Title
Resolution to Recommend Approval of a Contract with RMD Holdings to Renovate Softball and Baseball Fields at Veterans Memorial Park, Southeast Area Park, and West Park ($893,030.55) and Appropriate Funds (8 Votes Required)
Memorandum
Attached for your review and action is a resolution to renovate softball and baseball fields at Veterans Memorial Park, Southeast Area Park, and West Park, and appropriate funds to approve a contract of $893,030.55.
The softball fields at Veterans Memorial Park, Southeast Area Park, and West Park, are in need of renovation to improve safety and enhance user experience. The fields slated for improvement/renovation have not undergone any major restoration work in more than 10 years. As infield material was added over that period of time a perched playing surface resulted, causing a lip to form at the transition areas at the front and rear of the infield. The perched infield also hinders surface drainage from the playing surface resulting in games being canceled due to rain events that may have otherwise been played if this condition did not exist. There have been improvements and innovations as it pertains to the infield "skin" which is currently comprised of flume sand and slag. The proposed red baked clay material is far less dusty, maintains its integrity when moisture levels are low and provides a safer and more consistent playing surface. All of the locations have irrigation systems of varying age and efficiency. Veterans Memorial Park, South East Area Park and West Park will receive irrigation system upgrades and automation resulting in more efficient and effective irrigation to improve turf quality.
The renovation of baseball and softball fields is noted in the 2011 - 2015 Parks & Recreation Open Space (PROS) Plan as part of the Parks system infrastructure needs assessment. Survey results gathered as part of the PROS Plan process revealed numerous concerns regarding poorly maintained ball fields. The public also provided clear feedback on placing an emphasis on maintaining our existing parks infrastructure. PAC unanimously recommended approval of this contract at their January 24 meeting.
City staff is working in conjunction with staff from Rec & Ed regarding these proposed renovations. Staff met to review preliminary plans and discuss options for a construction schedule. City staff and Rec & Ed staff were both present at a public meeting regarding the improvements, held on Monday, November 14th.
The base bid included renovation work at Allmendinger fields, but cost proposals were higher than expected so at this time staff is recommending to not proceed with work at Allmendinger. Renovations will focus on the more formal, fenced fields at Veterans, Southeast Area, and West. Future renovations would seek to renovate high use fields that are not fenced, such as Allmendinger and Buhr Park, for example.
Following four bids were received in response to ITB-4194:
Base Bid Bid w/out Allmendinger
RMD Holdings $996,441.64 $893,030.55*
Davey Tree Expert Company $1,240,043.00 $1,107,520.00
TSP Environmental $1,475,653.90 $1,317,293.90
Eagle Golf Construction $1,477,424.00 $1,477,424.00
*Lowest Responsible Bid
Staff is recommending awarding a contract to RMD Holdings in the amount of $893,030.55 to renovate the softball and baseball fields at Veterans Memorial Park, Southeast Area Park, and West Park. You are also requested to approve a 10% construction contingency ($89,303.00) to cover potential contract change orders to be approved by the City Administrator. It is requested that a $982,333.60 contract and contingency amount be approved for the life of the project without regard to fiscal year. Funding is available from three sources:
1. $250,000.00 from the approved FY2012 Parks Maintenance and Capital Improvements Millage budget
2. $64,000.00 in unobligated remaining fund balance from the expired Park Repair and Restoration Millage
3. $668,333.60 in unobligated fund balance from the existing Parks Maintenance and Capital Improvements Millage
RMD Holdings meets the living wage and prevailing wage requirements and received Human Rights approval on January 19, 2012.
Staff
Prepared by: Colin Smith, Parks & Recreation Services Manager and Matt Warba, Interim Field Operations Manager
Reviewed by: Sumedh Bahl, Community Services Area Administrator and Craig Hupy, Interim Public Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The softball fields at Veterans Memorial Park, Southeast Area Park, and West Park, and are in need of renovations;
Whereas, City staff and Rec & Ed staff have worked collaboratively in identifying field renovations and construction schedules;
Whereas,Tthe PROS plan identifies athletic field renovations as a priority;
Whereas, PAC unanimously recommended approval of a contract with RMD Holdings and the appropriation of funds;
Whereas, Of the 4 bids received, RMD Holdings submitted the lowest responsible bid;
Whereas, RMD Holdings received Human Rights approval on January 19, 2012; and
Whereas, Funding for the project is available in the approved FY2012 Park Maintenance and Capital Improvements Millage budget , unobligated fund balance from expired Park Repair and Restoration Millage, and unobligated fund balance from the Park Maintenance and Capital Improvements Millage;
RESOLVED, That City Council authorizes the appropriation of $64,000.00 from the unobligated fund balance in the expired Parks Repair and Restoration Millage, along with unobligated fund balance of $668,333.60 from the Park Maintenance and Capital Improvements Millage to fund the contract budget and construction contingency;
RESOLVED, That City Council authorizes approval of a contract with RMD Holdings to renovate softball and baseball fields at Veterans Memorial Park, Southeast Area Park, and West Park, for $893,030.55 and authorize a construction contingency of $89,303.00 (10%) to cover potential contract change orders;
RESOLVED, That $982,333.60 be approved for the life of the project without regard to fiscal year;
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution including the approval and execution of change orders within the approved contingency amount; and
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contract after approval as to substance by the City Administrator and approval as to form by the City Attorney.