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Home My WebLink AboutCAP 2009-06-08 Item 2 - Resolution - Reject Bids for Codiga ParkTO: FROM: ANALYSIS City of Tukwila DATE: June 2, 2009 INFORMATIONAL MEMORANDUM Mayor Haggerton Community Affairs and Parks Committee Bruce Fletcher, Director of Parks and Recreation Robert Eaton, Facilities Operations Technician SUBJECT: Codiga Park Construction Project No. 98- DR06- CODIGA -09 BID REJECTION ISSUE Rejecting all bids for the construction of Codiga Park. BACKGROUND Jim Haggerton, Mayor The Codiga Park Project consists of the construction of Codiga Park along the Duwamish River as a passive use educational park providing both environmental and historical educational opportunities. The rich history of the site will be honored and remembered through informational signs with pictures and text about the history of the site and a custom fabricated picnic shelter. The shelter replicates the gable and roof structure of the Codiga Barn that had been on site before and it will also be located in the same footprint and orientation of the previous barn to further recapture the history. The environmental education opportunities include an overlook deck viewing the side channel, informational signs about the purpose of the side channel as a spawning fish rest area, the life cycle of salmon, and native plant species along the river. Also, because of the natural environment, it is the ideal location for special groups such as The People for Puget Sound who host volunteer work parties at this site twice a year, and Stewardship Partners working with Washington State University Extension who selected this site for a grant funded Rain Garden. The project was advertised on March 31 and April 7, with the bid opening on April 21, 2009. Fifteen bids were received and all were under the engineer's estimate of $552,975 and under the $610,000 CIP budget. The Codiga Project has been on the CIP books for the past decade. Analysis was done on all bids and a background check on the apparent low bidder. The low base bid was $244,282.46 with tax plus a 35% contingency of $85,498.46, totaling $329,781.32 which is far below the total budget of $610,000. A bid award recommendation memo detailing the base bid and contingency was drawn up for the May 11, 2009 Committee of the Whole Meeting agenda for the City Council's review (see Attachment A). The Codiga project was then removed from the agenda by the Administration, and the Parks and Recreation Department was directed to put the project on hold. The City has already invested over $40,000 for the shelter and other site amenities by the City Council's approval in June 2008 and $22,000 for design and engineering. The custom fabricated picnic shelter and amenities are currently in the city's possession awaiting installation. INFORMATIONAL MEMO Page 2 OPTIONS A) Proceed with Codiga Park Construction B) Reject all bids for Codiga Park Construction RECOMMENDATION At the direction of the Mayor's Office, the Council is being asked to consider this item at the June 22, 2009 Committee of the Whole Meeting and subsequent July 6, 2009 Regular Meeting and to reject all bids for the construction of Codiga Park, due to the City's economic outlook. ATTACHMENTS A. Bid Award Recommendation Memorandum dated April 23, 2009 B. Bid Results C. Draft Resolution rejecting bids W:12009 InfoMemoslCodiga Bid Rejection Memo (6- 2- 09).doc City of Tukwila INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Community Affairs and Parks FROM: Rick Still, Deputy Director of Parks and Recreation DATE: April 23, 2009 SUBJECT: Codiga Park Construction BID AWARD Project Number 98- DR06- CODIGA -09 ISSUE Bid Award for the development of Codiga Park. Jim Haggerton, Mayor DISCUSSION BACKGROUND In 2003, the Codiga Farm barn was demolished. The Army Corps built the side channel in 2004. They did not complete the project by constructing the parking lot, picnic shelter, information boards, overlook, landscaping with irrigation, nor the pathways to get through the park. The park was left fenced to keep people out until December, 2007. The City took down the fence and started construction design efforts with the anticipation of constructing the park in 2008. However, with the three year delay in the project all of the permits were expired and the City needed to obtain all of those again. The design is complete and the project is ready to construct. Staff has worked with the project design consultant SLA Landscape Architects to obtain all the necessary permits and to prepare the construction documents with alternatives that would give options to assist the City in obtaining bids within budget. A Call for Bids was advertised on March 31, 2009 and April 7, 2009 and the bids were opened at 11 AM on April 21 Staff and our landscape architect performed and analysis of the 15 bids received and a background check on the apparent low bidder. Please see attached Bid Opening Results, Bid Proposal, Agreement and Award Recommendation Letter. Below is a comparison of the Bid Results and the Architect's estimate Bid Summary (All amounts include sales tax.) Bid Results Architect's Estimate Difference Bid Amount $244,282.46 $492,750.00 $248,467.55 Contingency (35 85.498.46 (15 73,912.50 Total $329.781.32 $566.662.50 $236.881.19 The landscape architect's construction estimate is $492,750 with tax plus a 15% construction contingency of $73,912.50. The project specifications were written in a way that the contract would be decided upon the base bid price. The bid alternatives are: INFORMATIONAL MEMO Page 2 1. Installing owner provided benches, tables and bike rack; 2. Installing owner provided picnic shelter structure; 3. Providing and constructing an overlook deck and railings; 4. Installing Pervious Concrete instead of regular concrete on all pathways; and 5. A cubic yard unit cost for exporting materials off site The bidding climate is such that the alternate efforts weren't necessary to obtain a bid within our budget. The City has the ability to accept or decline these alternatives as Change Orders during construction. This gives the City the flexibility to manage the project with known prices. Bid Alternate 5 is a unit price rather than a lump sum price. This item was needed because there has been a lot of dumping of materials on site since the survey was completed in 2008. We may need to haul some of this material off site or we may be able to spread the materials on site. The unit price gives us flexibility to only pay by the unit as is needed to make the extra materials work on site. This will be coordinated during construction. A 35% contingency will be needed to later accept the anticipated alternates and unknown potential changes during construction. The Capital Improvement Program has $610,000 listed as construction expenses. We have used value engineering to reduce the construction cost and staff will be performing the construction management to eliminate this project expense. The grant is for boat launch construction that is not included in this scope of work. There will be some additional consultant cost during bidding and construction and the noted Change Order. However, of the $610,000 there should be a balance of over $260,000 after completion of this project. RECOMMENDATION Award the Bid and authorize the Mayor to execute a construction contract for the Codiga Park Construction project to Construct Company, LLC for the base bid amount of $244,282.46 with a 35% contingency of $85,498.46 The City Council is being asked to consider the Codiga Park Construction Bid Award at the May 11, 2009 Committee of the Whole meeting and subsequent May 18, 2009 Regular Meeting. ATTACHMENTS Bid Results, Bid Proposal, Agreement Form and Award Recommendation Letter W:1Administration\CAS\Codiga Park 20081CAS Codiga Park 4 -23 -09 new format InfoMemolniedocal 2- 09.doc Precision Earthworks, Inc. 4/21/09 9:52 AM Construct Co. 4/21/09 9:55 AM ENGINEER'S ESTIMATE CITY OF TUKWILA OFFICE OF THE CITY CLERK Christy O'Flaherty, CMC, City Clerk BID OPENING Codiga Park Construction 98- DR06- Codiga -09 April 21, 2009 11:00 A.M. APPARENT ADDENDUMS LOWEST GRAND TOTAL ACKNOWLEDGED BIDDER BIDDER NAME BID (RANK DATE STAMP OF RECEIPT REC'D.? ORDER) Merlino Bros LLC 4/21/09 8:50 AM Y 234,253.00 Y 2 Dennis R. Craig Construction, Inc. 4/21/09 9:30 AM Y 322,879.75 Y 13 Freeman Bell LLC 4/21/09 9:33 AM Y 262,965.00 Y 8 Wyser Construction 4/21/09 9:34 AM Y 246,000.00 Y 4 Joe Hall Construction, Inc. 4/21/09 9:38 AM Y 396,309.00 Y 15 Paul Brothers, Inc. 4/21/09 9:41 AM Y 254,423.00 Y 6 Road Construction Northwest, Inc. 4/21/09 9:45 AM Y 298,956.00 Y 10 L.W. Sundstrom, Inc. 4/21/09 9:46 AM Y 305,001.00 Y 11 Evergreen Landscape Construct Inc. 4/21/09 9:47 AM (1) Y 307,200.00 Y 12 Archer Construction Inc. 4/21/09 9:47 AM (2) Y 254,000.00 Y 5 R.W. Scott Construction Co. 4/21/09 9:49 AM Y 256,920.00 Y 7 Controlled Rain LLC 4/21/09 9:50 AM Y 296,643.00 Y 9 Henderson Partners LLC dba Bedrock Construction 4/21/09 9:51 AM Y 240,691.00 Y 3 Y 327,400.00 Y 14 223,089.00 Y 1 492,750.00 The above figures appear as written within bid documents; and as read aloud at bid opening. THEY DO NOT however, REPRESENT ANY BID AWARD; apparent low, or otherwise. DATED this 21 day of April, 2009. d' Christy O'Flaherty, City Clerk A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, REJECTING ALL BIDS SUBMITTED FOR CODIGA PARK CONSTRUCTION PROJECT NO. 98- DR06- CODIGA -09 DUE TO PROJECT POSTPONEMENT BASED ON THE CURRENT ECONOMIC CLIMATE. WHEREAS, sealed bids were solicited for Codiga Park Construction Project No. 98- DR06- CODIGA -09; and WHEREAS, the City received 15 bids that were all publicly opened, examined and declared by the City Clerk's Office on April 21, 2009; and WHEREAS, all 15 bids were responsive, met experience qualifications, and came in under the engineer's budget estimate; and WHEREAS, due to the City's current economic climate with revenues falling below budget projections, creating budget cut -backs and reductions in all departments, it is the recommendation of the Mayor to postpone this project and reject all bids received; and WHEREAS, RCW 35.23.352 provides for the rejection of any or all bids by resolution of the City Council; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Bids Rejected. All bids for Codiga Park Construction Project No. 98- DR06- CODIGA -09 are hereby rejected. The bid deposits received by the City shall be returned to the bidders with notification of the rejection. Section 2. City Staff Directed. City staff is hereby directed to postpone the Codiga Park Construction Project indefinitely until the City determines the project is financially feasible. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2009. ATTEST/ AUTHENTICATED: Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney W: \Word Processing Resolutions Codiga Park Bid Rejec[.doc RE:kn 6/4/2009 DRAFT Joan Hernandez, Council President Filed with the City Clerk: Passed by the City Council: Resolution Number: Page 1 of 1