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Item 9C M E M O R A N D U M July 8, 2008 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Interim Director of Community Services Award of bid to Robinson Landscape and Construction for the SUBJECT: construction of Royal and Annie Smith Park and Liberty Park at Sheltonwood in the amount of $1,021,343 and approval of fund reallocation for this purpose ________________________________________________________________ Action Requested: Award of bid to Robinson Landscape and Construction for the construction of Royal and Annie Smith Park and Liberty Park at Sheltonwood in the amount of $1,021,343, and approval of fund reallocation for this purpose. Background Information: The projects were advertised in accordance with State bidding requirements on May 11 and May 18, 2008. Bids were opened in the City Secretary’s office on June 3, 2008, with six (6) bids received. The lowest bid received for both projects was from Robinson Landscape & Construction. The bid received for Royal and Annie Smith Park, including recommended alternate items, was $316,264. The bid received for Liberty Park at Sheltonwood, including recommended alternate items was $715,079. The total combined bid, less $10,000 savings (via award of both projects to contractor) is $1,021,343. (See attached Bid Tabulation) In addition to the construction cost of $1,021,343, the City will incur the following costs, totaling $256,001 to complete both projects. Royal and Annie Smith Park Playground Equipment Purchase $57,400 Pavilion Purchase $34,988 Liberty Park at Sheltonwood Pavilion Purchase $55,408 Arbor Purchase $27,359 Restroom Purchase $63,246 Additional Design Fees $8,000 Asbestos Monitoring & Reporting (Pavilion demo) $3,400 Asbestos Abatement (Pavilion demo) $6,200 Shana Yelverton, City Manager City Council Meeting Date – July 15, 2008 Page 2 of 6 In addition to these items, the City will also need to acquire an easement for utilities. The total cost for the completion of both projects is $1,277,344. The total approved budget available for both projects is $989,535. The total budget deficit for both projects is $287,809. On June 9, 2008 staff presented the project budget deficit to Parks Board for their review, discussion and recommendation. They recommended the reallocation of additional funding, utilizing the current balance (after Fretwell purchase) of approximately $316,000 in the approved FY 2008 SPDC Land Acquisition line item to complete both projects as presented. On June 17, 2008 staff presented the project budget deficit to SPDC for their review, discussion and direction. SPDC recommended the reallocation of additional funding, utilizing the current balance (after Fretwell purchase) of approximately $316,000 in the approved FY 2008 SPDC Land Acquisition line item to complete both projects as presented. Financial Considerations: Funding in the amount of $989,535 is approved in the FY 2008 SPDC CIP budget for the completion of both projects. However, the total cost for both projects is $1,277,344. Additional funding in the amount of approximately $316,000 (after Fretwell purchase) is available in the approved FY 2008 SPDC Land Acquisition line item, and may be allocated to meet the deficit amount of $287,809 if approved by SPDC and City Council. Financial Impact: Reallocation of funding within the approved FY 2008 SPDC Capital Improvements budget. Citizen Input/ Board Review: Includes the following: Parks Board discussion and recommendation at their - June 9, 2008 meeting SPDC discussion and recommendation at their June 17, - 2008 meeting Parks Board to consider at their July 14, 2008 meeting - SPDC to consider at their July 15, 2008 meeting prior to - City Council Shana Yelverton, City Manager City Council Meeting Date – July 15, 2008 Page 3 of 6 Legal Review: Not Applicable Alternatives: City Council review and approval City Council decision not to approve Supporting Documents: Supporting documents include: Robinson Landscape and Construction Bid - City Costs - Combined Total Project Costs - Staff Recommendation: Award of bid to Robinson Landscape and Construction for the construction of Royal and Annie Smith Park and Liberty Park at Sheltonwood in the amount of $1,021,343, and approval of fund reallocation for this purpose. Shana Yelverton, City Manager City Council Meeting Date – July 15, 2008 Page 4 of 6 Shana Yelverton, City Manager City Council Meeting Date – July 15, 2008 Page 5 of 6 Shana Yelverton, City Manager City Council Meeting Date – July 15, 2008 Page 6 of 6