Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Newton Construction & Management Inc. for Tennis Court Resurfacing and Pickleball Court Installation at Washington Manor Park for $406,754.27 and to Negotiate and Approve Cumulative Change Orders up to 15% or $61,013.14 of the Original Contract Amount, for a Total Not-to-Exceed Amount of $467,767.41, Budgeted in Accounts 210-62-122-5240 and 210-62-138-5240
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
The project will renovate the tennis courts at Washington Manor Park including resurfacing the courts, replacing some of the fencing, installing wind screen around the courts, and converting two of the tennis courts into six pickleball courts.
RECOMMENDATIONS
Staff recommends that the City Council adopt a resolution to approve and authorize the City Manager to execute a Non-Professional Services Agreement with Newton Construction & Management Inc. for $406,754.27 which includes authorization to negotiate and approve cumulative change orders up to 15% or $61,013.14 of the original contract amount, for a total not-to-exceed amount of $467,767.41.
BACKGROUND
The tennis courts at Washington Manor Park were installed in 1967. The courts were last resurfaced in 2006. A typical lifespan for tennis court surfacing is estimated at 15 years. Poplar trees planted adjacent to the courts caused significant damage to the east side of the courts and were removed in 2016. As a result, the court closest to the trees was determined to be unusable and the tennis net was removed.
In September of 2019, Recreation and Public Works staff received requests from the community to install pickleball courts. Staff explored the possibility of retrofitting the tennis courts at Cherry Grove Park, but a simple retrofit was cost prohibitive. Funding for Park Major Maintenance became available for use on deferred maintenance and repair projects, and staff determined that tennis court resurfacing at Washington Manor Park and Heath Park were a priority. In addition, the renovation projects could accommodate conversion of some tennis courts to pickleball courts.
Staff met with the Recreation and Parks Commission to conduct community outreach and identify the site(s) for pickleball conversion. At the meeting on June 2, 2021 the Commission recommended that staff pursue the conversion of two tennis courts into pickleball courts at Heath Park and Washington Manor Park. Both projects were designed and planned, but the Heath Park resurfacing project must be deferred due to existing problems with vegetation and root intrusion around the perimeter of the courts. Staff intends to resolve the issue by removing the vegetation and replacing the fencing around the courts. This will delay the resurfacing project at Heath Courts until Fiscal Year 2023-2024.
Analysis
The project at Washington Manor includes resurfacing the courts using a ‘slipsheet overlay system’ (a specially constructed ply felt that is built for strength, flexibility and allowance for movement from substrates), converting two of the existing tennis courts to six pickleball courts, replacing 340 feet of perimeter fencing, and installing windscreen around the perimeter of the courts.
Procurement for this project was conducted using cooperative purchasing through Sourcewell, formerly the National Joint Powers Alliance (NJPA), and a project delivery method called Job Order Contracting (JOC). It is a method that enables organizations to get commonly encountered construction projects completed quickly and easily through multi-year umbrella contracts. JOC is a competitively bid, fixed price, multi-year construction contract based on published unit prices. The unit prices are used to price construction tasks associated with the scope of work.
Gordian, who offers support services through Sourcewell, assisted the City in providing a qualified contractor. Newton Construction & Management, Inc. was selected under Sourcewell contract CA-R6-GB01-123021-NCM and provided a detailed cost proposal using Gordian’s ezIQC tool. The process conforms to the California Government Code and Joint Exercise of Powers Act (Government Code 6500) and satisfies the City’s purchasing requirements.
Board/Commission Review and Actions
On June 2, 2021, the Recreation and Parks Commission voted to recommend that City Council consider the conversion of two tennis courts into pickleball courts at Heath Court and Washington Manor Park. (4 Ayes, 0 Nays, 1 Abstain)
Summary of Public Outreach Efforts
In April of 2021, Recreation and Public Works Staff designed and published a survey via social media outlets. The survey received 492 responses with over 50% of respondents recommending pickleball at both Washington Manor Park and Heath Park. Survey results were provided to the Recreation and Parks Commission at the meeting on June 2, 2021 and are provided as Attachment C.
Financial Impacts
The Non-Professional Services Agreement will cost $406,754.27 for fiscal year 2022-2023, plus an additional 15% or $61,013.14 contingency for unforeseen additional work. The project has sufficient funding in the following Park Major Maintenance CIP accounts:
210-62-122-5240: $200,000
210-62-138-5240: $267,767.41
There are no off-setting revenues for this project.
ATTACHMENTS
• Attachment A: Resolution for NPSA with Newton Construction & Management Inc. for Tennis Court Resurfacing at Washington Manor Park
• Attachment B: Exhibit A - Proposal for Tennis Court Resurfacing at Washington Manor Park
• Attachment C: City of San Leandro Tennis/Pickleball Court Conversion Survey Results
PREPARED BY: Jennifer Auletta, Deputy Public Works Director, Public Works