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HomeMy WebLinkAbout15.B.1. Award of Contract for Greenfield West Neighborhood Park, Project PR2005-2-Res. No. 6255 IS. 6J, CITY OF SHAKO PEE MEMORANDUM To: Parks and Recreation Advisory Board Mayor and City Council Mark McNeill, City Administrator From: Andrea Weber, Park and Recreation Landscape Design Date: June 7, 2005 Subject: Award of Contract for Greenfield West Neighborhood Park, Project PR2005-1 INTRODUCTION The bids for Greenfield West Neighborhood Park are scheduled to be opened at 11 :00 a.m, on June 3rd, Friday, so at the time of writing this memo, specific information on the bids is not yet available, The bid tabulation will be presented to Council Prior to the meeting, City Council will be asked to review the bids and either award the contract, or provide further direction to staff. BACKGROUND Bid requests for Greenfield West Neighborhood Park were published on May 5, 2005, Bids closed on June 3, 2005, There were nine Plan Holders, Some of these plan holders have indicated that they are only bidding a portion of the project. A bid tabulation will be distributed at the meeting labeled as Attachment A. Playground equipment purchase approval will be brought to the Council at the 2nd meeting in June, after bid numbers for the overall park are confirmed, PROJECT BUDGET The bid document proposal form included 40 line items and a total bid price. The CIP budget for this park is $346,000,00, This total included in-house design fees and a 10% contingency, so the total amount available for the construction budget is $300,000.00, The estimated budget for this project, which was prepared using primarily 2004 budget estimates from Engineering was $293,260,00 (this is the pervious estimate amount approved at the schematic design level with the subtraction of the tennis hitting wall). ALTERNATIVES 1, If desired, Offer Resolution No. 6255, A Resolution Awarding a Contract To [proposed bidder name] for construction of park improvements to Greenfield West Neighborhood Park. 2. Reject the low bid and award the bid to another bidder. 3. Reject all bids and re-bid. RECOMMENDATION Staff will provide a recommendation after the bid opening results are submitted and reviewed and will present it to council prior to the meeting, However, if there is a need and/or desire to reduce the budget significantly, all current bids could be rejected and the project could be re-bid with new specifications Or, if it is determined that there are not enough responsible bids to make a decision, the project could be re-advertised and staff could approach additional contractors directly to inform them of the project and request that they consider submitting bids. If either of these cases occur, it may mean that the project will not be fully completed this construction season, The Parks and Recreation Advisory Board's has not made a recommendation on this bid as they have not yet seen the results, REQUESTED ACTION If Council determines that there is a satisfactory number and quality of bids within an acceptable price range, Council may award the bid to the lowest responsible bidder. RESOLUTION NO. 6255 A Resolution Accepting Bids For Construction of Greenfield West Neighborhood Park Project No. PR2005-1 WHEREAS, pursuant to an advertisement for bids for Construction of Greenfield West Neighborhood Park Project No, PR2005-1 J bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Barber Construction $--- Chard Tiling $---- Environmental Associates $---- Imperial Developers $---- MN Pipe& Equipment $---- Park Construction $---- 8.M.Hentges $---- Honda Electric $---- AND WHEREAS, it appears that [contractor name], [address] is the lowest responsible bidder. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. The appropriate City officials are hereby authorized and directed to enter into a contract with [contractor name] in the name of the City of 8hakopee for the Construction of Greenfield West Neighborhood Park Project No. PR2005-1 J according to the plans and specifications therefore approved by the City Council and on file in the office of the City Clerk. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. Adopted in session of the City Council of the City of 8hakopee, Minnesota, held this day of ,2005, Mayor of the City of 8hakopee ATTEST: City Clerk } 5". 6. J , CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Andrea Weber, Park and Recreation Landscape Design Date: June 7, 2005 Subject: Award of Contract for Greenfield West Neighborhood Park, Project PR2005-1 INTRODUCTION The bids for Greenfield West Neighborhood Park were opened at 11 :00 a,m, on June 3 rd, Friday, The bid tabulation is attached, City Council is asked to review the bids and either award the contract as Resolution No. 6255. A Resolution Accepting Bids for Construction of Greenfield West Neighborhood Park to Sunram Construction, Inc, or provide further direction to staff, DISCUSSION City Council received an overview of the park design with the meeting packet. This report outlines the bid results. There were three bids submitted and the apparent low bidder is Sunram Construction Inc, with a total bid of $304,527,00, I have called and received positive references from both the City of Maple Grove and the City of Minnetonka regarding Sunram's work, They have succe ssfully completed larger park projects in both of those cities and both cities were satisfied with their work, Project Budget The total CIP budget for this project is $346,000 which includes the park construction called for in this bid, play equipment purchase and installation (future approval forthcoming), and staff design/construction administration. The Apparent Low bid of $304,527,00 by Sunram Construction is over the project estimate of $192,112,50, However, there was an error in the bid tabulation sheet: Common Excavation, Line 4, has the quantity is listed at 7000 CY (cubic yards), This number is an error. The quantity of excavation is actually about 1,000 CY, which, at the unit price bid by Sunram, would total $9,063,00, This would change the amended bid total to $250,590.00, Since this is still over the project budget, I met with Mark Themig and Bill Egan (Park Maintenance Supervisor) to develop further reductions to meet the project budget without significantly changing the function of the park, We developed a list of reductions that we would recommend: Estimated Savin s $53,940 $5,000 3, $2,800 4, Eliminate tennis windscreen, This item was not in the original $1,680 estimate. The courts are more recreational, so windscreen is not as im ortant. 5, Modifying the tennis fence enclosure, Instead of fencing along $12,480 the entire perimeter and fence only the ends, reducing the amount of fence required by 192 feet. Tennis would still be playable. Staff did consult with a Tennis Association instructor on this issue, and it a ears to be an acce table 0 tion, 6, Reduce the number of pedestrian light fixtures from the 5 bid to $8,000 3 as ori inall estimated. 7, Remove the two "bench nodes" along the trail, which include a $4,075 bench on a small terrace area near a trash rece tacle. Total Reductions $87,975 Since the bid was by unit quantity, Mr. Thomson indicates that the unit quantity can be reduced to zero if desired, and these reductions can be implemented. If Council is agreeable to this approach, each of the reduction options would be handled by a change order, so the contract would be awarded in full. It appears that the contractor is agreeable to the proposed changes, and we will have confirmation of this by Tuesday's meeting. Assuming Council agrees to the proposed changes, we will remain within the project budget of $346,000, with approximately $12,000 for contingency: Park Construction $216,552 Play Equipment Purchase and Installation $100,000 Surveying and Staking Services $ 2,500 Staff Desiqn and Construction Administration $ 15,000 Total $334,052 If you are not agreeable to this approach, we will bring back a revised resolution rejecting the bids for your June 21 meeting. AL TERNA TIVES 1, If desired, Offer Resolution No. 6255, A Resolution Awarding a Contract To Sunram Construction Inc, for construction of park improvements to Greenfield West Neighborhood Park and work with the contractor for the reductions above based on unit pricing, 2. Reject the low bid and award the bid to another bidder. 3, Reject all bids and re-bid with design modifications, RECOMMENDA TION Staff recommends alternative A, awarding the contract to the low bidder, Sunram Construction, Inc", with the direction to reduce unit quantities outlined above, to bring the project within the original budget. The Parks and Recreation Advisory Board's has not made a recommendation on this bid as they have not yet seen the results, REQUESTED ACTION If Council concurs, adopt resolution 6255, a Resolution Accepting Bids for Greenfield West Neighborhood Park as follows. RESOLUTION NO. 6255 A Resolution Accepting Bids For Construction of Greenfield West Neighborhood Park Project No. PR2005-1 WHEREAS, pursuant to an advertisement for bids for Construction of Greenfield West Neighborhood Park Project No, PR2005-1, bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Barber Construction $311,253.40 Environmental Associates $329,276.00 Sunram Construction, Inc, $304,527.00 AND WHEREAS, it appears that Sunram Construction, Inc, 20010 75 th Ave, North, Corcoran, MN 55340 is the lowest responsible bidder. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. The appropriate City officials are hereby authorized and directed to enter into a contract with Sunram Construction, Inc. in the name of the City of Shakopee for the Construction of Greenfield West Neighborhood Park, Project No, PR2005-1, according to the plans and specifications ordered by the City Council and on file in the office of the City Clerk, 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of ,2005, Mayor of the City of Shakopee ATTEST: City Clerk TABULATION PROJECT: GREENFIELD NEIGHBORHOOD PARK I OF BIDS ~ PROJ. NO. PR2005- I I BID DATE 6/3/05 -, ~ NO,' ~ NO.2 NO.3 iiv:.!Estlmate ~--_. Suntam Barber Env.Assoc. BID ITEM USTING ~--- UNIT EXTENDED UNIT EXTENDED UNIT EXTENDED UNIT ITEM' ITEM DESCRIPTION QUANTITY UNITS ~PRICE~ TOTAL PRICE TOTAL PRICE TOTAL PRICE TOTAL ~---- -- PARK IMPROVEMENTS I MaBIUlA TION (5% Ma.-..:: 1.00 SUM 14501.10 14000.00 J5000.00 15000,00 HOOO.OO '-"I ,~ 005 2 lRAFFIC CONTROL ~ --. I.OO~MPSUM ~ ~ ~~t ~ ~ 0,00 ~~ nol in est , l ~ 'wu :~ 'FENCE l.; 6 GEOTEXTILE FIL 'fER FABRIC TYPE \ 275.00 SQ YD 2.5 687.50 1.00 3.00 825.00 1.50 412.50 7 G ULAR BORROW (CV; 6.50CU 40 260.00 20.00 130.00 30.00 195,00 20.()(} 130.00 8 CLASS 5 AGGREGATE BASE (100% CkUSHED LIMESTONE)-CONVER1 850.00 16 13600.00 16.00 13600.00 21.00 17850.00 6.00 5100.00 9 TYPE L VWE45030C OR SPwF.A23"OC ~ASE COURSE MIX (B), l-tn" TIllCK 1810.00 5.9- 10679.00 5.00 9050.00 6.80 12308.00 6.00 10860,00 10 TYPE MVWE4503SB OR SPWEA.230C WEAR COURSE MIX (B), I-In" 11llCK 1810.00 5,9 10679,00 5.00 9050.00 7.80 14118.00 6.00 10860,00 11 1YPE MVWE4503SB OR SPWEA23UC WEAR COURSE MIX (B), 3" TInCK ~ //.55 G352.:S0 //.00 6050.00 noo 7150.00 /2.00 6600.00 12 BITlJ11INOUS lv1A TERlAL FoifTACK COAl J:l5 378.00 2.00 240.00 2.00 240.00 0.00 0,00 ;H~ inbituminousM-l 13 "':Ir?~~~~~~'~~ 3o:lS 16$93.15 6UW 11995,00 ~T: :' ,900,00 4,IJI; illllf.110 1$413.75 14 /4 350.00 20.00 500,00 525.00 0.00 0,00 3SO'noli-lMil40rfountain 15 ISEEDING 11JRF GRASS 2,75 CRE /365 3753.75 /800.00 4950,00 6800.00 18700,00 900.00 2475.00 m8.15 16 SEEDING NA 11VE MIX 0,50 CRE 7350 3675.00 1150.00 14000.00 7(){}0.OO 4000.00 2000.00 ~6nP---:--:---.---------;-:~ 17 ISODDING LAWN TYPE 500,08 4.75 2375.00 4.66 mooo ~ ~ 1,00 ji idUii ..:81$ noli-lMil.neodforelosloncnlrl 18 ""JZRE~ K1':L~:-,~ON~I}'J:LUD~,~...IKI':E .~KOTEC11?l\ , s~~ muuu " ,~~~~ l~ 1l\!lEJNST~mli!itI\llO)l; ANt> MA'l1lRl4ts,1):;Cl,llRlJjI(l@!]F, 'L 20 SHRUB INSTALLATION (LABOR AND MATERIALS INCLUDING MULCE 132,001 30 3960,00 55,00 726000 5000 ';: 0"0"" 21 PERENNIAL INSTALLA TIOl\ -- 236.00 3540.00 22.00 519200 I~ 3068.00 0.00 0.00 22 VINYL EDGING 700.00 LF 2.35 1645.00 3.00 2100,00 4.00 2SDO.efo" -. 5.00 3500.00 ';Er" n CONCRETE EDGING, 6" WIDE x4" DEEF 340.00 LF ii.55 4267.00 14.00 476000 8.00 2720.00 15.00 5100.00 no9Oode"t"l; ~.?~- CONCRETE PlAY BORDER 6-"WlD-E-xf2"DEEF 500.00 LF i2 11000.00 24.00 12000.00 12.00 6000.00 15.00 7500.00 1'1090011_1.." __ 25 CONCRETE MAINTENANCE STRIP AT TENNlS COURl 364,00 LF /3.6 4950.40 15.00 546000 11.00 4004.00 0.00 0.00 nolln....t.dalallfromSlanl; 25 SURFACE MOUNTED BENCH 7,00 EACH lIOO 7700,00 1<0000 9&0000 1689.00 I ::;~.: 1020,00 7140,00 ': , 27 1~Ul\FACB}oi<)1lIlTED 1l<ASH ~: ~~~I S7S ~:~( '~~~:~~ 616:00 3<18000 28 BIKE HOOP 275 I 1500 395,00 700.00 560,00 560,00 29 PICNIC TABLE. ROUND 1.00 EACH 1200 1200.00 1300,00 iTGO,oO /330.00 1330,00 85'1.30 857,50 no inIilallor dlipping 30 In~i'iisiii:L'tli"JJ~~'i:S,ALLEl.ECTlUCAl. woRK. WJRlNG ANI ,'"'' ~~~ ~~~t: ~~~ I 1400,00 1500,00 2~;~~:~)<::~;;'~~;'~!c:~: ~~::,.~I 4~~~'~~ <5750 ,..,. 3\ lOOOO,OO Jj$h,(JO. ..... ~ Ilgh~li$l~ .-&~~O~;m! 32 DRINKING FOUNTAIN LOO EACH 3000 3000.00 8395.00 839500 d8iJiiiJ'ij "'W~ 6800.00 /300.00 1700 2"Ii""io;S3120 B WATER MISTER LOO EACH 1200 2200.00 7245.00 7245.00 7800.00 7800.00 2000.00 2000,00 200 34 WATER CONNECTION I" RPZ, I" METER AND 1.112" COPPER WATERMAI!\' LOO EACH 3500 3500.00 /0000.00 10000.00 6/48.00 6148.00 /300.00 7540.00 ~"" 35 STEEL GAZEBO 1.00 EACH /6500 16500.00 17000.00 17000.00 14300.00 24300.00 /5000.00 15000.00 15"" ---,- -- 36 TENNIS NET WITH POSTS, FOOTINGS AND HARDW ARI 1.00 EACII /800 1800.00 2000.00 2000.00 1868.00 1868.00 IJoo.oo 1500.00 300 37 BASKET BALL GOAL ASSEMBLY PACAGE INCLUDIN"G FOOTIN( 2,00 lEACH 2600 5200,00 2500,00 1200 " I~(f lllG!.l.CltMtr-l:lNK feNCING WITH 1 vAte:;;~q$AND Al.I 120,001 L' 39 TENNIS WIND SCREEN ~, 14 1680,00 12.00 144000 1,00 1320.00 0,00 .0 ATHLETIC SURFACING SF 3600 3600.00 8398.40 8:'198.40 4560.00 4560.00 650fl.OO 6500,00 112,....,50 tolal dilfelll"""oolween low bid Proposed Change Order Reduc~~~s TOTAL BID 5304,527.00 S31l,253.4t1 S 329,276.00 S 192,112.50 Notes I (PI Planned Quanllt)' Basi~ ot' Measurement (CV) Compacted Volume -, .1 total 1007 CY total for Grauln f // ....., Lli 8~S - - -.,....-- - .--...... \ :;"," ~ 8 a I ..------- "'" t < : ~ '\ ,,1/............. I ~ .~ ,..---/'" \ ~111 , ~ , -_ I . ~_ \.Il'll:. -- .. ' ~ , I -"'~~___________-PROPER1'< I \, .11".......... ! ~ x I ',,--', ____ -~'-. I ~ ~ ~ .......~ ~.._ _.-__ ___~ --_J ..... ~! - '[1 II ~ ~ : i 'i i ~ ~ I LOWBERM,SEE, II -i.:~! I~I GRAOING PLAN ,.~ I: ~th; ~, \:: II :; '1"' ~ PLEASURE Ii' II :d!t 1 SKATING AREA I,."',' Ii ~:t~! i I - g,! Ii ti.t~ !i ., f~'"~. TRASH #5 I~.i ;; }.. ~~~ ~ o .f,,~' i! _:~...lZ; co I '" W~""d if a:: Z .:i Ii ~ ~ W' :J ~..I :,',: i==~ (::'if^} Ii l;! G:i &i Hi i ;i SITE NOTES: U) '\ "''0 ~ !5 if, 'f i! 1. CONTRACTOR SHALL 5 ~ if) -8. if ':f,'j 'f VERIFY AND LOCATE ALL ~ - --- - - --0 iif .. UTILITIES PRIOR TO STARTING ~ "ll: f ____, J N ii ANY SITE WORK. CALL '" t I ' , fJi i! GOPHER ONE AT LEAST 48 / \ Ai ,} HOURS BEFORE STARTING J" " WORK. "" I 6' BENCH, TYP. 11 i! 2, PLAYGROUND EQUIPMENT, 0 CONC, ~'1 ., SAND PLAY EQUIPMENT, ~ I TERRACE, SEE f1 !! SUNSHADE AT SAND AREA '" -1 DETAIL /' f! ~z _ __ _ _ EXPOSED T EX. if AND FITNESS COURSE I 8 , AGGREGATE SIDEWAL ,TYP,---.... L If EQUIPMENT TO BE 8 t; AREA LIGHT #5 '. "-J. if INSTALLED BY OTHERS, w:::J Z I WATER MISTER ~ t.,' " CONTRACTOR SHALL Z", 5 INSTALL 1-1/2" ~ASH NODE #1 r. !,f COORDINATE WITH I- ~ "- I COPPER TYPE K '. If!','! PLAYGROUND INSTALLERS ON tl Z w I WATER WITH MIN . , ,j i TIMING OF INSTALLATIONS :3 0 !:; 7 5' COVER BENCH NODE #1 ~ '. U '" , . " , ! AND SURFACING "" " 8',WIDE BIT, TRAIL , MATCH EXTG. WAL~~ p,) " INSTALLATION, d '" I ,:TRASH NODE #2 CONNECT TO EX, /7 If 3, CONTRACTOR SHALL c: ~ BENCH NODE #2 ELEC" INSTALL i.j if PROTECT PARTIALLY Z I . __ _ - ~~~~ _ ...... .' 'iV ;/ INSTALLED PLAY EQUIPMENT tj _ _ -'___ J-....fASE!oIeNr MATC~ CuRl!- - - ---WI~~=,~,U:C, . - - U1 (! 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'II" ':Lr-4 5ml - - "M" 1"", ~ I ~ ~ T I WNDoT 270 Rnldentlol Turf I.ilIC 'pis 0VERAl..1j sm: 5 ~ ;::::- Jc""G ~~~f r ~ ) ~ ~PC ::: "" ::;=(~~~):::::=:t ~ V ~ >,,/ TREES ta be relocoted ON SITE AnI'lI'TIONo\I WlT'rRI.I.I<:. -.;r , ~,,'~'\ 'I \' ;,,} 'RO "'_ - 10 """" ~__ .0 <=l -/ '" \. --..:;: ,;J\L. \ 4- 8 1 :/, ED Exls:tin9 DeciduoulI To ReloccUI :-:.:;:;:.-.~ 0 '-!; ~ ~,~ ('---_iM.o; 121\ IT "'_E......... ,._".(1,,0_) __ A S? f~",,<{ ') ':!' <:"/ ;J' ,!.,*, 1 1.\ RO R......ol """"- ==.-::.. 0< ~~,: ;,; 0/ kr ...\.. 111:j:':.M: ReIoc:atedEvef9teen ~ ~Z f--' , ~ ,,~ , -,1,,2:' f>;., .-'",,", . I8 ~ '>c::: ~~ ',"'-"'~ ......~ o-f""'" L:I ~ Z ~ ~;:,. /: "... "i\, rf'><( '~Nl"O \'"" ~ U <[ )!l!.:r ) t ~~ w fl'j ,'",~""'-,~-,,-~ ~O ~ \! 1 L t-'/' ~~ 01 7/ ,~,~,,~,~;"['~ V~~f;::,,~. . ,., ,~~,;: "" ~ ~ ~ .(~fu r1 ~$. '-/ J, 5.~f: .)>..:f:?<C .,rT. 1..$ ,O?< ,.d_'_. :._3./.., ' '. _ _ W 0 t- ~~" {,\PLAN"NG PLAN "",""~""'=='" ='~ I~l ~':::~""~"~''': \ L3,1)SCALE 1 = w"<"~ .j \\ 50 0 50 l'(!.j~ , ".'.\""",,- n ~rks\Greenfield w~~:rk\zz'Fina'mCD'S\reV-asbuilt\D~~CR SET\Sitem~:~::G.dW9' PLANTING PLAN, 5/5/20052:47:14 PM, l" I /irF- ~-:~: 1"=50' 1 SH~~,~O Greenfield West Project Costs (6/7/05) Item EstimatelCIP Bid Budget Update Park Construction Bid $192,112.5 $304,527 Playground 100,000 100,000 Staff Design and Construction Administration 15,000 15,000 Contingency (5%) 15,000 15,000 Sewer Availability Charge (SAC) 0 0 . o fixture units = 0 SAC charges . o SAC charges @ $1 ,900/unit Water Connection Charge (WAC) 0 2,300 . 1 WAC unit @ $2,300/unit, maximum Trunk Water Charge (TWC) 0 5,392 . $1,348/acre . 4 acres . Commission discussed TWC for park areas on 6/6/2005, but did not make a definitive determination how to assess the fee. This is the maximum TWe that could be assessed. Special Inspections and Testing 0 300 Building Permit Fee 0 495 Surveying/Staking 0 2500 Common Excavation quantity correction from 7,000 (53,940) CY to 1,000 CY Reduce trees by 10 (5010) Eliminate 5 decorative trash receptacles and use (2,800) the standard park receptacles (blue plastic). Eliminate tennis windscreen. This item was not in (1,680) the original estimate. The courts are more recreational, so windscreen is not as important. Modifying the tennis fence enclosure. Instead of (12,480) fencing along the entire perimeter and fence only the ends, reducing the amount of fence required by 192 feet. Tennis would still be playable. Staff did consult with a Tennis Association instructor on this issue, and it appears to be an acceptable option, Reduce the number of pedestrian light fixtures from (8,000) the 5 bid to 3 as originally estimated, Remove the two "bench nodes" along the trail, (4,075) which include a bench on a small terrace area near a trash receptacle. Total 346,000 357,529 (CIP Allocation) * An Additional cut would be to remove all three remaining light fixtures for a reduction of $12,000, which would bring the project total to $345,529.00, which is within the CIP.