REPORT TO COUNCIL
SUBJECT
Title
Approval to Execute an Agreement with Precor Commercial Fitness, LLC for the Purchase and Installation of Fitness Equipment for the Senior Center
Report
COUNCIL PILLAR
Enhance Community Sports, Recreational and Arts Assets
BACKGROUND
The Santa Clara Senior Center, located at 1303 Fremont Street, includes a 3,000 square foot Fitness Center (Center) equipped with commercial grade cardiovascular and weight training equipment, and a stretching area. The Center currently includes six (6) treadmills, six (6) cross-trainers, four (4) recumbent and four (4) upright bikes, and six (6) multiuse upper body adaptive pieces of equipment. The existing equipment has exceeded its lifespan and is scheduled for replacement in Fiscal Year 2020/21. Much of the equipment was purchased in 2000, and additional equipment in 2007. Due to age, the equipment has become difficult to repair when the equipment fails, is typically down for several weeks at a time, and is costly to maintain due to limited parts availability.
Prior to State and County COVID-19 pandemic restrictions that closed and/or limited indoor recreation facilities, the Center had been open open six days a week, and the equipment well used. Out of an abundance of caution, the Senior Center will remain closed until it is safe to open. This project aims to replace these pieces of equipment during the closure, so that post pandemic, the Center will be ready for use again by City of Santa Clara residents over 50 years of age and/or persons with special needs free of charge with proof of residency and age.
The new fitness equipment will enhance the recreational assets at the Senior Center and allow seniors and persons with special needs to participate in a high quality fitness regime.
DISCUSSION
In May 2020, a competitive Request for Proposal (RFP) was advertised on the City’s bid notification system for a vendor to provide a fitness floorplan and new fitness equipment for the Santa Clara Senior Center. Forty-three vendors viewed the RFP, and four proposals were received. Advanced Exercise, Advantage Fitness Products, Keiser Corporation, and Pacific Fitness Products dba Precor Commercial Fitness submitted proposals. Proposals were independently evaluated by three representatives from the Parks & Recreation Department against the criteria set forth in the RFP, including experience, technical, and cost. Two finalists were required to participate in oral presentations.
Precor Commercial Fitness is recommended for award of contract as having submitted the best value proposal. They demonstrated experience performing work similar to the City’s requirements in both public and private organizations. Their staffing and project plans for completing the work were very thorough and comprehensive. Their equipment is superior with a detailed warranty of up to 10 years dependent on the equipment.
References were checked with Alex Ingram and Associates, Santa Clara University, and The Terrace of Los Gatos. The references were positive.
A Notice of Intended Award (NOIA) announcing the City’s recommended vendor was published on September 11, 2020. The RFP process included a ten-day protest period; no protests were received.
The proposed agreement includes removal of existing fitness equipment, the layout and installation of new fitness equipment, and equipment warranties. The proposed agreement is a fixed price with payment due upon delivery and installation of equipment. While the anticipated completion date is 180 days after receipt of agreement, staff is recommending a one-year term in event of any delays or unforeseen circumstances as the pandemic continues.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The FY 2020/21 Adopted Capital Budget includes funding of $183,056 for this project in the Parks and Recreation Capital Fund. This project, Senior Center Gym Equipment Replacement (project no. 3188), was initially budgeted in FY 2019/20, and the funds were carried over to FY 2020/21 for completion. Funding for this project became available from accumulated donations received by the Senior Center that were earmarked to support the health and fitness of seniors. The Project was delayed due to the coronavirus pandemic, reprioritization of essential departmental services, and implementation of related State and County Health and Safety Orders.
COORDINATION
This report has been coordinated with Finance Department and the 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 <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute an agreement with Precor Commercial Fitness, LLC for the purchase and installation of fitness equipment for the Santa Clara Senior Center, beginning on or about February 24, 2021 and ending February 23, 2022 for a total maximum amount not-to-exceed $119,910.09.
Staff
Reviewed by: James Teixeira, Director of Parks & Recreation
Approved by: Deanna Santana, City Manager
ATTACHMENTS
1. Agreement with Precor Commercial Fitness