April 19, 2005

SUBJECT:                  Authorization to Amend an Existing Contract for Concrete Repair and Replacement Services (F0403-48)

REPORT IN BRIEF

Approval is requested to amend an existing one-year contract through November 2005 with George Bianchi Construction, Inc., of San Jose for concrete repair and replacement services for the Department of Parks and Recreation by increasing authorized expenditures to $75,000.  Funds for this increase are available in the current fiscal year budget, and no additional appropriation is required.

BACKGROUND

On December 1, 2004, the City contracted with George Bianchi Construction, Inc., for concrete repair and replacement services on an “as needed” basis.  This contract was the result of a competitive bid and was awarded under the City Manager’s contract award authority of $50,000 since it was estimated that total charges would not exceed $50,000.  The one-year contract term will not end until November 30, 2005.

Over the past few years, expenditures for concrete repair and replacement services have been well under $50,000. However, the need for these services is unpredictable; and expenditures vary, based on a variety of factors.

DISCUSSION

Typically, the concrete repair and replacement services required by the City include removing deteriorated concrete and replacing it with new concrete to match the existing hardscape, grinding displaced concrete to grade and repairing displaced concrete to eliminate trip hazards.

This year, more repair services were required than during a typical year; and additional expenditures were incurred to bring the area around the newly-renovated Ortega Park up to the standard of the new playground.  It has now become obvious that total expenses for the year will exceed the City Manager’s contract award authority of $50,000.

FISCAL IMPACT

It is estimated that up to $25,000 may be needed for concrete repair and replacement services through the remainder of the contract term, making a total one-year contract amount not to exceed $75,000.  

Funds for concrete repair and replacement services are available in the Department of Parks and Recreation’s Neighborhood Parks and Open Space Management Program and in the Park Pathways and Walkways Reconstruction infrastructure project (#820380). 

RECOMMENDATION

It is recommended that Council amend an existing one-year contract with George Bianchi Construction, Inc., for concrete repair and replacement services by approving up to $25,000 in additional authorized expenditures, making a total contract amount not to exceed $75,000.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Curtis Black

Interim Director, Parks and Recreation

Approved by:

Amy Chan

City Manager

Attachments

A.       Draft Change Order (PDF)

B.       Blanket Purchase Order No. 27383-B (PDF)