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Home My WebLink About4.03 Fallon Sports Pk Ph II �� DAB i> - STAFF REPORT CITY CLERK \ CITY COUNCIL File # a 45- o DATE: December 15, 2015 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Authorization to Re-Bid - Contract#15-08, Fallon Sports Park, Phase II Prepared by Meghan Tiernan, Facilities Development Manager EXECUTIVE SUMMARY: The City Council will consider re-bidding Fallon Sports Park Phase II Contract#15-08. The project would provide for two lighted synthetic turf soccer fields, a lighted 90' baseball diamond, a group picnic area for 100 people, restroom and concession building, parking and supporting elements as further detailed in the report. FINANCIAL IMPACT: With the Engineer's Estimate of $15.2 million in potential total construction costs, the project would need $2.8 million in additional funding, as shown in the table below. Construction Budget for Phase II Approved Construction Budget $12,362,151 Total Available Construction Funding $12,362,151 Engineer's Estimate for Base Bid $13,176,000 10% Contingency $1,317,600 Subtotal, Potential Construction Cost for Base Bid $14,493,600 Proposed Bid Alternates (including 10% contingency) Add Alternate 1: Playrgound $252,228 Add Alternate 2: Soccer Lights $446,280 Subtotal,Add Alternates $698,508 Total Potential Construction Costs $15,192,108 Funding Shortfall -$2,829,957 Potential Additional Funding Sources Advance from General Fund $2,650,512 Measure D $80,000 Cal Recycle Grant $99,445 $2,829,957 RECOMMENDATION: Staff recommends the City Council authorize Staff to advertise Fallon Sports Park— Phase I I Contract#15-08 for bids with the two bid alternates as proposed. Page 1 of 3 ITEM NO. 4.3 ( ' f J � dg&� Submit ed By, Parks and Comm�nity Services Direc r DESCRIPTION: Reviewed By Administrative Services Director '\ Reviewed By Assistant City Manager On April 21, 2015, the City Council rejected all bids received for Fallon Sports Park Phase 11 (Contract #15 -08) because the base bids exceeded the available construction budget including contingency by approximately 20 %. Subsequent to the City Council decision, Staff worked with its consultant to evaluate the bid results, review current bid costs, and develop options for value engineering the project to reduce overall cost yet keep intact the primary features related to the major programmatic elements of the park. The effort has resulted in a project of reduced scope but the construction estimate still exceeds the total available construction funding. Value Engineering In an effort to reduce the overall cost of the project, Staff has coordinated the following revisions to the current scope of work: • Eliminated all previous Additive and Deductive Alternates including the baseball shade structures and scoreboard upgrade; the soccer field windscreen and shade structure; and the bocce courts and lighting. The synthetic turf will remain in the base bid. • Eliminated one trellis near the playground. • Eliminated concrete seating on west side of fields and replace with grass mounds. • Scaled back irrigation and planting on the slope facing Central Parkway and Lockhart Street and replace with non - irrigated hydroseed mix. • Eliminated spectator shade structure at the baseball field. • Scaled back the size of the Scorekeeper's Booth. Attachment #1 identifies the revisions as listed above. The proposed base bid scope of work for the new bid includes the following elements: • Entry road and parking for 145 cars • Park pedestrian circulation • Utilities • Landscaping and erosion control • Two synthetic turf soccer fields with conduits stubbed for future lighting • One lighted 90' baseball diamond • Scorekeepers booth and scoreboard • Restroom and concession building • Park identity and directional signs • Group picnic area for 100 people • Fallon and Central Parkway landscape and sidewalk The following additive alternates are proposed to be included in the bid package: • Additive Alternate #1 will provide for a playground that has been scaled back to achieve a 10 -20% cost reduction. Page 2 of 3 • Additive Alternate #2 will provide for lighting of the soccer fields. While the savings from value engineering lowered the overall project cost, Staff was not able completely align these savings with the current construction budget when factoring in for annual inflationary cost increases and for the current bid climate without significantly impacting the project scope. As detailed in the Financial Impact above, the project may require an advance and allocation from the General Fund Reserve to cover the bid and construction contingency at the time of project award. Schedule The following is a summary of the key project milestones for the remainder of the project: Bid Period Winter 2015 Award of Contract & Construction Begins Spring 2016 Open to the Public Fall 2017 NOTICING REQUIREMENTS /PUBLIC OUTREACH: The project will be advertised in local newspapers, at plan holder rooms and posted on the City's website. A copy of this Staff Report was sent to the Parks and Community Services Commission, Dublin Little League and Dublin United Soccer League. ATTACHMENTS: 1. Value Engineering — Site Plan Page 3 of 3 • II • i dli s � o I] �►�� pa mw,� „� 0 yo/ 0 0 o �o V� 3 IL C ;,moo o.c (V 5 250 375 • CARDUCCI ASSOCIATES i VALUE ENGINEERING: 1. ADDITIVE ALTERNATE 1 (PLAY AREA) �i?`� /4s 2. ADDITIVE ALTERNATE 2 (SOCCER FIELD ., LIGHTS) % ELIMINATE BASEBALL SHADE STRUCTURES AND SCOREBOARD O UPGRADE o �. ELIMINATE SOCCER FIELD WINDSCREEN SHADE STRUCTURE AND REPLACE CONCRETE SEATING WITH GRASS SLOPE ' ELIMINATE ONE TRELLIS NEAR Q PLAYGROUND 7 SCALE BACK IRRIGATION AND PLANTING ON SLOPES FACING CENTRAL PARKWAY AND LOCKHART STREET. AND REPLACE WITH NON- IRRIGATED HYDROSEED \ EXTEND SIDEWALK ALONG FALLON ROAD Q TO THE FIRE STATION ° OD 7 O ELIMINATE BOCCE COURTS AND d LIGHTING. REPLACE WITH LAWN —rrnm^ • II • i dli s � o I] �►�� pa mw,� „� 0 yo/ 0 0 o �o V� 3 IL C ;,moo o.c (V 5 250 375 • CARDUCCI ASSOCIATES