Report to Mayor and City Council
Tuesday, October 06, 2020
Consent
SUBJECT:
Title
CONSIDER AWARDING A CONTRACT WITH MCWIL SPORTS SURFACES, INC. FOR THE RESURFACING OF VARIOUS INDOOR AND OUTDOOR BASKETBALL, DANCE FLOORS, AND TENNIS COURTS. (CITY COUNCIL)
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I. SUMMARY
A Request for Proposal RFP No. 19-009, was released on July 4, 2019, to seek proposals from qualified contractors to provide resurfacing services for various City indoor and outdoor basketball courts, dance floors and tennis courts. In response to the RFP, staff received two (2) proposals. After careful analysis and evaluation of the proposals, staff is recommending the City Council to award a contract to McWil Sports Surfaces, Inc.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the selection of McWil Sports Surfaces Inc. to provide resurfacing of various indoor and outdoor courts for the Public Works Department in an amount not-to-exceed $60,000 for the term from October 1, 2020 through June 30, 2021.
2. AUTHORIZE Mayor to execute a contract with McWil Sports Surfaces, Inc. following approval as to form by the City Attorney (Exhibit No.1).
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III. ALTERNATIVES
1. REJECT the recommendation and direct staff to initiate a new Request for Proposal (RFP) process.
2. TAKE any other ACTION the City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
The City owns, operates and maintains 28 basketball courts, 2 dance floors, and 18 tennis courts. Residents frequent the City parks regularly and utilize the City’s basketball courts, dance floors and tennis courts significantly. As a result, this usage brings wear and tear on the surfaces of these courts. It was determined by the Facility Maintenance Department that to ensure that residents are provided with a safe and enjoyable experience at our recreation facilities, a resurfacing of the courts and dance floors is needed. Some of the scopes of services include but are not limited to filling minor cracks, installing several coats of acrylic, and replacing logos/play lines with paint that is compatible with the chosen sealer and finish.
The facilities covered by this contract include the Community Center (dance floor), Foisia Park (tennis courts, basketball court, gymnasium), and Carson Park (dance floor). The full scope is shown in Exhibit A of the agreement.
From July 4, 2019, through July 25, 2019, a Request for Proposal (RFP) process took place. The RFP was advertised through PlanetBids and the Daily Journal and resulted in the receipt of two (2) proposals (Exhibit No. 2). The Purchasing Manager and the Senior Deputy City Clerk reviewed and evaluated the proposals based on the criteria outlined in the RFP that included price per linear square footage, experience, and performance. As a result, it was determined that McWil Sports Surfaces, Inc. was the most responsive and responsible bidder, with a linear footage bid amount of $12.10 sq. foot. The City has utilized this contractor previously and has been satisfied with the quality of their work.
Although RFP No. 19-009 was released on July 4, 2019, due to employee turnover in the Public Works Department in mid-2019, the project stalled. New staff have been assigned to this project, enabling PW to move forward if the City Council so authorizes.
Since McWil Sports Services, Inc.’s services will consist of repairing/maintaining various indoor and outdoor basketball courts, dance floors, and tennis courts that are part of City facilities, these services are considered public projects under Public Contract Code Section 22002 and Section 2612 of the Carson Municipal Code (“CMC”). Notwithstanding the selection process used here, the City did not have to use any selection process for this particular contract because it is a contract for public projects for $60,000. Under Public Contract Code Section 22032(a) of the Uniform Public Construction Cost Accounting Act (adopted by the City under CMC Section 2612), the City does not have to use any selection process for contracts for public projects of $60,000 or less.
V. FISCAL IMPACT
Funds required to execute this contract were adopted for the 2020 - 2021 Fiscal Year Budget and are available for the total not-to-exceed amount of $60,000. Funds will be appropriated from the following account: 101-80-840-102-6004.
VI. EXHIBITS
Exhibit No. 1: McWil Sports Surfaces, Inc. - Contract (Pgs. 4-30)
Exhibit No. 2: Bid Register (Pg. 31)
Prepared by: Ariel de La Paz, LBM Superintendent and Modesto Bolanos, Facility Maintenance Supervisor