O-2014-3516 amend City of La Porte FY2013-2014 Budget

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REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: February 24, 2014 Requested By: Stephen L. Barr Department: Parks & Recreation Report: Resolution: Ordinance: Exhibits: Bid Information (Bidder's List, Bid Tab, Design) Exhibits: Romtec, Inc. information Exhibits: Appropriation Source of Funds: Fund 015 Acct Number: 015-9892-662-1100 Amount Budgeted: 145,000 Amount Requested: 155,600 Budgeted Item: YES NO SUMMARY & RECOMMENDATION Sealed Bid 914016 for Fairmont Pool Building and Pump Building was released January 16a, with 29 contractors invited to bid, and eight contractors attending the pre-bid conference. The bids were opened on February 3rd and seven bids were received. As Council may recall, the building replacement is one of three components for this overall project which included a new basketball court and the renovation of the existing swimming pool. The total budget for all three components was $365,000 and of this, the initial budgeted amount for the pool building replacement was $145,000. The other two components are well underway and are within the budget estimate. There were some unexpected expenses associated with the pool building demolition (asbestos) and the pool renovation (replace main drain) that cut into the available construction dollars for the project by approximately $17,000, which has left $139,332 remaining for construction. Follis Construction, Inc. submitted the low bid of $260,595 for the project. Unfortunately that bid is substantially higher than the available budget request for this portion of the project. With a $10,000 contingency, and $6,600 for identified for concrete testing/pump house slab, the total amount to complete the project is $277,195, which would require appropriating approximately $137,863 in additional funding. Should Council desire to accept this bid as submitted, staff proposes consideration of the Park Zone Fund as a source for the additional appropriation. There is currently a $181,000 balance in the Park Zone Fund. Staff met with the low bidder to discuss value engineering options. The project budget could be reduced by approximately $30,000 by taking out the "extras" that beefed up the construction for the chlorine environment and replacing galvanized steel gates with chain link gates. Staff also evaluated an option to substantially reduce the size of the building by eliminating the storage, breezeway, and the steel roof. However, this is not a viable option, as there is not sufficient time to re -design, re -bid, and construct the project before the opening of the swim season in June. However, staff evaluated an in -budget option for Council consideration- a prefabricated building from Romtec, Inc for $125,000 installed. The proposed Romtec, Inc. building measures 21' x 16' and includes 3 over -sized restroom/family changing rooms for pool patrons and an office area for pool employees. City storage that was previously in the pool house building can be accommodated in existing buildings at Fairmont Park and the equipment currently stored by the football association is minimal and can be stored by Association members. Romtec, Inc is a TXMas company (like BuyBoard) so the purchase could be made without going through the standard City bid process. Delivery time for the building is approximately 6-8 weeks and with construction, the building can comfortably be completed in time for the opening of pool season. With a $7,700 contingency (6% of construction) and $6,600 for identified for concrete testing/pump house slab, the total amount to complete the project is $139,300. R