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Home My WebLink About4.16 Dublin Heritage ParkG~~~ OF DU~~~2 i9~ ~~• ~az ``~,~~ STAFF REPORT C I T Y C L E R K `~~IC~~~~ DUBLIN CITY COUNCIL F11e # ^0~0~-~[~" DATE: July 20, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Dublin Heritage Park and Museums, Phase I(CIP #950001) - Authorization for the City Manager to negotiate final Agreement with Bovis Lend Lease, Inc., and to Purchase Electrical Equipment for the Project Prepared By: Herma Lichtenstein, Parks and Community Development Manager EXECUTIVE SUMMARY: On July 12, 2010 the City received proposals to complete the Dublin Heritage Park and Museums, Phase I from Bovis Lend Lease, Inc and Swinerton Builders. Each proposal was reviewed for scope, cost and best approach to project completion. Based on the complexity of the final scope, Staff requests that the City Council authorize the City Manager to complete the final negotiations and enter into an Agreement with Bovis Lend Lease Inc. in order to expedite project completion. Staff further recommends purchase of custom equipment from the original Electrical Subcontractor under the terms of the Agreement with the original project contractor. The cost for this equipment totals $108,723. FINANCIAL IMPACT: CONSTRUCTION FUNDING REQUIRED TO COMPLETE THE PROJECT AS DESCRIBED IN THIS REPORT Base A reement Bovis Lend Lease, Inc $ 1,920,000 Electrical E ui ment Giacalone Electric 108,273 Construction Contin enc 10% 192,000 TOTAL $ 2,220,273 PROJECT AUTHORIZED CONSTRUCTION APPROPRIATIONS AVAILABLE (Amount Appropriated For Improvements Less Expenses Under Previous Contract) Total Pro'ect Bud et For Im rovements $ 3,398,145 LESS: Construction Ex enses (1,945,625) Bud et For Im rovements Remainin $ 1,452,520 ADDITIONAL APPROPRIATION REQUIRED Remainin Construction Costs $ 2,220,273 LESS: A ro riations In Current CIP 1,452,520 TOTAL $ 767,753 Pa e 1 of 3 ITEM •' ~ ~ s NO. T Q~ RECOMMENDATION: It is recommended that the City Council adopt Resolution Authorizing the City Manager to Negotiate an Agreement for the Completion of the Dublin Heritage Park Phase I Project; adopt Resolution Authorizing a Purchase Order to Acquire Electrical Equipment for Dublin Heritage Park Project; and approve the Budget Change and additional appropriation of $767,753. U~ ~ `~,/ Submitted by: Parks and Community Services Director DESCRIPTION: Reviewed by: Administrative Services Director Reviewed by: Assistant City Manager At its meeting of June 1, 2010 the City Council ratified the termination of Elite Landscaping Inc. from the Dublin Heritage Park and Museums project. At the same meeting, the Council authorized the City Manager to negotiate an Agreement for completion of the project. Over the past six weeks Staff has worked with qualified construction firms to obtain proposals for completion of the project as well as repair of substandard construction. Based on review of the contractor's qualifications, understanding of the overall project intent, approach to repair and project schedule, Staff recommends entering into an Agreement with Bovis Lend Lease, Inc. to complete the Dublin Heritage Park and Museums, Phase I project. Although Bovis Lend Lease, Inc. prepared detailed information and costs, the completion of this project is complicated, and certain assumptions still require final review and direction. The cost cap to complete the work appears to be in accord with the draft costs provided in its proposal and can be finalized by the City Manager. Attachment 1 is a Resolution authorizing the City Manager to negotiate and execute a final agreement with Bovis Lend Lease, Inc. In addition, Staff has been working to secure the custom fabricated electrical equipment for the project as specified in the Project specifications. This equipment includes replicas of historic park lighting and the main electrical switchgear, and was procured pursuant to the original Agreement with Elite while that Agreement was still in effect. The original subcontractor, Giacalone Electric, has agreed to sell the equipment directly to the City and has provided manufacturer's invoices for pricing. Attachment 2 is a Resolution approving the purchase of the Electrical Equipment for $108,723. As described in the Financial Section of this report, the current appropriations for improvements remaining to be constructed are insufficient to complete the work. An additional appropriation of $767,753 is required to complete the construction of the improvements. The entire Budget Change (Attachment 3) is programmed for construction costs as described in this report. The project is funded from the General Fund and the additional appropriation will be from unappropriated reserves. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None Page 2 of 3 ATTACHMENTS: 1. Resolution Resolution Authorizing the City Manager to Negotiate an Agreement for the Completion of the Dublin Heritage Park Phase I Project 2. Resolution Authorizing a Purchase Order to Acquire Electrical Equipment for Dublin Heritage Park Project 3. Budget Change Page 3 of 3 l~~ 3 ~~ RESOLUTION NO. xx -10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ~*******~ AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT FOR THE COMPLETION OF THE DUBLIN HERITAGE PARK PHASE I PROJECT WHEREAS, the City Council on June 1, 2010 authorized the City Manager to terminate the City's Agreement with Elite Landscaping, Inc. relating to the Dublin Heritage Park Phase I Project ("Project") and adopted Resolution 79-10, authorizing the negotiation of a new agreement for the completion of the Project without conducting a second competitive bid; and WHEREAS, City staff have since conducted preliminary negotiations with Bovis Lend Lease, Inc. for completion of the Project for no more than $1,920,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to complete negotiation of an agreement with Bovis Lend Lease, Inc. for completion of the Dublin Heritage Park Phase I Project and to execute such agreement for an amount not to exceed $1,920,000. PASSED, APPROVED AND ADOPTED this 20th day of July, 2010, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor y, ~~ ~-zo_ i ~ ATTACHMENT 1 ~~ 3 RESOLUTION NO. xx -10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ***~****~ AUTHORIZING A PURCHASE ORDER TO ACQUIRE ELECTRICAL EQUIPMENT FOR DUBLIN HERITAGE PARK PROJECT WHEREAS, the City Council on June 1, 2010, authorizing the termination of the publicly bid Agreement with Elite Landscaping to construct improvements at the Dublin Heritage Park; and WHEREAS, prior to the termination of the Agreement, Giacalone Electric acting as the Electrical subcontractor to Elite Landscaping was actively engaged in the procurement of various electrical components necessary for the project including switch gear, lighting standards, etc. pursuant to the provision of the Agreement; and WHEREAS, the materials purchased by Giacalone Electric for this project are necessary components to the completion of the work; and WHEREAS, the time required to order electrical items will further delay the completion of the project by a new Contractor; and WHEREAS, Giacalone Electric has expressed an interest to sell the materials purchased to City at a cost of $108,723. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as Purchasing Agent to insure that a Purchase Order is executed obligating the City of Dublin to purchase from Giacalone Electric $108,723 the electrical materials originally proposed as part of their subcontract for the Dublin Heritage Park as described in the Staff Report presented to the City Council on July 20, 2010. PASSED, APPROVED AND ADOPTED this 20th day of July, 2010, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 2 CITY OF DUBLIN BUDGET CHANGE FORM FY 2010 / 2011 New Appropriations (City Council Approval Required): X From Unappropriated Reserves (") * General Fund From New Revenues*'` Other CHANGE FORM # ~ s=~ ~ Budget Transfers: __ From Budgeted Contingent Reserve (1001.1901.81101) Within Same Department Activity __ Between Departments (City Council Approval Required) ~~~~~ r„ ~ .. ,,~ ~_.~ u~__,_~ _ 7~=.~: . ~ ~ ~,5;. " ~...~,,_. . . . ~.., .~N~REAS ~ ~~ET~~ ~.l~h~~, ~, ~P. _. $ ~~~3~~~ .~~ ' ~ ..._. . . ~, , ~ Name: EXPENSE - Capital Improvement Project -Heritage Park & Museums - General Fund Project Account # $ 767,753 Improvements-Not Bldg 950001.9400.9401.1001 General Ledger Account # REASON FOR BUDGET CHANGE ENTRY: At its meeting of June 1, 2010 the City Council ratified the termination of Elite Landscaping Inc. from the Dublin Heritage Park and Museums project. At the same time, the Council authorized the City Manager to negotiate an Agreement for completion of the project. As presented at the City Council Meeting July 20, 2010, the new agreement proposed with Bovis Lend Lease, Inc. as well as acquiring some electrical equipment from the previous subcontractor will require an additional appropriation. The project is funded from the General Fund and the additional appropriation will be from unappropriated reserves. Fin Mgr/ASD: ` ~~,x ~- ,~~ Si nature City Ma ger: ' ~~ ~S' nature Date: ~ l~ 2,010 Date: IS 1 ~ As Approved at the City Council Meeting on: ' Date: 7/20/2010 Mayor: Posted By: Signature Date: Date: G.'IBudgei Chmrgesl3_70/0_Lla_~ 10_!0_C/P_Heriiage Park &M+rserims.doc ATTAC H M E NT 3