HomeMy WebLinkAboutCOW 2007-05-29 Item 3H - Bid Award - Macadam Winter Garden COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION 1
CAS NUMBER: 07-070 I ORIGNAL AGENDA DATE: 05/29/04
AGENDA ITEM TITLE Bid Award for Macadam Winter Garden
CA I'EGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date 5/29/07 Mtg Date AItg Date Mtg Date Mtg Date 06/04/07 Mtg Date Mtg Date
SPONSOR Council Mayor
Adm Svcs DCD Finance Fire Legal P &R Police PW
SPONSOR'S The 2007 CIP project includes the development of Macadam Winter Garden. The cost
SUND,IARY of park development has increased over the last three years. The Parks Recreation
Director recommends this Bid Award but the project is under funded by $155,508.74.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DAI'E: 05/15/07
RECOMMENDATIONS:
SPONSOR /ADMIN. Recommends the Bid Award if funds can be identified
COND. IIIEEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGE FED APPROPRIATION REQUIRED
$382,908.74 $227,400 $155,508.74
Fund Source: 301/00.594.760.41.70
Comments: The Finance Director has identified a possible funding source from the real estate
transfer tax (the first 'A cent from the tax is dedicated to park land acquisition) for the additional
funding.
MTG. DATE RECORD OF COUNCIL ACTION
05/29/07
1 MTG. DATE ATTACHMENTS
05/29/07 Information Memo from Rick Still dated 5/23/07 plus attachments:
Location Map, Design Diagram, Bid Tabulation, Award Recommendation Letter
Minutes from the Community Affairs and Parks Committee meeting of 5/15/07
J ��JILA,
o r 2' Parks and Recreation Department
ate%
ce o Bruce Fletcher, Director
y9p8� MEMORANDUM
TO: Mayor Steve Mullet
Council of the Whole
FROM: C Rick Still, Deputy Director of Parks and Recreation
DATE: May 23, 2007
SUBJECT: Macadam Winter Garden Construction
Project Number 03- PK08- MWG -07
BID AWARD AND APPROPRIATION RECOMMENDATION
ISSUES
1. Appropriate additional funds for this project.
2. Award the bid for construction of the Macadam Winter Garden project.
BACKGROUND
In 2005, Macadam Winter Garden was put out for public bid two times. The first time we
received no bid and the second time we received one bid that was nearly $125,000 over our
budget. The Capital Improvement Program (CIP) budget for Macadam Winter Garden was
borrowed for another project in 2006. It turned out the funds were not expended. The project
was then funded again in the 2007 CIP.
Staff has worked with the project design consultant Johnson Braund Design Group, Inc.
(JDBG) to revise the construction documents. The two major changes include eliminating the
main entry structure and all work in the wetland buffer zone. The architect's construction
estimate is approximately $180,000 plus tax and contingency (approximately $216,000). The
modifications were made to allow the City to obtain bids within our budget. Unfortunately, the
bidding climate is not allowing our project to come in at our estimate.
The Community Affairs and Parks Committee recommendation is for the City Council to
allocate and additional 155,600 to the project as well as authorize award of the bid to the
lowest bidder, L. W. Sundstrom, Inc.
ACTION TAKEN
A Call for Bids was advertised on April 23, 2007 and the bids were opened at 2 PM on May
14 Staff and our landscape architect performed and analysis of the two bids received and a
background check on the apparent low bidder. Please see attached Award Recommendation
Letter.
Macadam Winter Garden Construction
Bid Award and Appropriation Recommendation
May 23, 2007
Page 2
BUDGET AND BID SUMMARY
L. W. Sundstrom Architect's Estimate Budget
Construction (Bid Amount) $348,098.85 $206,361.42
Contingency (10 34,809.89 20,669.22
Remaining 2007 Funds $227,400.00
REET Funds (for Parks) $155.508.74
Total $382.908.74 $227.361.42 $382.908.74
ALTERNATIVE
The Bid Packet includes Alternate 1 for the Entry Structure (and park name sign) that City
Council could choose to not award. This is a $20,000 add alternate which would reduce the
additional funds needed from $155,508.74 to $131,550.74 with tax and contingency.
RECOMMENDATIONS
1. Appropriate an additional $155,508.74 to fund to this project.
2. Award the construction bid to L.W. Sundstrom, Inc. for the development of Macadam
Winter Garden in the amount of $348,098.85 including Alternate 1 and plus WSST; and
authorize a 10% contingency of $34,809.89.
ATTACHMENTS
Location Map
Design
Bid Tabulation
Award Recommendation Letter
cc: City Administrator
Director of Parks Recreation
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MACADAM WINTER GARDEN Bid Open: 5 -14 -07 2PM
Project No. 03- PK08- MWG -07 Bid Tabulation
Item _Apparent L€w
Bidder
No. Item Description L.W. Sandstrom, A -1
Inc. Landscaping Architects Estimate
Construction
IBASE BID 1 1
1 (Mobilization 32,000 1 40,000 6,000
2 Erosion/ Sediment 12,000 7,600
Pollution Control 8,000
3 Street Improvements 1 47,650 1 37,200 30,000
4 Clearing and Grubbing I 17,000 1 30,000 1 14,000
15 Tree Removal I 12,000 9,100 1 11,000
6 Dry Stream Bed 1 28,000 1 15,200 4,000
7 Earth Berm Shaping 22,000 1 41,000 15,000
8 Compacted Gravel Paths 20,000 1 21,200 I 10,000
19 Drainage System 10,000 1 19,200 7,000
10 Planting Room 1 14,000 1 22,100 11,100
11 Planting Room 2 12,000 40,350 11,500
12 Planting Room 3 10,000 1 38,400 13,100
13 Planting Room 4 12,0001 33,200 12,000
14 Planting Room 5 10,0001 12,200 5,000
15 Hydroseeded Turf 5,0001 8,800 3,500
16 Irrigation 25,0001 61,000 14,000
119 Trex Boardwalk 15,0001 43,000 1 10,000
BASE BID 299,650 483,950 184,800
lAlt 1 Entry Structure 20,0001 670001 5000
Total B/4 Tax 319,650.00 550,950.00 189,800.00
8.9% 8.9% 8.9%
Tax 28,448.85 49,034.55 16,892.20
SubTotal 348,098.85 599,984.55 206,692.20
10% 10% 10%
Contingency 34,809.89 59,998.46 20,669.22
Grand Total 382,908.74 659,983.01 227,361.42
Budgeted 227,40 00.` 22- 7,400 00 227,400.00
Amount Over Budget 155,508.74 I 432,583.01 I (38.58)
Total W /Out Alt 1 358,950.74 579,723.71 221,371.92
OR Over Budget 131,550.74 352,323.71 (6,028.08)
Johnson Braund
DESIGN GEOUP, INC.
May 22, 2007
Mr. Rick Still, Deputy Director
City of Tukwila
PARKS AND RECREATION DEPARTMENT
12424 42 Avenue S.
Tukwila, WA 98168
RE: Macadam Winter Garden Our Project 04 -21
Project No. 03- PKOS -MWG-07
Dear Rick,
We have reviewed the projects and references submitted by LW Sundstrom, Inc. for the above referenced
project. All references checked indicated that LW Sundstrom, Inc. has done a good job on their projects.
We are therefore recommending that the City award the project entitled Macadam Winter Garden Project
03- PK08- MWG -07 to LW Sundstrom, Inc. Please call me at (206) 766 -8300 should you have any
questions or require any further information.
Sincerely,
JOHNSON BRAUND DESIGN GROUP, INC.
Michael Brown, ASLA
Director of Landscape Architecture
15200 52nd Avenue South Suite 200 Seattle. Washington 98188
Phone 206.756.8300 Fax 206.765.8080 www.jbdg com
cit #.eetti c La, p €fry et it I hn tip zti
Community Affairs Parks Committee Minutes Mav 15, 2007 Page 2
The Committee has recommended that staff provide additional information to the full Council so
that the issues at hand are clearly stated and understood in the least cumbersome format. This
information should include:
A concise informational memo that outlines the major changes to the agreement
compared to the original tern's
A detailed list of the capital equipment to be retained by the City
A fmancial statement of how the outcomes of this amendment are anticipated to impact
the Golf Fund
An explanation of currently applicable penalties and leasehold tax as well as payment
plans and penalty reinstatement
Staff should also clarify with legal the best way to implement said changes, as an amended
agreement or as an amendment to the agreement
The Committee is in favor of the proposed changes as explained in this meeting, and is in
agreement with staff that if expectations are not met, consideration of termination may be
necessary. UNANIMOUS APPROVAL. FORWARD TO MAY 29 COW FOR
DISCUSSION.
C. Park and Open Space Plan A reement
Rick explained the need for the Parks and Recreation Department to complete a new Parks,
Recreation and Open Space Plan. A master plan as this serves two general purposes: grant
application eligibility and to develop an action plan to meet the needs identified through a
community needs assessment.
After rating three submitted proposals, staff has selected Beckwith Consulting Group as the most
firm to act as the master consultant for the compilation of a new updated Parks
qualified frm
q p p
Recreation and Open Space Plan. The new Plan is expected to be completed and adopted by
December. The CIP has $40,000 budgeted for this project. Staff is seeking the Committee's
recommendation for authorization to enter into a consultant agreement with Beckwith Consulting
Group.
Bruce stated that the consultant intends to conduct workshops with the community as well as
Council to strategize and review the scope of the Plan. Bruce has also directed the consultant to
produce Tukwila Parks Standards and investigate both commercial and residential impact fees.
After a brief discussion on possible areas of focus for the consultant, the Committee expressed
their support for the importance of continued consideration of open space acquisitions and plans
along the River. The Committee supports staffs recommendation to execute an agreement with
Beckwith Consulting Group. UNANIMOUS APPROVAL. FORWARD TO MAY 29 COW
FOR DISCUSSION.
D. Macadam Winter Garden Bid Award
On May 14, 2007, staff opened two bids for the Macadam Winter Garden project. The lowest bid
was in the amount of $299,650 and the second totaled $483,950. Although the architect's
construction estimate was $180,000, the lowest bid seems fair considering current market status.
This is the third time the Macadam Winter Garden project has gone out to bid. Based on past
experience and increasing construction prices, staff is requesting that Council allocate an
additional $155,600 to the project as well as authorize award of the bid to the lowest bidder.
Community Affairs Parks Committee Minutes May 15, 2007 Page 3
The Committee has requested that staff resubmit the memo pertaining to this project to include
detailed information on received bids, identification of appropriate CIP funds and an explanation
of possible real estate excise tax funds that may be applicable to this project. Based on
4,--
information provided in the meeting, the Committee recommends Council consider allocating
approximately $150,000 to this project and authorize the bid award. UNANIMOUS
APPROVAL. FORWARD TO MAY 29 COW FOR DISCUSSION.
E. Parks Division Staff Reorganization
Due to two recent vacancies in the Parks Division of the Parks and Recreation Department, staff
is proposing a minor reorganization. This reorganization would promote two 3 /4 -time employees
to full -time status and create a new 3 /4 -time position (.75 F'I'B). All of these changes would result
in a .25 staffing increase for the Parks Division. A budget appropriation would not be required
for this increase due to a decrease in the extra labor budget as a result of the reorganization. The
Committee agrees that this proposal is an affordable option to increase Parks personnel.
UNANIMOUS APPROVAL FORWARD TO MAY 29 COW FOR DISCUSSION.
M. ANNOUNCEMENTS
IV. MISCELLANEOUS
Meeting adjourned at 6:11 p.m.
Next meeting: Wednesday, May 30, 2007 5:00 p.m. Conference Room 3
P &L- Committee Chair Approval
Minutes by KAM.