HomeMy WebLinkAboutItem 4.16 Dublin Heritage ParkG~~~ OF DU~~~2
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``~,~~ 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.
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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
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RESOLUTION NO. xx -10
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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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
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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 #
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Budget Transfers:
__ From Budgeted Contingent Reserve (1001.1901.81101)
Within Same Department Activity
__ Between Departments (City Council Approval Required)
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_. $
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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: ' ~~
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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