Loading...
HomeMy WebLinkAboutItem 7.2 AwardContrValleyCrest CITY CLERK File # 600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 3, 2003 SUBJECT: Award of Contact for Emerald Glen Park Phase II Report Prepared by Rosemary Alex, Parks and Facilities Development Coordinator ATTACHMENTS: 1) Bid Results 2) Resolution of Award - Base Bid ha3) Resolution of Award - Base Bid with Alternates RECOMMENDATION: ff~ .'~'-- Determine whether to award bid and any alternates FINANCIAL STATEMENT: Two bids were received with a low bid from Valley Crest Landscape Development with a base bid of $2,070,000 and alternates that increase it to a high of $2,112,850. Source of Funding for Project Public Facility Impact Fee Fund Emerald Glen Park, Phase II $1,605,535 Emerald Glen Park Activity Center (utilities) $65,000 Transportation Impact Fee Fund $133,135 Measure D Fund $6,000 General Fund Emerald Glen Park Activity Center (site work) $28,272 Total Available Construction Budget $1,837,942 Construction Proposal for Base Bid $2,070,000 Alternates 1-4 $42,850 Bid Total Bid Proposal $2,112,850 Difference between Budget and Bid Proposal ($274,908) Funds required for 10% Contingency $211,285 Total Budget Shortfall ($486.193_.~_____)~ In order to award the bid additional funding from the Public Facility Impact Fee Fund is needed. It may be necessary to increase the Community Park Improvement component of the fee in order to cover the increased costs of park development associated with this park. It should be noted that if the Emerald Glen Activity Center does not proceed (see discussion below) the funds associated with the project ($93,272) would not be available. DESCRIPTION: At its meeting of March 4, 2003 the City Council authorized Staff to advertise for bids on the Emerald Glen Park, Phase II. The Phase II improvements include the following: COPIES TO: Bidders ITEMNO. 7,2 G:\COUNCIL~Agenda Statements\2003\6-3 Emerald Glen Phase II.doc Water Feature including an arbor structure, entry plaza, lighting, landscaping, seating, picnic tables and infrastructure to support public art. Maintenance Yard with facilities for materials storage such as infield mix, bark and gravel; container storage for equipment, electrical, lighting, paved parking for maintenance vehicles, decorative concrete screen wall with stone pilasters, planting, irrigation and drainage. Temporary Parking with gravel parking for 50 cars, two paved disabled spaces, access drive from the signalized intersection at Central Parkway and Glynnis Rose Dr., and new concrete path from the drop off area to the play ground. Emerald Glen Park Activity Center Site Improvements including site grading and utility hook-ups. Street Frontage Improvements including sidewalk, street trees, frontage landscaping, irrigation and drainage along Central Parkway to the intersection at Glynnis Rose Dr. As part of the bid package Staff included the following four alternates primarily to achieve some flexibility in meeting the project intent and budget: 1) scoreboard for Baseball Field A; 2) replacement of existing decomposed granite pathway with concrete; 3) asphalt paving for temporary parking lot; and 4) decorative mermaid paving at water feature. After a nearly five week bid period, on April 23, 2003 the City received bids from Valley Crest Landscape Development and O.C. Jones and Sons, Inc. As discussed above in the financial statement, the low bid exceeds the available budget by $486,193 (including all alternates and a 10% contingency). Without alternates, the low bid exceeds the available budget by $439,058. Subsequent to the bid opening, Staff has investigated the factors that limited the number of bids submitted and to understand reasons for the higher than estimated costs. Factors that reduced the number of bids submitted include: 1. The overall complexity of project, including the water feature's mechanical, electrical and related infrastructure. In addition to the intricacy of the water feature, the range of improvements that are occurring with this project increased the number of sub-contractors performing the work and required greater coordination from the general contractor. 2. A number of smaller, less complex projects soliciting for bids at the same time Emerald Glen Phase II was out to bid. 3. Contractor staffing availability to put together a bid proposal. At this juncture the City Council can elect to proceed with one of the following options: 1. Reject all bids, revise plans and re-bid. Disadvantage: a) Timing for construction is delayed a minimum of three months pushing a portion of the work into the rainy season. b) Costs for re-bidding. Advantage: a) Although not guaranteed, a reduction in bid price. 2. Award project with or without alternates and authorize Staff to appropriate additional funds to the project as part of the FY 03-04 Update to the Capital Improvement Program. Disadvantage: a) Cost and impact on funding future projects. b) Possible need to increase the Public Facility Impact Fees. At present the Community Park Improvement component of the fee is based on a per acre cost of $370,200. As the costs associated with the Phase 1I improvements exceed $370,200 per acre, it will be necessary to re-evaluate the improvement costs associated with community park development and adjust the fee as necessary. Advantage: a) Project starts on time. 3. Award project and authorize Staff to work with Contractor to determine options for value engineering in which improvements may be eliminated or design details modified so that the improvement is retained yet modified to achieve some cost reduction. Disadvantage: a) Possible reduction in quality and quantity of improvements. b) Possible need for additional funds. Advantage: a) Project proceeds as scheduled. b) Although full cost savings may not be realized, some cost savings will occur. Regarding Option 3, at this time the magnitude of cost savings that could be achieved through value engineering are unknown. However, Staff believes that there could be savings in the range of $100,000 to $200,000 depending on the areas chosen for value engineering. Potential areas to consider could include 1) elimination of the temporary parking lot; 2) elimination of a portion of the submerged lighting within the water feature; and 3) reduction in tree sizes. Probably the biggest area of permanent cost savings would be the elimination of the temporary parking lot. There is a high cost associated with the temporary parking lot that will be lost when the parking lot is abandoned in future years when the ultimate park master plan is built out. The purpose of the temporary parking lot is two-fold. First is to provide parking on the south side of the park, easily accessible to the play area and second is to provide a parking lot for the Emerald Glen Park Activity Center (if constructed) currently identified in the Capital Improvement Program for next Fiscal Year. The Activity Center is a portable modular building intended to provide office and activity space at Emerald Glen Park as well as restrooms on the south side of the park. As there is not an urgent need for office space for Parks and Community Services Department Staff and due to the cost associated with the installation and operation of the Activity Center in light of a potential budget deficit, Staff is re-evaluating the need for the Center. As the Fiscal Year 2003-2004 Budget is not yet finalized, it is premature to determine if the Activity Center will continue to be recommended for funding. In reviewing the availability of funds in the Public Facility Fee Fund, it appears that there are sufficient funds available to award the bid and proceed with the project; however, there will be an impact on the timing of future capital projects funded by the Public Facility Fee Fund. The extent of this impact will not be known until the Fiscal Year 2003-2004 Update to the Capital Improvement Program is complete in June. RECOMMENDATION: It is the recommendation of Staff that the City Council proceed with one of the three options outlined above. If the Council is inclined to award the bid, Staff requests a determination from the Council on whether any or all of the alternates should be included. Staff has prepared two resolutions. The first resolution in Attachment 2 is for the base bid without alternates. The second resolution in Attachment 3 is for the base bid in addition to alternates. It will be necessary to determine the amount based on the alternates selected for inclusion. If the Council is interested in pursing Option 3, it will be necessary to award the bid and value engineering will be accomplished through deductive change orders negotiated by Staff. In order to award the bid, Staff does not anticipate the need for a budget change for this fiscal year. The increased costs will be incurred in next fiscal year and Staff will make the needed changes as part of the Fiscal Year 2003-2004 Budget. Emerald Glen Park - Phase II I ~'i';~ Bid Results Alternate #1 Change existing D.G. path to concrete $9,000 $12,500 $16,400 Alternate #2 Add Tile mermaid per fountain plans $15,000 $3,500 $8,100 Alternate #3 Add Scoreboard at existing baseball field $18,650 $18,650 $18,800 Alternate #4 Add asphalt paving to park road and parking lot $8,020 $8,200 $7,000 TOTAL $1,929,959 $2,112,850 $2,190,300 ATTACHMENT #1 RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AWARDING CONTRACT NO. 03-05 EMERALD GLEN PARK PHASE II TO VALLEY CREST LANDSCAPE DEVELOPMENT, INC. WHEREAS, the City of Dublin did, on April 23rd, 2003, publicly open, examine and declare all sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 03-05, which Plans and Specifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, said bids were submitted to the City Engineer, who has reviewed the bids to determine the lowest bid which was responsive to the requirements of the bid documents; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award Contract No. 03-05 to the lowest responsible bidder therefor, to wit, Valley Crest Landscape Development, Inc., at a base bid of two million and seventy thousand dollars ($2,070,000) the particulars of which bid are on file in the office of the City Engineer. PASSED, APPROVED AND ADOPTED, this 3rd day of June, 2003. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT #2 RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AWARDING CONTRACT NO. 03-05 EMERALD GLEN PARK PHASE II TO VALLEY CREST LANDSCAPE DEVELOPMENT, INC. WHEREAS, the City of Dublin did, on April 23rd, 2003, publicly open, examine and declare all sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 03-05, which Plans and Specifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, said bids were submitted to the City Engineer, who has reviewed the bids to determine the lowest bid which was responsive to the requirements of the bid documents; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award Contract No. 03-05 to the lowest responsible bidder therefor, to wit, Valley Crest Landscape Development, Inc., at a base bid of two million and seventy thousand dollars ($2,070,000) and alternate(s) at dollars ($. ) the particulars of which bid are on file in the office of the City Engineer. PASSED, APPROVED AND ADOPTED, this 3rd day of June, 2003. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT #3