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HomeMy WebLinkAboutItem 4.04 ShannonParkPlanArea CITY CLERK File # D~[Q][Q]-~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 1,2005 SUBJECT: Shannon Park Play Area Renovation Report Prepared by Rosemary Alex, Parks and Facilities Development Coordinator ATTACHMENTS: I) 2) Resolution of Award Budget Change FOI1J1 RECOMMENDATIO¥ :; Adopt resolution awarding Contract 04-13 to G & G Builders Inc. Approve Budget Change FINANCIAL STATEMENT: Authorized Budget to Purchase and Install Equipment: Play Equipment A vailable Funds to Complete Installation $136,713 $73. 967 $62,746 Lowest Bid Including Two Alternates $113,602 In order to award base bid with both alternates (Staff recommendation) plus a 10% contingency, an additional appropriation from Unappropriated General Fund Reserve for $62,216 is required. This budget can be reduced once the deductive change order is executed. DESCRIPTION: Aller receiving proposals from several play equipment representatives, on March 2, 2004 the City Council authori7:ed Starr to issue a purchase order for play equipment from Ross Recreation Equipment In consideration of Shannon Park's extensive use in the summer months, the installation of play equipment was delayed until the oft~season_ After a nearly three-week competitive bidding period ending on December 22nd, 2004 the City received a single equipment installation bid as follows: 1) G & G Builders Base Bid $84,622 Additive Bid Item #1 Replace Handrail Along Water Feature $6,600 Additive Bid Item #2 Install Bridge Across Water Feature $22.380 Total $113,602 _____________________________~______________________________________________________m_n~_~___________________ COPIES TO: (; and (; Builder, and Ross ;~::n NO. ~ \\Filcscrvcrl\pcs\COUNCIL\Agcnda Statcm~nt1)\2005\2-1 Shonllon Patk Play Equipme:nt.doc \ Db d.. c Since there was only one bidder, and the price proposed was beyond the City's current budget, Staff contacted the bidder to deteI1J1ine whether a lower price could be negotiated for this Project. G & G Builders submitted a revised proposal as follows: Base Bid $62,666 Additive Bid ltem #1 Replace Handrail Along Water Feature $5,300 Additive Bid Item #2 Install Bridge Across Water Feature $15.000 Total $82,966 Staff consulted with the City Attorney's office, which advised that the City Council had three options: (1) the City Council could accept the bid as originally submitted, and award the project to G&G Builders; (2) the City Council cou.ld reject this bid and direet Staff to re-bid the project; or (3) the City Council eould accept the bid as submitted, award the project, and direct Staff to issue a deductive change order prior to issuing the Notice to Proceed to reduce the project cost to the anlOunt proposed by G&G Builders, as discussed above. If the City Couneil elects to award the project as originally bid, the Council will also need to approve an additional appropriation from the Unappropriated General Fund Reserve in the amount of$62,216. Tflhe City Council elects to rejcet all bids and re-bid the project, it will delay the project construction until late spring. Further, there will be added costs of advertising, printing and Staff time associated with the re·bidding process. Staff recommends that the City Council award contract to G & G Builders and direct Starf to issue a deductive change order prior to issuing the Notice to Proceed to reduce the project eost to $82,966. Staff further recommends that both additive bid items be included in the Project The handrail adjacent to the water feature is rusted out and is in need of replacement. Further, the current play structure includes a small bridge across the water feature, which, when it is removed, will leave a void over the water feature. If City Council elects this option, Staff anticipates that total cost for the project will not exceed $91,262. This option will utilize $28,516 from Unappropriated General Fund Reserves as opposed to $62,216. In awarding the contract as Staff recommends, the award is 1egally required to be in the full amount proposed in G&G Builder's submitted bid price. After award of contract Staff would then prepare a deductive change order in the revised amounts proposed above for signature Jìom G & G Builders. In conjunetion with the deductive change order, Staff will complete a budget change that will reflect the reduction in the project cost. These steps will oCCur berore the Notice to Proceed is issued on the project. If, despite Staff's previous negotiations with G&G Builders, the parties cannot come to a final agreement on the deductive change order, the City may cancel the contract at little or no additional cost. Starr does not anticipate that this step will become necessary. RECOMMENDATION: It is the recommendation of Staff that the City Council adopt the resolution in Attachment 1 awarding the contract including Additive Bid Items #1 and #2 to G & G Builders Incorporated with Council's further direction that Staff issue a deductive ehange order prior to issuing the Notice to Proceed to reduce the Project's cost to $82,966. It is also recommended that the City Council approve the Budget Change, Attachment 2. ~oo:;1. \~'2.- RESOLUTION NO.- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********** AWARDING CONTRACT NO. 04-13 SHANNON PARK PLAY AREA RENOVATION TO G AND G BUILDERS INCORPORATED WHEREAS, the City of Dublin did, on December 22, 2004, publicly open, examine and declare all sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 04- 13, 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. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hcceby award Contract No. 04-13 to the lowest responsible bidder therefor, to wit, G and G Builders, Incorporated, at a base bid of eighty-four thousand sjx hundred and twenty-two ($84,622) and alternate # 1 at six thousand six hundred dollars ($6,600) and alternate #2 at twenty two thousand three hundred and eighty dollars ($22,380) the particulars of which bid are on file in the office of the City Engineer. PASSED, APPROVED AND ADOPTED, this 1st day of February, 2005. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT #1 4,~ ::1--1-0$ CITY OF DUBLIN BUDGET CHANGE FORM ~oò'.;).. CHANGE FORM # New Appropriations (City Councjl Approval Required): Budget Transfers: _x_From Unappropriated Reserves (If Other than General Fund, Fund No - From New Revenues From Budgeted Contingent Reserve (I 080Q-799.(00) __"._ Within Same Department Activity Between Departments (City Council Approv.1 Required) Other Namc; ; ("iim, Namc; Park Play Area Renovations $62,216 Acenunt #. OOL95635.750.050 Account #: Name: Name: Account #: Name~ Account #~ Name: Account #: Name~ Account #: Name~ Account #; Name. Account #; Name; Account #: Account #: ASD/Fin Mgr (~~~ Date: \ 1'"2- ç ¡oJ Signature REASON FOR BUDGET CHANGE ENTRY: Award Contraet 04-13 for Shannon Park Play Equipment City Manager: Date: Signature As approved at the City Council Meeting on: Date: Mayor: Date: Signature Posted By: Date: Signature ATTACHMENT #2 H:IC(;-FORMSIFORM-brll1i:tl (.Jlilrtg.;'.'¡' f.