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REQUEST FOR CITY COUNCIL AGENDA ITEM Stephen L. Barr Appropriation Agenda Date Requested: March 13 200 Requested By: Hotel Motel Funds Department: Parks & Recreation Acc't Number: 037-9892~24-1100 Report: _Resolution: _Ordinance:-L. Amount Budgeted: $154,208 Exhibits: Bid Tabulation Sealed Bid #06008 Amount Requested: $263,020 Exhibits: Bidder's List Bud eted Item: YES X NO Exhibits: SUMMARY & RECOMMENDATION As Council is aware, staff has been working toward entrance monmnent signs for several years. The project was first bid out in 2004 as a combined construction/landscape project. There were no bidders. Staff: working with the landscape architect, separated the construction and landscape portions of the project. In 2005 we again went out for bids for the construction portion. We received one bid at that time, from D.L. Meacham Constructors. The total amount of the bid for all 5 signs, was $262,592. Since it was substantially over budget and it was the only bid received, there were questions as to the certainty of the bid Staff again worked with the landscape architect, to reduce the scope of work somewhat by scaling down the granite to 12" x 12" panels. The Project (Sealed Bid #06008) was again bid out in February 2006. Plans and specifications were sent to twelve contractors, and letters of interest were sent to an additional nineteen contractors inviting them to bid Bids were opened on February 28, 2006 with one contractor submitting a bid The sole bidder, Patek Construction Ine., submitted a bid of $263,020 for base bid and all alternates, for the project, which is $108,812 more than the available budget. There are a number of options available for the project. One, the scope of work can be reduced by eliminating one or more of the smaller entrance signs. The costs for the project are shown on the bottom of the attached bid tabulation, showing the savings if signs are to be eliminated Two, the bid includes an alternate for a symbolic compass structure on the main sign that can be eliminated thereby saving $39,830. This would result in a much less attractive project and still leave us short of the amount needed for the total package. If this option is chosen, and all 5 signs are constructed, the budget shortfall would be $68,982. This project is funded through the Hotel Motel fund and there are sufficient funds available in the 037 Fund Balance to cover the budget shortfall. Staff recommends acceptance of the bid from Patek Construction Inc. in the amount of $263,020 to construct monument entrance signs for La Porte, as low bidder meeting specifications for this project, if available funds can be found Action Reauired bv Council: Authorize the City Manager to execute a contract in the amount of $263,020 to construct monument entrance signs for La Porte, as low bidder meeting specifications for this project, if available funds can be found .3~ 7 '-{) 0 iJ Debra B. Feazelle, City Manager _ Date