Subject:   GLENVIEW PARK PLAY                         Date:   07-23-03

                        LOT RENOVATION PROJECT

 

Council District:  10

 

RECOMMENDATION

 

Report on bids and award of contract for the Glenview Park Play Lot Renovation Project to the low bidder, Lone Star Landscape, Inc., in the amount of $116,000, and approval of a contingency in the amount of $12,000.

CEQA:  Exempt, PP03-05-170.

 

 

BACKGROUND

 

Glenview Park is located in south San José near Almaden Expressway and Rajkovich Way (map attached).  The four acre park was originally constructed in 1986 and consists of a tot lot play area, picnic tables, pathways, turf and other miscellaneous park facilities.

 

This project includes the renovation of the tot lot play area, replacement of the drinking fountain and new park benches.  Construction will begin in September with completion in February 2004.

 

 

ANALYSIS

 

Bids were opened on June 26, 2003 with the following results:

 

 

Contractor

Bid

Amount

Variance Amount

Over/ (Under)

Percent

Engineer's Estimate

$125,000

---

---

Bellicitti & Pellicciott

  (Santa Clara)

123,545

(1,455)

(1)

ESR Construction

  (San José)

122,830

(2,170)

(2)

Lone Star Landscape, Inc.

  (San Martin)

116,000

(9,000)

(7)

 

The low bid submitted by Lone Star Landscape, Inc. is seven percent under the Engineer’s Estimate. Staff considers this reasonable for the work involved.

 

Council Policy provides for a standard contingency of five percent on public works park projects.  However, a contingency of ten percent is recommended for this project due to incomplete record drawings for the original park construction.  Potential modifications to the underground drainage system may be necessary as part of the new construction.  The funds budgeted for this project are sufficient to provide for the recommended contingency.

 

 

PUBLIC OUTREACH

 

A community meeting was held to gather input for improvements to the existing tot lot.  Additionally, this project was listed on the City’s Internet Bid Line and advertised in the San José Mercury News and 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 Parks, Recreation and Neighborhood Services, 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:  $116,000

 

2.                                                                                  COST OF PROJECT:

Project Delivery

$47,000

*

Construction

116,000

 

Contingency

12,000

 

      TOTAL

$175,000

 

 

*$27,451 was expended/encumbered in Fiscal Year 2002-2003 for project delivery costs.

 

3.                                                SOURCE OF FUNDING:   389 - C+C Tax Fund, Council District 10

                                                   375 – Park Trust Fund

 

4.   FISCAL IMPACT:  This project is consistent with the Council-approved Budget Strategy Economic Recovery section in that it will spur construction spending in our local economy.  The new Glenview Play Lot is expected to be completed in August 2004.  The annual operating and maintenance costs of this project have been reviewed, and it has been determined that the project will have no significant adverse impact on the General Fund operating budget.

 

 

BUDGET REFERENCE

 

 

Fund #

 

Appn #

 

 

Appn. Name

 

 

RC #

 

Total Appn.

 

Amt. for Contract

 

Proposed Budget Page

 

Last Budget Action

(Date, Ord. No.)

 

389

4579

Glenview Park Play Area Renovation

12532B

50,000

N/A

Page 477

 

 

375

4579

Glenview Park Renovation

12532B

264,000

116,000

Page 562

 

 

 

 

Total

 

314,000

116,000

 

 

 

 

CEQA

 

Exempt, PP03-05-170.

 

 

KATY ALLEN

Director, Public Works Department

 

 

GLENVIEW PARK PLAY AREA RENOVATION

 

 

SPEAKING POINTS

 

Special attention is called to the Schedule of Quantities and Pay Items in the project Specifications. 

 

Playground Surfacing was an item that was omitted in the Schedule of Quantities in the bid package but was included in the Pay Items of the Specifications.  City staff contacted the bidders after the bid opening to inform them of the omission in the bid package.  The bidders responded that they had been aware of the oversight prior to bidding and had adjusted their bids.  The Contractors included the Playground Surfacing in the Miscellaneous Pay Items.

 

The City Attorney concluded that the error is insignificant.