AGENDA #4b
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TO: |
Roger Stancil, Town Manager |
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FROM: |
Bill Webster, Interim Director of Parks & Recreation |
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SUBJECT: |
Acceptance of Bids for Southern Community Park Project |
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DATE: |
May 7, 2007 |
The attached resolution would authorize the Manager to negotiate and execute a contract with the lowest responsive bidder, Hy Tech, general contractor, in an amount not to exceed $4,708,000 for the construction of the Southern Community Park.
The resolution would also authorize the Manager to alter the park construction program if the Town’s request to use $925,000 of Orange County funds designated for the Bolin Creek Trail is denied; or if the administrators of the Parks and Recreation Trust Fund grant require a different use of the funds.
The resolution would authorize the Manager to approve change orders for this project as necessary up to a cumulative total of $355,000, but not to exceed the combined total project cost of $5,063,000 (construction cost plus contingency) without additional Council action.
In 1986, and 1989, Chapel Hill voters approved parks bonds, portions of which were used to purchase the Southern Community Park property. In 1997, and 2001, Orange County voters approved parks bonds that included funds designated for the Southern Community Park.
In July 2000, the Town Council appointed the Southern Community Park Conceptual Plan Committee. On March 25, 2002, the Town Council adopted the Report of the Southern Community Park Conceptual Plan Committee and directed the Town Manager to prepare an implementation plan. The Orange County Board of Commissioners adopted the Park Concept Plan on March 5, 2003.
On May 9, 2005, the Council approved the Special Use Permit application for the Southern Community Park, which included an expanded parking lot and traffic calming plan on Dogwood Acres Drive. The Council also stipulated that the traffic calming plan for Dogwood Acres Drive be approved by the Council.
On January 9, 2006, the Council considered a traffic calming plan for the Town-maintained section of Dogwood Acres Drive at the proposed Southern Community Park. The Council received a petition asking that a number of issues related to parking and safety on Dogwood Acres Drive be considered. The Council postponed action, and asked advisory boards to consider the traffic calming plan.
In April 2006, the Town received revised cost estimates for the park that indicated a rise in prices by about 30 percent since the previous cost estimate was completed in December 2004.
On April 13, 2006, the Project Planning Committee discussed the concerns of residents and the revised cost estimates. The Committee agreed to recommend that the Council revise the project’s parking and phasing plans.
On April 24, 2006, the Council adopted a new phasing plan and tentative budget for the Southern Community Park based on updated cost estimates.
On December 4, 2006, the Council rejected bids, because the bids exceeded available budget.
On April 11, 2007 the Council again rejected bids, because of a procedural error on the part of the project designer.
DISCUSSION AND EVALUATION
Bids: Based on the plans and specifications for this project prepared by OBS Landscape Architects, bids were solicited from general contractors on a single-prime basis. The notice to bidders was published on the Town website on April 18, 2007 and in the Greater Diversity News on April 19, 2007. Four bids were received and opened on April 26, 2007 at 3:00 p.m. The bid results are as follows:
HY TECH CONSTRUCTION |
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Base Bid |
3,750,000 |
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Add Alternates |
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South of Dogwood Acres Drive |
390,000 |
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Pedestrian Crossing Dogwood Acres Dr. |
18,000 |
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Maintenance Building |
300,000 |
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One-half of Northern Parking Lot |
200,000 |
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Second-half of Northern Parking Lot |
200,000 |
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Northern Access Drive |
150,000 |
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Key Map |
20,000 |
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Grand Total Hy Tech Construction (Base plus Add Alternates) |
5,028,000 |
MOUNTAIN CREEK CONTRACTORS |
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Base Bid |
3,792,500 |
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Add Alternates |
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South of Dogwood Acres Drive |
489,500 |
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Pedestrian Crossing Dogwood Acres Dr. |
29,500 |
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Maintenance Building |
198,500 |
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One-half of Northern Parking Lot |
239,500 |
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Second-half of Northern Parking Lot |
324,500 |
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Northern Access Drive |
199,500 |
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Key Map |
27,500 |
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Grand Total Mountain Creek Contractors (Base plus Add Alternates) |
5,301,000 |
MOUNTAIN STATES CONTRACTORS |
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Base Bid |
4,382,200 |
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Add Alternates |
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South of Dogwood Acres Drive |
432,000 |
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Pedestrian Crossing Dogwood Acres Dr. |
40,000 |
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Maintenance Building |
260,000 |
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One-half of Northern Parking Lot |
346,400 |
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Second-half of Northern Parking Lot |
40,500 |
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Northern Access Drive |
176,400 |
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Key Map |
15,000 |
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Grand Total Mountain States Contractors (Base plus Add Alternates) |
5,652,500 |
FAULKNOR CONSTRUCTION |
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Base Bid |
5,342,920 |
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Add Alternates |
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South of Dogwood Acres Drive |
293,500 |
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Pedestrian Crossing Dogwood Acres Dr. |
32,500 |
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Maintenance Building |
197,323 |
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One-half of Northern Parking Lot |
200,000 |
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Second-half of Northern Parking Lot |
125,000 |
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Northern Access Drive |
184,976 |
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Key Map |
9,000 |
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Grand Total Faulknor Construction (Base plus Add Alternates) |
6,385,219 |
Base Bid: The base bid for this project included the following elements:
We have reviewed the bids with the project architect and concluded that the lowest responsive bidder is Hy Tech Construction for the base bid of $3,750,000.
Recommended Add Alternates: If the Council agrees, we would execute a contract that would include the following add alternates:
Park Amenities South of Dogwood Acres Drive (add $390,000) – This would include:
all grading south of Dogwood Acres Drive
1.5 acre dog park with water, fencing, site furnishings, and a shelter
40 space parking lot
Trails
Pedestrian Crossing Dogwood Acres Drive (add $18,000) – This alternate includes a complete traffic calming package including signs and raised traffic tables.
One-Half Northern Parking Lot (add $200,000) – This alternate would provide one half of the northern parking lot and the access drive from the Southern park and ride lot. We believe that it is important to provide parking independent from the park and ride lot, particularly since the base bid includes all three athletic/soccer fields. We anticipate that three fields would produce more vehicle trips than the park and ride lot could handle, especially in the late afternoon.
Second-Half of Northern Parking Lot (add $200,000) – This alternative would complete the parking lot and provide the full 122 spaces. We believe this is the proper number of spaces when patrons are using all 3 fields plus the other park amenities, such as in-line hockey, basketball, picnic shelters, and play area. For comparison sake, Homestead Park has 263 parking spaces.
Northern Access Drive (add $150,000) – This alternate would allow a full connection to the park directly from Highway 15-501. It would allow all traffic traveling south (including buses) to make a right turn into the site, thus avoiding the traffic circle and lights in Southern Village. We believe that this connection is a vital component of the park plan in order to reduce traffic congestion created by park patrons in the parking lot, in the southern park and ride lot, and in Southern Village.
We have reviewed the bids with the project architect, and concluded that the lowest responsive bidder is Hy Tech Construction for the base bid of $3,750,000 and the staff’s recommended add alternates.
Future Phase(s): We believe that the following two alternates and remaining park elements should be added to the park program, either at the end of the project if funds remain, or in a future phase:
Change Orders: The Council’s policy requires that Council approval is necessary for change orders for construction contracts, which cumulatively total more than 10 percent of the contract, or $50,000, whichever is less. Because this is a large and complex project, we anticipate that change orders will be necessary, likely totaling more than $50,000. Often, the delay needed to request Council approval of a change order can be problematic if the timing of the approval as required by the contract does not coincide with the Council’s calendar (especially during breaks in the Council’s meeting schedule). Therefore, we have included in our recommended resolution authorization for the Manager to approve change orders up to a total of $355,000 (project contingency), but not to exceed the combined total project cost of $5,063,000 (construction cost plus contingency) without additional Council action.
Budget for Southern Community Park: The complete budget allows for a construction and contingency budget of $5,063,000.
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PROPOSED REVENUES |
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1997 Orange County Parks Bond |
1,000,000 |
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2001 Orange County Parks Bond |
2,000,000 |
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Sale of Land 1 |
148,000 |
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Reimbursement Orange Count Design Fees |
3,000 |
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PARTF Grant 2 |
500,000 |
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Town Borrowing |
600,000 |
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Use of Fund Balance |
600,000 |
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Payment in Lieu Recreation Area |
81,000 |
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Use of Orange County funds designed for Bolin Creek Trail 3 |
925,000 |
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Total Funds for Southern Community Park |
5,857,000 |
1. Proceeds from sale of land to Chapel Hill/Carrboro City Schools. Funds were used to pay part of the cost of the Scroggs athletic field.
2. Parks and Recreation Trust Fund.
3. We have submitted a letter to the Board of Orange County Commissioners requesting that these funds become available for this project. The attached resolution would authorize the Manager to modify the program if the request is denied.
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PROPOSED EXPENDITURES |
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Construction Costs |
4,708,000 |
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Contingency |
355,000 |
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Design (including past concept plan development) |
328,000 |
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Previous Expenditures for Scroggs Athletic Field. |
242,000 |
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Previous Expenditures 1 |
48,000 |
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Anticipated miscellaneous expenditures 2 |
176,000 |
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Total Expenditures for Southern Community Park |
5,857,000 |
1. Design of art features, soils testing, independent cost estimating, advertising, postage etc.
2. Reserve for play equipment, disk golf course, soils and materials testing, OWASA tap fees, and burying Progress Energy power line.
That the Council adopt the attached resolution, which would authorize the Manager to negotiate and execute a contract with the lowest responsive bidder, Hy Tech Construction, general contractor, in an amount not to exceed $4,708,000 for the construction of the Southern Community Park, including a list of recommended add alternates.
The resolution would also authorize the Manager to approve change orders up to a total of $355,000 (project contingency), but not to exceed the combined total project cost of $5,063,000 (construction cost plus contingency) without additional Council action.
The resolution would also authorize the Manager to alter the park construction program if the Town’s request to use $925,000 of Orange County funds designated for the Bolin Creek Trail is denied; or if the administrators of the Parks and Recreation Trust Fund grant require a different use of the funds.