To: HONORABLE MAYOR AND From: Katy Allen

CITY COUNCIL Sara L. Hensley

Subject: DOERR PARK YOUTH LOT Date: 10-15-03

RENOVATION PROJECT

Council District: 9

RECOMMENDATION

Report on bids and award of contract for the Doerr Park Youth Lot Renovation Project to the low bidder, Robert A. Bothman, Inc., in the amount of $136,937, and approval of a contingency in the amount of $7,000.

CEQA: Exempt, PP03-05-078.

BACKGROUND

Doerr Park is an existing 11.7-acre neighborhood park, located at Portrero and Wilshire Drives (map attached). The site is adjacent to residential uses on all sides. Existing facilities in the park include tennis courts, a picnic area, a baseball field, two play areas and rest rooms. The project will renovate the existing youth play area and add a shade structure.

Construction is scheduled to begin in January 2004 with completion in May 2004.

ANALYSIS

The scope of work includes the installation of new play equipment, and the addition of two benches and a shade structure.

Bids were opened on September 18, 2003 with the following results:

Contractor	Bid Amount	Variance Amount	Over/(Under) Percent
ESR Construction, Inc. (San José)	$187,222	$47,222	26

HRB Construction, Inc.	168,162	28,162	17
(San José)
Lone Star Landscape, Inc.	154,000	14,000	9
(San Martin)
Blossom Valley Construction, Inc. (San José)	148,695	8,695	6
Engineer's Estimate	140,000	---	---
Robert A. Bothman, Inc. (San José)	136,937	(3,063)	(2)

The low bid submitted by Robert A. Bothman, Inc. is two percent under the Engineer’s Estimate. Staff considers this reasonable for the work involved.

Council Policy provides for a standard contingency of 5 percent on public works parks projects. The standard contingency is appropriate for this project.

PUBLIC OUTREACH

On February 22, 2003 a community meeting was held to seek input on and review design alternatives for the proposed playground improvements. Additionally, to solicit contractors, this project was listed on the City’s Internet Bid Line and advertised in the San José Post Record. Bid packages for all Department of Public Works construction projects are provided to various contractor organizations and builder’s exchanges.

COORDINATION

This project and memo have been coordinated with the Departments of General Services, Planning, Building and Code Enforcement, the City Attorney’s Office and the City Manager’s Budget Office.

COST IMPLICATIONS

1. AMOUNT OF RECOMMENDATION: $136,937

2. COST OF PROJECT:

Project Delivery	$ 43,000	*
Construction Contingency	136,937 7,000
TOTAL	$186,937

*A total of $23,509 was expended in 2002-2003 for Project Delivery Costs.

3. SOURCE OF FUNDING: 388 – District 9 Construction and Conveyance Tax Fund

4. FISCAL IMPACT: This project is consistent with the Council-approved Budget Strategy General Principles and Economic Recovery sections in that it will stimulate local economic growth and recovery. The replacement of the play area and addition of a new shade structure will have minimal impact on the staff-operating budget. With the addition of a new shade structure the Department of General Services will be impacted by estimated annual maintenance costs of $1,000.

BUDGET REFERENCE

Fund #	Appn #	Appn. Name	RC #	Total Appn.	Amt. for Contract	Adopted Budget Page	Last Budget Action (Date, Ord. No.)
388	4525	Doerr Park Youth Lot Renovation	12530B	213,000*	136,937	Page 533

*This appropriation will be reduced by $12,000 in the 2002-2003 Annual Report, due to an over-rebudgeted amount of funds.

CEQA

Exempt, PP03-05-078.

KATY ALLEN

Director, Public Works Department

SARA L. HENSLEY

Director, Parks Recreation and

Neighborhood Services

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Attachment

Doerr Award Memo.doc