City Council
Report
City Council Meeting: July 9, 2024
Agenda Item: 5.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Award Contracts for Virginia Avenue Park and Marine Park Basketball Courts Recommended Action
Staff recommends that the City Council:
1. Award Bids #SP2706 and #SP2707 to Pacific Tennis Courts, Inc. for design and construction services for the Marine Park Basketball Court Reconstruction and Virginia Avenue Park Basketball Court Reconstruction Projects, respectively;
2. Authorize the City Manager to negotiate and execute contracts with Pacific Tennis Courts, Inc. in an amount not to exceed $345,000 (including a 15% contingency) for Marine Park (SP2706) and $345,000 (including a 15% contingency) for Virginia Avenue Park (SP2707);
3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority; and
4. Adopt a finding of categorical exemptions pursuant to Sections 15301 and 15302 of the California Environmental Quality Act (CEQA) Guidelines.
Summary
Santa Monica’s parks and recreation system includes aging amenities that require regular reinvestment and repair to maintain safe and accessible open spaces. The Marine Park Basketball Court Reconstruction and Virginia Avenue Park (VAP) Basketball Court Reconstruction Projects would remove approximately 13,200 SF and 12,800 SF of existing asphalt basketball courts, respectively, and replace the playing surface with new post-tension concrete courts of the same size and stripe markings as existing. Given that the existing courts are at the end of their lifespan and continuously form new cracks, reconstruction would be more economical than repeated repairs. Staff recommends awarding two contracts to Pacific Tennis 2 of 8
Courts, Inc. for the design and construction of new basketball courts at Marine Park and VAP in an amount not to exceed $345,000 (including a15% contingency) for each contract.
Design for both projects are anticipated to begin fall 2024. Construction of the VAP basketball courts are anticipated to begin in winter 2024 and be completed by spring 2025. Marine Park basketball courts will follow with construction anticipated to begin in spring 2025 and be completed by summer 2025.
The Marine Park Basketball Court Reconstruction Project is funded with Parks & Recreation Special Revenue Funds. The VAP Basketball Court Reconstruction Project is funded with Community Development Block Grant (CDBG) Funds.
Discussion
The Marine Park Basketball Court Reconstruction and VAP Basketball Court Reconstruction Projects would provide capital improvements to Santa Monica’s existing parks and recreation system to maintain the system’s continued functionality.
Marine Park Basketball Court Reconstruction Project
Marine Park is a 7.0-acre park located at 1406 Marine Street within the Sunset Park Neighborhood. The park features two baseball fields, one soccer field, two basketball courts, one handball court, three tennis courts, a birthday pavilion, picnic tables and barbeques, children’s playground, off-street parking, and one restroom building.
Built before 1986, the basketball courts located at Marine Park are the oldest courts in the City and require complete reconstruction to address subgrade issues that are causing cracks (cracks have been patched and repaired in the past yet continue to reappear frequently). If this project is not completed, the basketball courts may need to be fenced off and closed for the foreseeable future. (See Figure 1 below for project location and context.)
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Figure 1: Marine Park – Project Location
The Marine Park Basketball Court Reconstruction Project is funded with Parks & Recreation Special Revenue Funds. Staff anticipates five months for the design phase with construction completion by summer 2025.
VAP Basketball Court Reconstruction Project
Virginia Avenue Park (VAP) is a 9.5-acre park located at 2200 Virginia Avenue within the Pico Neighborhood. The park features a variety of community facilities and amenities, including two basketball courts, two playgrounds, a splash pad, picnic areas, Thelma Terry Building, Teen Center, Police Activities League (PAL) Fitness Center, and the Pico Branch Library.
Along with the Marine Park basketball courts, the VAP basketball courts are also in increasing disrepair and require complete reconstruction. If this project is not completed, the basketball courts may need to be fenced off and closed for the foreseeable future. (See Figure 2 below for project location and context.) 4 of 8
Figure 2: VAP – Project Location
The VAP Basketball Court Reconstruction Project is funded with Community Development Block Grant (CDBG) Funds. Staff anticipates three months for the design phase with construction completion by spring 2025.
Vendor Selection – Marine Park
The City received a total of four bids for the Marine Park Basketball Court Reconstruction Project; however, G2K Construction’s bid did not meet the basic requirements of the RFB, was considered nonresponsive, and rejected without evaluation. A panel composed of Architecture Services and Community Recreation staff evaluated the remaining three bids and recommend Pacific Tennis Courts, Inc. as the best and lowest bidder.
Bidder Recommendation
Best Bidder Pacific Tennis Courts, Inc.
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Evaluation Criteria Price, experience, and technical competence Municipal Code SMMC 2.24.180
Submittals Received
Pacific Tennis
Courts, Inc.
$299,885.00 Ramsa Construction, Inc. $594,000.00
Hellas Construction $624,213.00
Bid Data
Date
Posted
Posted On Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date
Publicly
Opened
1/22/2024 City's Online
Bidding Site
Santa Monica Daily
Press
55 3/14/2024
Best Bidder Justification - Marine Park
Construction of the project requires specialized equipment, contractor licensing, technical expertise, and human capital that cannot be provided by in-house staff; therefore, general contracting services, with specialty in basketball court construction, would be utilized. Staff recommends Pacific Tennis Courts, Inc., the lowest bidder, as the best bidder based on bid price, experience, and technical competence. The recommended bidder has demonstrated the ability to perform and complete quality projects of similar scope for several municipalities and agencies in California, including the City of Westlake Village, City of Fountain Valley, City of Coronado, City of Mission Viejo, and City of Avalon. Architecture Services staff conducted outreach to the City of Westlake Village, and they recommended Pacific Tennis Courts, Inc. for its reliability and expertise.
Vendor Selection – VAP
The City received a total of five bids for the VAP Basketball Court Reconstruction Project; however, Cinbad Industry, Inc. and G2K Construction’s bids did not meet the basic requirements of the RFB, were considered nonresponsive, and rejected without evaluation. A panel composed of Architecture Services and Community Recreation 6 of 8
staff evaluated the remaining three bids and recommend Pacific Tennis Courts, Inc. as the best and lowest bidder.
Bidder Recommendation
Best Bidder Pacific Tennis Courts, Inc.
Evaluation Criteria Price, experience, and technical competence Municipal Code SMMC 2.24.180
Submittals Received
Pacific Tennis Courts, Inc. $299,885.00 Ramsa
Construction, Inc. $583,000.00
Hellas Construction $624,213.00
Bid Data
Date
Posted Posted On
Advertise In
(City Charter &
SMMC)
Vendors
Downloaded
Date
Publicly
Opened
1/22/2024 City's Online
Bidding Site
Santa Monica Daily
Press
44 3/14/2024
Best Bidder Justification - VAP
Construction of the project requires specialized equipment, contractor licensing, technical expertise, and human capital that cannot be provided by in-house staff; therefore, general contracting services, with specialty in basketball court construction, would be utilized. Staff recommends Pacific Tennis Courts, Inc., the lowest bidder, as the best bidder based on bid price, experience, and technical competence. The recommended bidder has demonstrated the ability to perform and complete quality projects of similar scope for several municipalities and agencies in California, including the City of Westlake Village, City of Fountain Valley, City of Coronado, City of Mission Viejo, and City of Avalon. Architecture Services staff conducted outreach to the City of Westlake Village, and they recommended Pacific 7 of 8
Tennis Courts, Inc. for its reliability and expertise.
Past Council Actions
Meeting Date Description
6/27/2023
(Attachment A)
Adoption of the First Year and Approval of the Second
Year of the FY 2023-25 Biennial Budget AdoptionMarine Park Basketball Court Reconstruction and VAP Basketball Court Reconstruction Projects
Environmental Review
Both projects are categorically exempt from CEQA pursuant to Sections 15301 (Existing Facilities) and 15302 (Replacement/Reconstruction) of the CEQA Guidelines. Section 15301 provides exemption (Class 1) for the operation, repair, maintenance, or minor alteration of existing public or private structures or facilities, involving negligible or no expansion of use. Section 15302 (Class 2) provides exemption for the replacement or reconstruction of existing structures and facilities where the new structure would be located on the same site as the structure replaced and would have substantially the same purpose and capacity as the structure replaced. The projects would reconstruct the existing basketball courts at Marine Park and VAP. In addition, none of the exceptions specified in Section 15300.2 of CEQA Guidelines would apply that would preclude the use of this CEQA exemption—the project sites are not located in a sensitive environment, the projects would not have a significant effect on the environment, the projects would not damage scenic resources, the projects would not be located on a hazardous waste site, and the projects would not cause a change to a historical resource. Therefore, these projects are Class 1 and Class 2 projects exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Special Revenue Source Fund to award a contract with Pacific Tennis Courts, Inc. for design and construction services for the Marine Park Basketball Court Reconstruction Project in an amount not to exceed $345,000 (including a 15% contingency).
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Contract Request:
Marine Park
FY 2023-24
Request Amount CIP Account # Total Contract
Amount
$345,000 C1008800.689000 $345,000
Staff seeks authority to approve available funding from the CDBG Fund to award a contract with Pacific Tennis Courts, Inc. for design and construction services for the VAP Basketball Court Reconstruction Project in an amount not to exceed $345,000 (including a 15% contingency).
Contract Request:
VAP
FY 2023-24
Request Amount CIP Account # Total Contract Amount
$345,000 C1908830.689000 $345,000
Prepared By: Yukiko Takahashi, Architectural Associate
Approved Forwarded to Council
Attachments:
A. June 27, 2023 Staff Report
B. Oaks Initiative Form - Pacific Tennis Courts, Inc.
C. Levine Act Disclosure Form - Pacific Tennis Courts, Inc.