Attachment 2 Agreement with Zeco Inc.
Attachment 3 Bid Tabulation
Attachment 4 Bid Proposal
Attachment 5 Location Map
Ward:
Sixth 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)
September 18, 2024 Approve $750,000 Funding Agreement with the County of San Bernardino for Gutierrez Park Field Improvements (Ward 6)