03-25-13 Regular Meeting of La Porte City Council

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REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: March 25, 2013 Appropriation Requested By: Stephen L. Barr Source of Funds: Fund 015 Department: Parks & Recreation Acc’t Number: 015-9892-647-1100 Fund15 Contingency _X__Resolution: _____Ordinance: ____ Amount Budgeted: $158,818 Report: Exhibits: Engineer’s Report & Cost Estimate Amount Requested: $192,500 Exhibits: NoBid Response by Vendors Budgeted Item: YES X NO Exhibits: Bidder’s List _______ Exhibits:Bid Tabulation ______________________________________________________________________________ SUMMARY & RECOMMENDATION The Wave Pool Mechanical Room is in need of extensive concrete and electrical repairs and re-fits to bring it into an operational condition for the upcoming swim season. The project was budgeted in this year’s capital improvement fund. After the initial assessmentby our Engineering firm, additional problem areas were discovered and the estimated cost of repairs was submitted for review.In January, staff requested additional funding and the City Council approved, based on the Engineering Report and the estimated cost of repairs that was provided at that time. The project was let for bids in February, withfifteencontractors invited to bid, of which many th attended thepre-bid conference. The bids were opened on March 12and two bids were received. One bid was submitted for performing theelectricalcomponentonly; the secondbid was submitted Aztec Remodeling and Landscaping, Inc. for the complete projectbyin the amount of $175,000. Prospective bidders were polled by the Purchasing Department as to why they had not bid the project. The most prevalent answers were, “time constraints”, “bonding capacity”,and “too busy” Aztec Remodeling and Landscaping, Inc. (see attached NoBid Response).has performed work for the City in the past, and is currently constructing the satellite restroom facilities at Pecan Park for the City. The contractor has performed wellfor the Cityon both past and present projects. The amended project budgetis $158,818, includingthe proposed contract and contingency amount, based on the Engineer’s estimated cost. The shortfall between the actual bid received and the budget is $16,182. The consulting engineeris recommending that a 10% contingency be allocated as well to be able to address any hidden problem areas that may not have been identified in the initial project assessment.Funds are available in the Capital Improvement contingency account in the amount of $33,682, to cover the budget shortfall and contingency. There is a second option to consider regarding this project. Because of the two rather large construction projects that were let at the same time, contractors may have “hung their hat” on the larger projects at the expense of this one. It is possible to rebid the project with the hope of attracting additional contractors that may fit within our existing budget for this project. The drawback is that if rebid, the renovation will not be completed prior to the pool opening, currently scheduled for