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