1 Date: April 1, 2022
To: Jim Mercurio
Executive Vice President & General Manager
From: Jenti Vandertuig
Procurement Director
Subject: Recommendation for Award RFB FY21-0020 Levi’s Stadium BNY Mellon East and West Club Engineering Wood Refinishing Project
Recommendation
1. Recommend approval and award of a one-time agreement to HY Floor and Gameline Painting, Inc., in the amount of $48,300 for refinishing engineered hardwood flooring surfaces in both BNY Mellon East Club and BNY West Club at Levi’s Stadium;
2. Authorize Stadium Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project; and
3. Authorize Stadium Manager to execute change orders up to approximately 10% of the contract cost, or $4,830, for a total not to exceed amount of $53,130.
Solicitation Process
Forty Niners Stadium Management Company LLC (“Stadium Manager”) has a need to refinish the engineered hardwood flooring surfaces in both BNY Mellon East Club and BNY West Club at Levi’s Stadium (“Stadium”). The BNY East and West Clubs and Levi’s 501 spaces are among the most utilized in the building and get a large amount of foot traffic. Upon review of the existing flooring, it was determined that refinishing the engineered hardwood flooring at the BNY East and West Clubs will extend the useful life of these spaces as well as reduce slips and falls from worn floors. The review of the spaces also determined that no hardwood flooring work in Levi’s 501 Club is required at this time.
The refinish of engineered hardwood flooring in these specific areas was approved as part of the FY21/22 Santa Clara Stadium Authority (“SCSA”) Capital Expenditures budget.
2 On January 11, 2022, Stadium Manager issued a Request for Bids (RFB) FY21-0020 for refinishing engineered hardwood flooring surfaces in both BNY Mellon East Club and BNY West Club at the Stadium.
Stadium Manager published the RFB on Bonfire Interactive, Stadium Manager’s eProcurement portal https://49ers.bonfirehub.com/portal/. In addition to inviting a list of suppliers on our established supplier list, Stadium Manager also selected suppliers registered on the portal with specific commodity codes offering flooring maintenance services.
On January 18, 2022, Stadium Manager published the Notice Inviting Bids related to this project in the San Jose Mercury News publication. Notices were also emailed on January 11, 2022 to the Builders’ Exchange of Santa Clara County and Minority Business Consortium requesting them to communicate with their respective member communities.
Stadium Manager held a non-mandatory pre-bid conference on January 18, 2022 at 10:00 a.m. (PT) via Zoom to provide an overview of the project and answer any questions from prospective bidders. The RFB provided prospective bidders the option to schedule on-site visits to the Stadium.
Electronic bid submissions were due on or before February 8, 2022 at 3:00 p.m. (PT).
One bid was received on or before the closing due date and time from the following firm:
1. HY Floor and Gameline Painting, Inc. - $48,300
Public Bid Opening
A public bid opening was held on February 8, 2022 at 4:00 p.m. (PT). The RFB provided the public bid opening webcast information including a meeting ID and password for bidders to log on via Zoom to attend. One bidder was in attendance. Stadium Manager announced the receipt of one bid on or before the due date and time, announced the name of the bidder and the base bid amount. HY Floor and Gameline Painting, Inc. was declared the apparent low bidder with a total bid amount of $48,300.
Evaluation of Apparent Low Bidder
Stadium Manager reviewed the bid from HY Floor and Gameline Painting, Inc. and determined the bid to be responsive and responsible. The review verified that all the required forms were submitted and completed properly, the bid schedule contained no arithmetic errors, and the bid bond is authorized. Stadium Manager also confirmed that HY Floor and Gameline Painting, Inc. is authorized to do business in California, is
3 appropriately licensed with the California Contractors State License Board, and is registered with the Department of Industrial Relations.
Next Steps
The Total Bid Price is $48,300. The cost of this purchase is covered in the FY 21/22 SCSA Capital Expenditures budget referenced under General Building, Club Space Flooring.
The approved budgeted amount is $89,250.
Once Stadium Manager receives approval from the SCSA Board, an agreement (detailed in the RFB) will be executed with HY Floor and Gameline Painting, Inc. and a fully executed copy of the agreement will be forwarded to the Board. In addition, Stadium Manager requests authorization to issue change orders up to 10% of the agreement which will allow Stadium Manager to take timely administrative action if required and not delay completion of the Project.
Supporting documentation has been provided for review and approval. The cost for advertising the RFB in the San Jose Mercury News publication for one day is $373.47.
Stadium Manager’s request to publish legal notices in the San Jose Mercury News for various solicitations, including public works, was approved by the SCSA Board on July 13, 2021. This is a public works project.
Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director
Approved By: ___________________________________ Date: ____________________ Jim Mercurio, Executive Vice President & General Manager