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REQUEST FOR CITY COUNCIL AGENDA ITEM <br />Budget <br />Agenda Date Requested:July 22, 2013 <br />Source of Funds: <br />RequestedBy:Ken Adcox/ Reagan McPhail <br /> <br />Account Number: <br />Department:Police <br />Amount Budgeted: <br />Report: XResolution:Ordinance: <br />Amount Requested: <br />Exhibits:Animal Shelter Options Matrix <br />Budgeted Item:___YES ____NO <br />Exhibits: Animal Shelter Bidder’s List <br />Exhibits: Animal Shelter Contractor Bid Sheet___ <br />SUMMARY & RECOMMENDATION <br />City Council previously approved the construction of 4,376 square foot Animal Adoption Center <br />and Shelter to be located at the 10700 block of Spencer Highway, adjacent to the existing vacant <br />Air National Guard facility.A total of $985,000 was budgeted for the project. <br />A professional design services agreement was entered into with Jackson & Ryan Architects for <br />the design of the facilityin the amount of $63,000. The design was completed and approved by <br />City Council onJanuary 28, 2013. Construction bids were then solicitedfrom 41 vendors, with <br />7 responsive bids received. <br />Taking into account auxiliary costs associated with design, geotechnical studies, materials <br />testing, special inspections, utilities/ utility set-up, legal expenses, miscellaneous <br />reimbursements, minor furniture needs, and communications/ IT requirements, which total <br />approximately $150,000, the remaining funds available for construction total $835,000. <br />The low bidon the projectwas$1,127,200(including alternate items #2 and #5).Since the bid <br />was in excess of $1 million, a financial audit was required of the bidder. The low bidder was <br />subsequently determined not to qualify to participate in the project. The next lowest bidder was <br />Summit Construction at $1,245,400 (including alternate items #2 and #5). Adding an8%, or <br />$99,632, contingency would bringthe total estimated construction costs to $1,345,032, leaving a <br />deficit of $510,032. <br />Due to the projected deficit, staff has researched alternatives relating to the project and is asking <br />City Council for further direction on the project. Five differentoptionsare being presented for <br />discussion, with the estimated costs and pros and cons of eachdetailed within the attached <br />Animal Shelter Options Matrix. In brief, the options include: <br />1)Awardingthe bid for construction to SummitConstruction(second lowest bidder) and <br />covering theexpected deficit amount via fund balance, or <br />2)Rejectingall bids, cuttingsignificant design and function elements from the project <br />scope, and rebiddingthe project at the current proposed (Airport) site, hoping to come in <br />closer to the target budget, or <br /> <br />