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Item 9DM E M O R A N D U M March 15, 2023 To: Shana K. Yelverton, City Manager From: Chris Tribble, Director of Community Services Subject: Award bid to North Rock Construction for the construction of a pickleball complex at Bicentennial Park in an amount not to exceed $3,665,000. Action Requested: City Council award bid to North Rock Construction for the construction of a pickleball complex at Bicentennial Park in an amount not to exceed $3,665,000. Background Information: The design and development of a pickleball complex at Bicentennial Park was prioritized within the adopted Southlake 2035 Parks, Recreation and Open Space Master Plan and the FY 2023 SPDC CIP. You may recall, that the pickleball complex originally started out as six lighted courts with fencing, one shade structure and landscape with an approved project budget of $1,250,000. During the initial design development phase of the project, the project team and the Parks & Recreation Board recommended multiple enhancements which dramatically increased the scope of the project which now includes nine pickleball courts, fencing, lighting, pavilion, expanded restroom, staff office, shade structures, benches, tables, chairs, landscape, hardscape, irrigation, trail connectivity and other park amenities. On April 5, 2022, the revised scope was presented to the SPDC with a detailed line-item breakdown of the scope changes that had been made since June 2021. The additional cost of the scope and design changes totaled an estimated $2,220,000 broken down as follows: Original Project Budget $1,100,000 Original Design Cost $ 150,000 April 2022 OPCC with Scope Increase $2,220,000 $3,470,000 Item 9D-1 Shana Yelverton, City Manager Meeting Date – March 21, 2023 During the April 5, 2022, SPDC meeting the SPDC recommended additional scope including expansion of the restrooms and additional shade structures. A revised OPCC was developed in May, based on the direction from the SPDC on April 5, 2022, that increased the cost of the project b y an additional $260,000. The FY 2023 SPDC CIP was developed and recommended for approval by the SPDC on August 2, 2022 . The proposed and subsequently City Council approved FY 2023 SPDC CIP increased the Pickleball Complex project budget by an additional $2,600,000 bringing the current project budget to $3,850,000. April 2022 OPCC (included a 1.5% per month inflationary factor) $3,470,000 Expansion of Restrooms/Shade Structures $ 260,000 A/V, Technology and Security allowance $ 120,000 May 2022 OPCC (included a 1.5% per month inflation for June -September) $3,850,000 The city received and opened seven sealed bids for this project on August 11, 2022. All the bids exceeded the project construction budget, and staff worked with what was determined to be the best value contractor and the City’s IT/AV and networking vendors to bring the project costs within the approved budget by exploring numerous value engineering alternatives. The total project costs could not be brought within budget without affecting programmatic requirements for the project. Additionally, from a risk perspective, staff believed the city may be at risk of facing an extraordinary number of change orders should the project award proceed. Ultimately on staff’s recommendation the City Council rejected all bids on November 15, 2022. Following the action by the City Council to reject the bids, staff fine - tuned the bid package including scope, plans, and bid schedule, and re-advertised the project on December 11, 2022. The changes to the bid package included: • Revised the bid proposal table by adding estimated quantities to standardize bid quantities, and decrease assumptions made by contractors. Item 9D-2 Shana Yelverton, City Manager Meeting Date – March 21, 2023 •Revised shade structure material from metal to tensioned fabric. •Deleted shade structure lighting. •Deleted pavers at complex entry. •Revised quantity and location of landscape boulders. •Revised restroom walls from burnished CMU to epoxy. •Reduced the number of fans from three to one. Seven sealed bids were received on January 17, 2023 . The seven bid proposals were then independently ranked by Director Cohen, Director Tribble, Deputy Director LaNeave and the Project Manager with Parkhill (the design firm on the project). The bid proposal evaluation criteria included the following weighted percentages: •Bidder & Individual Qualifications (35%) o Years in business, size, and staffing o Experience in demo, construction of similar scope, size, and quality o Safety record and successful completion of municipal projects o Experience of proposed personnel on similar projects and as a project team. •Capability & Capacity to Perform Work (35%) o Workload and availability to meet schedule o Project management plan, incl project org chart o Proposed project schedule •References (15%) o Meeting schedules and deadlines o Controlling cost and meeting budgets o Communication and cooperation •Budget & Fees (15%) o Project Price o Cost estimating detail and accuracy o Base o Fee adjustment The top four ranked bid proposals and ‘best and final’ pricing are shown in the table below: Item 9D-3 Shana Yelverton, City Manager Meeting Date – March 21, 2023 Rank Contractor Final Price 1 North Rock Construction $3,663,584 2 CGC General Contractors $3,716,861 3 (tie) Millis Dev. & Const. $3,570,018 3 (tie) Falkenberg Construction $3,375,985 The selection panel reviewed a total of 7 proposals. The top 4 contractors were then requested to submit ‘best and final’ pricing as shown in the previous table. The evaluation of the proposals in accordance with the selection criteria led to the recommendation of North Rock Construction for this project. The price from North Rock Construction totaled $3,663,584 for anticipated work. Staff is requesting authorization for construction costs to be $3,665,000. The construction cost plus the soft costs associated with this project are identified in the following table: PROJECT COSTS AMOUNT Design Services $ 310,000 Construction (North Rock Construction) $ 3,665,000 A/V, IT & Security $ 214,387 Utility – Oncor $ 30,000 Owner’s Project Contingency (7.5%) $ 316,348 Total Project Cost $ 4,535,735 Project Budget $ 3,850,000 Budget Shortfall $ (685,735) The total anticipated cost for the project is $4,535,735, resulting in a funding authorization shortfall of $685,735. Staff’s assessment of the budget shortfall is related to several factors. • The original budget allowance established by Director Tribble for A/V, IT & Security, based on construction costs for the tennis center plus escalation, was established at $120,000. After receiving detailed quotes from the City’s vendor for these services, the current costs total $214,387, which is $94,387 over the original allowance. Item 9D-4 Shana Yelverton, City Manager Meeting Date – March 21, 2023 • The construction cost escalation of 1.5% per month built within the budget anticipated a construction start date of September 2022. • The cost associated with installation of electrical service by Oncor was not included in the base budget. • The project was susceptible to an unfavorable bidding environment. Financial Considerations: The approved FY 2023 Capital Improvement Budget included $3,850,000 of SPDC funding for the pickleball project. If approved as presented, additional project funding of $685,735 will be required to amend the project budget to $4,535,735. Residual funds from previous park projects of $630,970 and $54,765 from SPDC operating reserves are available to fund the budget shortfall. Strategic Link: This item links to the City’s Strategy Map related to the focus area of Infrastructure & Development and meets the corporate objective by Investing to provide & maintain high quality public assets. Citizen Input/ Board Review: SPDC recommendation March 21, 2023 City Council consideration March 21, 2023 Legal Review: The contract will be the standard form of agreement as other City CIP projects that have been previously reviewed by the City Attorney. Alternatives: Award bid to North Rock Construction Reject all bid proposals. Provide other direction to staff. Supporting Documents: Project bids comparison Staff Recommendation: Award bid to North Rock Construction for the construction of a pickleball complex at Bicentennial Park in an amount not to exceed $3,665,000. Staff Contact: Chris Tribble, Director of Community Services Rob Cohen, Director of Public Works Item 9D-5 CITY OF SOUTHLAKE PROJECT #: 2022-59 SOUTHLAKE PICKLEBALL COMPLEX RANKING BY SCORE PROJECT BUDGET BREAKDOWN HARD COSTS CONSTRUCTION (BASE) BID PROPOSAL COST 3,677,512$ 3,733,361$ 3,585,993$ 3,390,285$ DEDUCTIVE ALTERNATE: 5-IN CONCRETE PAVING + 3 ROW BLEACHER (13,929)$ (16,500)$ (15,975)$ (14,300)$ ESTIMATED TOTAL HARD COSTS 3,663,584$ 3,716,861$ 3,570,018$ 3,375,985$ SOFT COSTS ENGINEERING & DESIGN; TESTING TOTAL ENGINEERING & DESIGN; TESTING 310,000.00$ 310,000.00$ 310,000.00$ 310,000.00$ UTILITY - ONCOR TOTAL OUTSIDE UTILITY COSTS 30,000.00$ 30,000.00$ 30,000.00$ 30,000.00$ A/V, IT, Security TOTAL A/V, IT, SECURITY COSTS 214,387.29$ 214,387.29$ 214,387.29$ 214,387.29$ CONSTRUCTION TOTAL CONSTRUCTION SOFT COSTS -$ -$ -$ -$ ESTIMATED TOTAL SOFT COSTS 554,387.29$ 554,387.29$ 554,387.29$ 554,387.29$ PROJECT SUBTOTAL (ESTIMATED TOTAL HARD + SOFT COSTS)4,217,970.86$ 4,271,248.30$ 4,124,405.49$ 3,930,371.90$ PROJECT (OWNER) CONTINGENCY (7.5%)316,347.81$ 320,343.62$ 309,330.41$ 294,777.89$ ESTIMATED TOTAL PROJECT COST 4,534,318.67$ 4,591,591.92$ 4,433,735.90$ 4,225,149.79$ BUDGET SHORTFALL 684,319$ 741,592$ 583,736$ 375,150$ The total project budget has been set at $3,850,000 $3,850,000 $3,850,000 $3,850,000 Best & Final Cost Proposal dated 03-02-2023 Best & Final Cost Proposal dated 03-02-2023 Best & Final Cost Proposal dated 02-24-2023 Falkenberg Const Best & Final Cost Proposal dated 03-02-2023 1 2 43 North Rock Construction CGC Gen'l Contractors Millis Dev & Const Item 9D-6