REPORT TO COUNCIL
SUBJECT
Title
Action on Authorization to Increase the Not-To-Exceed Amount by an additional $627,430 for the Purchase Order with Vintage Contractors, Inc. for As-Needed Recreational Court Repair Services to a Revised Not-To-Exceed Amount of $858,885
Report
BACKGROUND
The City of Santa Clara (City) owns and maintains over 50 parks encompassing approximately 312 acres of parkland. Recreational amenities within the City’s park system include 26 tennis courts, seven pickleball courts, one volleyball court, and 21 basketball courts. These courts are open to the public at no charge and are among the most heavily used amenities in the park system, serving drop-in play, youth and adult programs, and organized community use.
As the owner of these facilities, the City is responsible for maintaining them in a safe, clean, and usable condition for public use. Outdoor recreational courts typically consist of asphalt or concrete surfaces with an acrylic coating system that naturally deteriorates predictably over time due to weather exposure and regular use. Surface coatings wear thin and lose slip resistance; substrate movement produces cracking that widens over time; and low areas develop where standing water collects. Left unaddressed, these conditions progress from cosmetic to hazardous, creating trip-and-fall and turned-ankle risks, and ultimately require full reconstruction at substantially greater cost than periodic resurfacing.
Court resurfacing and repair services require contractors with appropriate licensing, demonstrated experience, and specialized equipment used to clean and scrape hardscape surfaces; level surfaces; repair, fill, and seal cracks; and apply acrylic resurfacing systems, slipsheet overlays, and court striping. While the City’s Parks and Recreation Department (PRD) performs routine court maintenance - including debris removal, minor cleaning, and minor patching - the resurfacing and repair services require specialized contractor expertise, materials, and equipment. Accordingly, the City procures these services through qualified contractors.
In May 2023, pursuant to City Code Section 2.105.140(c), the City conducted a formal Request for Proposals (RFP) for as-needed recreation court resurfacing and repair services. These services qualify as “General Services” under City Code Section 2.105.010 (e)(1)(A), which includes maintenance and nonstructural repair and improvements to City buildings and structures that do not require engineering plans, specifications or design. The RFP was issued through the City’s e-procurement system, and the City received two proposals. The RFP contemplated resurfacing and repair services, on an as-needed basis, for City recreational courts.
Following completion of the RFP evaluation process, the City selected Vintage Contractor’s Inc. (Vintage) to provide as-needed recreational court resurfacing and repair services. The City issued a Purchase Order for the initial term, and the RFP also provided for four additional one-year option periods.
The as-needed service arrangement allows the City to obtain Vintage’s services on a project-by-project basis as needs arise at individual City facilities. When work is needed at a particular court, City staff will develop a work request identifying the site-specific scope, specifications, and desired outcomes. Vintage will then prepare a project-specific quotation using the unit rates and terms authorized under the Purchase Order. This approach provides flexibility to address varying court conditions and repair priorities while maintaining established pricing and allowing the City to authorize work only when funding and operational needs warrant.
The table below summarizes the City’s expenditures to Vintage to date for as-needed recreation court resurfacing and repair services.
|
Term |
Project |
Amount |
|
Initial Term (8/10/23 - 8/9/24) |
Community Recreation Center (2 Tennis Courts) |
$63,000 |
|
Option Period 1 (8/10/24 - 8/9/25) |
None |
$0.00 |
|
Option Period 2 (8/10/25 - 8/9/26) |
Montague Park (1 Tennis Court) |
$168,455 |
|
Total to Date |
|
$231,455 |
DISCUSSION
Due to limited staff resources and competing PRD priorities, the comprehensive assessment of recreational courts throughout the City’s park system was deferred. In 2026, after filling previously vacant positions and achieving adequate staffing levels within PRD’s maintenance group, staff completed the assessment which evaluated overall court conditions, potential safety risks, and the level of public use to identify and prioritize sites requiring resurfacing and repair.
Based on their findings and resident correspondence regarding court conditions, PRD identified ten recreational courts at four City parks requiring resurfacing and repair. PRD provided Vintage with project-specific scopes of work to prepare quotations for each site.
The assessment findings, recommended repair services, estimated costs are detailed below. Estimated costs are based on the unit rates authorized under the original Purchase Order pursuant to Vintage’s cost proposal, as adjusted for City-approved annual increases related to changes in the Consumer Price Index and/or prevailing wage requirements.
The proposed services below are anticipated to be completed during Option Period 3 of the Purchase Order, which began on August 10, 2026 and will end on August 9, 2027.
Henry Schmidt Park
Staff assessment of the four tennis courts at Henry Schmidt Park, totaling approximately 26,400 square feet, found extensive full-depth cracking across the playing surfaces, deteriorated perimeter areas, low areas that retain standing water, and net systems that have reached the end of their service life. The scope of repairs for the tennis courts at this site include surface preparation and crack repair, leveling of low areas to eliminate standing water, slipsheet overlay, three coats of acrylic tennis surfacing, striping of four courts to USTA standards, and replacement of four net systems.
Staff assessment of the basketball court at Henry Schmidt Park identified the need for resurfacing of approximately 9,000 square feet of court, including surface preparation, crack repair, leveling, three coats of acrylic athletic surfacing, restriping to the existing layout, and reinforcement of the court perimeter.
The total estimated cost of services for the tennis courts at Henry Schmidt Park is $265,666 (Attachment 1).
The total estimated cost of services for the basketball court at Henry Schmidt Park is $45,497 (Attachment 2).
Steve Carli Park - Basketball Court
Staff assessment and community feedback of the basketball court at Steve Carli Park describe potential safety concerns. The surface exhibits widespread cracking, including full-depth cracks with missing surface material and exposed aggregate that present trip-and-fall and turned-ankle hazards to users. Resurfacing this court was originally programmed for the prior fiscal year but was deferred when resources were reallocated to higher-priority sites, including urgent repairs required as a result of vandalism. In the interim, staff have increased routine upkeep at the site and have applied patching compounds to address the most significant surface failures until permanent resurfacing is performed. The applied patches successfully resolved the current safety hazards.
In evaluating the site, staff also identified that the existing hoops are set too close to the end lines and in order to follow best practice standards, correcting this condition requires relocating the two basketball goals and restriping the playing area to standard court dimensions of 84 feet by 50 feet. The restriping is performed within the existing court footprint, which is not enlarged, and the work does not expand the existing use of the facility. The complete scope of repair required at this site includes crack repair, repair of deteriorated asphalt, acrylic athletic surfacing, striping, and the re-installation of two basketball goals.
The total estimated cost of services at Steve Carli Park is $29,378 (Attachment 3).
Lawrence Station Area Park - Basketball Court
Staff assessment of the basketball court at Lawrence Station Area Park found that the surface is delaminating and peeling away from the slab, exposing the underlying adhesive. To correct this deficiency, Vintage will prepare the court by removing the existing gel surfacing system, remove existing sealant, pressure wash the concrete, and apply a moisture vapor barrier prior to surfacing. Following preparation, Vintage will apply three coats of Plexipave acrylic athletic surfacing. Lastly, Vintage will restripe the court, including applying additional striping for a soccer/futsal playing field.
The total estimated cost of services at Lawrence Station Area Park is $61,592. The extensive preparatory work required at this site accounts for its higher cost relative to the other basketball courts (Attachment 4).
Lick Mill Park - Tennis and Basketball Courts
Staff assessment of the two tennis courts at Lick Mill Park, totaling approximately 14,500 square feet, exhibit cracking across the playing surfaces and low areas that retain standing water. Similar to Henry Schmidt Park, the cracking originates in the substrate rather than the surface coating, requiring a slipsheet overlay system, which comes with a five-year warranty against cracking. The complete list of repair needs for tennis courts at this location consists of surface preparation and crack repair, slipsheet overlay, three coats of acrylic tennis surfacing, and striping of both courts to USTA standards.
Additionally, the basketball court at Lick Mill Park, totaling approximately 6,500 square feet, was also identified as requiring resurfacing, which will consist of surface preparation, power washing or grinding to remove loose material, crack repair, concrete primer, three coats of acrylic athletic surfacing, and restriping to the existing layout.
The total estimated cost of services for the tennis courts at Lick Mill Park for Tennis is $141,633 (Attachment 5).
The total estimated cost of services for the basketball park at Lick Mill Park for Basketball is $26,625 (Attachment 5).
A summary of the recommended improvements and associated costs for the services needed during option period 3 are summarized in the table below.
|
Description |
Amount |
|
Total Expended (Initial Term through Option Period 2) |
$231,455 |
|
Upcoming Projects - Option Period 3 (Estimated Costs) |
|
|
Henry Schmidt Park - Tennis Courts (4 courts) |
$265,666 |
|
Henry Schmidt Park - Basketball Court |
$34,157 |
|
Henry Schmidt Park - Basketball Court Perimeter Header board |
$11,340 |
|
Steve Carli Park - Basketball Court |
$29,378 |
|
Lawrence Station Area Park - Basketball Court |
$61,592 |
|
Lick Mill Park - Tennis Court |
$141,633 |
|
Lick Mill Park - Basketball Court |
$26,625 |
|
Upcoming Projects Subtotal |
$570,391 |
|
Contingency (10%) |
$57,039 |
|
Proposed Option Period 3 Authorization |
$627,430 |
|
Total Not-to-Exceed Purchase Order Expenditures |
$858,885 |
To date, the City has expended $231,455 for services provided by Vintage under Purchase Orders issued during the initial term through Option Period 2. Staff recommends that the City Council authorize an increase to the current Purchase Order with Vintage for a revised not-to-exceed amount of $858,885 through the end of Option Period 3 on August 9, 2027.
The proposed increase includes $570,391 for the identified projects and a 10% contingency of $57,039 for unforeseen site conditions and additional work that may be required within the scope of the services. This revised maximum compensation amount includes a 10% contingency of $57,039 to account for any unforeseen service needs encountered once work begins and is expected to provide sufficient funding to complete the proposed resurfacing and repair work at the identified court sites. This revised maximum amount also includes the cost of required payment and performance bonds.
Authorizing an increase to the Purchase Order limit will allow staff to complete the highest priority repairs throughout the City’s park system in a coordinated and efficient manner, while minimizing disruption to public access and use of the affected facilities. Staff will return to the City Council for approval of Option Period 4, if exercised.
Deferring this work would allow existing surface conditions to continue to deteriorate. Cracking that can currently be addressed through resurfacing and overlay systems may progress to substrate failure, at which point the remedy is removal and replacement of the asphalt section or full court reconstruction, at substantially greater cost. Continued deterioration may also create safety issues and reduce the availability and usability of recreational facilities utilized by the community.
ENVIRONMENTAL REVIEW
The proposed project is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines, as the work consists of minor repairs and resurfacing of existing tennis courts with no expansion of use or change in capacity.
FISCAL IMPACT
The cost of the recommended court resurfacing and repair work by Vintage Contractors, Inc. is $570,391, plus a 10 percent contingency of $57,039 for any unanticipated conditions, for a total not-to-exceed amount of $627,430.
The Park Improvements and Repairs project is an ongoing project in the Parks and Recreation Capital Fund that funds the cost of larger, unanticipated repairs and replacements throughout the park system. The project has a current FY 2026/27 budget of $1,253,895 to cover $559,679 of the total project cost, excluding the work at the Lawrence Station Area Park.
To address the remaining $67,751 cost of the recreational court rehabilitation at Lawrence Station Area Park, staff recommend increasing the Parks appropriation using fund balance from the Community Facilities District No. 2019-1 (Lawrence Station) Fund. The use of District special tax revenue for this work is consistent with the purpose and intended use of the District, as the project supports public facilities serving the Lawrence Station area.
The table below summarizes the recommended budget amendments.
Budget Amendments
FY 2026/27
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Community Facilities District No. 2019-1 (Lawrence Station) Fund |
|
|
|
|
Expenditures |
|
|
|
|
Parks |
$125,948 |
$67,751 |
$193,699 |
|
|
|
|
|
|
Ending Fund Balance |
|
|
|
|
Unrestricted |
$694,023 |
($67,751) |
$626,272 |
|
|
|
|
|
Work performed under the Purchase Order that extends into FY 2027/28 will be funded through appropriations incorporated into the budget development process, subject to the appropriation of funds.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine the proposed actions are exempt from CEQA pursuant to Section 15301 of Title 14 of the California Code of Regulations;
2. Authorize the City Manager or designee to execute Change Orders for the Purchase Order with Vintage Contractors, Inc. to include the additional repair and resurfacing services described, and authorize spending up to an additional $627,430 for the additional services, for a revised approved total not-to-exceed amount under the Purchase Order of $858,885; and
3. Approve the FY 2026/27 budget amendment in the Community Facilities District No. 2019-1 (Lawrence Station) Fund to increase the Parks appropriation by $67,751 and decrease the unrestricted ending fund balance by $67,751 (five affirmative Council votes required for the use of unused balances).
Staff
Prepared by: Josh Berta, Management Analyst
Reviewed by: Damon Sparacino, Director of Parks & Recreation
Approved by: Jovan D. Grogan, City Manager
ATTACHMENT
1. Henry Schmidt Park - Tennis Courts Resurfacing_V2
2. Henry Schmidt Park - Basketball Courts
3. Steve Carli Park - Resurface Basketball Court_V1
4. Lawrence Station Community Park - Resurface Basketball Court_V2
5. Lick Mill Park - Tennis & Basketball Court Resurfacing_V1
6. Purchase Order - 28909
7. Purchase Order - 31962