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Home My WebLink About8.4 Award of Bid 95-05 I". - e CITY CLERK File # AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 26, 1995 ~o -3'5"" SUBJECT: Award of Bid - Dublin Sports Grounds Renovation - Phase I Contract 95-05 Report Prepared By: Lee S. Thompson, Public Works Director EXHIBITS ATTACHED: 1) Summary of Bids 2) Resolution of Award 3) Budget Change Form RECOMMENDATION:~ 1) Approve Budget Change Form 2) Adopt resolution awarding bid to Jensen Corporation 3) Authorize Mayor to execute agreement FINANCIAL STATEMENT: ~ Alt..l Alt. 2 Alt. 3 Total Funds Budgeted for Construction: $102,400 Engineer's Estimate: $117,000 $5,800 $23,000 $14,600 $160,400 Low Bid Received: $131,333 $8,000 $13,900 $13,800 $167,033 The total bid with Alternates 1 and 2 only, plus a 10% contingency, is $168,556, which exceeds funds budgeted for construction by $66,156. In addition, the design portion of the project was underspent in Fiscal Year 1994-95 by $13,015, which will need to be paid from the current fiscal year funds. An additional appropriation from the Parkland In-Lieu Fee Fund Reserve in the amount of $79,171 is needed to award the contract with Alternates 1 and 2 and to pay the design costs in the current fiscal year. COPIES TO: Bidders ITEMNO.~ g: \miscpro j\dsgreno 1 \agstawrd ~ It e DESCRIPTION: At the August 22, 1995 meeting of the Dublin City Council, the Council authorized Staff to advertise for bids for Contract No. 95-05, Dublin Sports Grounds Renovation, Phase I. The proposed project as approved by the City Council includes the construction of an additional 60' baseball field, the installation of a drinking fountain and bleachers for the field, and replacement of the existing sprinkler system for the field. Additional Phase I improvements included the installation of drinking fountains ($7,500) at baseball fields 4, 5 and 6 which were to be done by City maintenance personnel and are not part of this contract. As the preliminary estimate for the improvements exceeded the available budget by approximately $64,837, three additive alternates were included in the bid documents. The City received a total of six bids for the project (see attached bid summary). The low bidder was Jensen Corporation with a base bid of$131,333 and additive alternates totaling $35,700. The total bid amount including Alternates 1 and 2 only is $153,233. Staff recommends including a 10% contingency, which brings the total funds needed to $168,556. The budget for Phase I improvements is $102,400. This results in a shortfall of$66,156 for improvements. In addition, when the 1995-96 budget was adopted, Staff anticipated that most of the design costs would be incurred during Fiscal Year 1994-95; due to delays in completing the design, most of the design costs were incurred in Fiscal Year 1995-96. Although the design costs are within the total project budget for design, an additional appropriation of$13,015 will be necessary. The architect feels that this project has exceeded the original budget because the project is now being phased and requires more grading than would have been necessary in a larger project. Staff recommends that the bid be awarded including Alternate 1 (assemble and install two aluminum bleachers) and Alternate 2 (additional irrigation). The benefit of Alternate 2 is that the work would not need to be done as part of the future Phase III project. Staff does not recommend including Alternate 3 (delete decomposed granite paving and wood header edge and install concrete paving) as this alternate was not identified when the City Council authorized Staff to solicit bids. Staff also recommends deferring the installation of drinking fountains at Fields 4, 5 and 6 to Fiscal Year 1996-97. Staff has reviewed the low bidder's proposal and checked with references, and recommends that the City Council approve an additional appropriation in the amount of $79,171 and adopt the resolution awarding Contract 95-05 to Jensen Corporation. Page 2 ! -- e C> w C'l 8 0 ~ C'l 0 ~ ~ 0 0 0 0 0 0 (0 0 0 0 0 ~ 0 ..... 0 0 0 0 0 0 10 C'l 0 0 0 z <..> C'l 0 '<:t ..... (0 10 0 0> C') C'l 0> '<:t <C! '<:t 10 0 ..... 0 0 0 0 0 0 I"- CXl 0 10 0 c::: a: ci <D r-..: ~ ui r-..: N N N ~ ~ ..t ai ui <D r-..: ..... ui ui ..... ai ..t ci ci ui g ci ui ci ui <D ui N 0:( 0.. C') 10 '<:t '<:t ..... 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N N N N N N N N N ~ t- ~ iii Cll ml::: ;i a.. <( . . -' e e RESOLUTION NO. - 95 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ************************ AWARDING CONTRACT NO. 95-05 DUBLIN SPORTS GROUNDS RENOVATION, PHASE I TO JENSEN CORPORATION WHEREAS, the City of Dublin did, on September 19, 1995, publicly open, examine, and declare all sealed bids for doing the work described in the approved Plans, Specifications, and Modifications for Contract No, 95-05 authorized by the City Council on August 22, 1995, which Plans, Specifications, and Modifications 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, 95-05 (including Alternates 1 and 2) to the lowest responsible bidder therefor, to wit, Jensen Corporation, at a base bid of One Hundred Sixty Seven Thousand Thirty Three Dollars ($167,033) the particulars of which bid are on file in the office of the City Engineer, PASSED, APPROVED, AND ADOPTED this 26th day of September, 1995. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk g: Imiscprojldsgreno 1 Iresoawrd e'\J~."Jln~T 'I ';,~~fr*, i~ ~;, Llti ~~~~o;:~~,~ f0.c)()-tu_~ .' e CITY OF DUBLI~e BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City COWlcil Approval Required): Budget Transfers: ./ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City COWlcil Approval Required) Other f?j(/DEUMtiSiYBUDGEiiH&dddtINT::j:::III//j:j/\iMoUN1kI::?I/I\/:/iNbAEXSi::BUDGIUrAClt.tdNIF/U??\))?j\liMiUij::::}): ................. .. .. " . . ......,'..,.....,...,.,'..,.....,.,.,' , .. .. ." ..... ........'....,.,'....,.,'..,',',','...., . . " " . . ,...........,....','.........'..,'..... . " " .....:..................... Name: Parkland Dedication Reserve Name: Dublin Sports Grounds Renov, Con trc..aJ.eu,'u.S>- ~ !')(sir ACCOWlt #: 215 $79,171 ACCOWlt #: 9583 "1L10 ole /30/5 Name: Name: I """" (' p v,,""""" j .>- ACCOWlt #: ACCOWlt #: C,~8 ~ -J 'fJo 0$0 14fo, I is (, Name: Name: AccoWlt #: Account #: Name: Name: ACCOWlt #: ACCOWlt #: Name: Name: AccoWlt #: ACcoWlt #: City Manager: Date: Signature REASON FOR BUDGET CHANGE ENTRY: Bids for project ove~ budget due to phasing of project. .. .........", ".0...".'''' i:..at~; ::,::>,::~,: ~~/ ..... .." .. .... .. .., . .... ..... . ...... .. . ...... .... " ...... ... ,... ....................... ""~ 9~/~ I Mayor: Date: Posted By: Date: !0177U'hudaCMa Signature r.; \fI!Ul: ~ ~"'i' .. .....A~.~')\l."IIi!, ~.",..,_~__;~ t::nuLge t ~. Vt.a.,(j-g~ hty ~f,L