Title
Resolution to Approve a Contract with Biondo Design & Build, L.L.C. in the Amount of $39,758.00 to Renovate the Cobblestone Farm Barn Parks and Recreation Customer Service Center, per Bid #3923, and to Establish a Total Construction Project Budget of $129,933.00
Memorandum
Attached for your review and action is a resolution to approve a contract with Biondo Design & Build, L.L.C. in the amount of $39,758.00 to renovate the Cobblestone Farm Barn Parks and Recreation Customer Service Center, per Bid #3923, and to establish a total construction project budget of $129,933.00.
The Customer Service Center for Parks and Recreation is being relocated from the Northside Community Center to the Cobblestone Farm Barn to make room for Community Action Network to operate at the Northside Community Center. The Cobblestone Farm Barn is being chosen as the new location for Parks and Recreation customer service operations because it has barrier free access and adequate space to accommodate the staff and customer services needs to operate Cobblestone Farm and the Parks and Recreation Customer Service Center. This project will provide new lighting, doors, carpeting and separation of the offices from the public area.
The interior work on the Cobblestone Farm Barn was reviewed and approved by the Cobblestone Farm Association Board. The Historic District Commission does not need to review the plans, according to the Historic District Commission Coordinator, as the structure was built in the 1980's and no exterior changes to the building will be made. The future exterior work, however, will be reviewed by the Commission prior to any work being performed.
Additional work to be completed as part of the larger project scope includes office furniture and partitions, exterior lighting along the walk from the parking lot to the facility, barrier free access improvements, a swale and rainwater garden to collect stormwater, and landscaping.
Bid documents were advertised on MITN. Seven companies submitted bids for the project as follows:
Biondo Design & Build, L.L.C.* $36,858.00
Allied Building Services $39,875.00
Laux Construction Company $40,940.00
D & B Burns Construction $44,000.00
Construction Solutions, Inc. $46,940.00
Baseline Constructors $48,250.00
VJM Design and Build $57,895.00
*Lowest responsible bid
After the bids were received, it was determined that additional minor changes are needed. These changes include additional electrical work, relocating a wall, and extending air ducts. At the City's request, Biondo Design and Build, LLC submitted a quote in the amount of $2,900.00 for the additional work, bringing the total cost of the project to be $39,758.00, which is still lower than the next higher bidder. It is, therefore, recommended that a contract in the amount of $39,758.00 be awarded to Biondo Design and Build, LLC.
Approval of a construction contingency of $3,975.00 (10%) to cover potential contract change orders to be approved by the City Administrator is also requested.
Biondo Design & Build, L.L.C. meets the living wage and prevailing wage requirements and received Human Rights approval on March 3, 2008.
The estimated budget for this project is as follows:
Architectural design $18,000
Project management 5,700
Office furniture/partitions 18,000
Drainage/sitework 6,500
Exterior lighting 18,000
Access improvements 10,000
Landscaping 10,000
Interior renovations 39,758
Construction Contingency 3,975
Total Estimated Budget $129,933
It is requested that a construction project budget of $129,933.00 be established for the life of the project without regard to fiscal year.
Funding for this project will come from Fund 018, the Park Rehabilitation and Development Millage.
Staff
Prepared by: Amy Kuras, Landscape Architect II
Reviewed by: Sumedh Bahl, Water Treatment Manager
Jayne Miller, Community Services Area Administrator
Body
Whereas, The Parks and Recreation Customer Service Center is being relocated to Cobblestone Farm Barn to allow for Community Action Network (C.A.N.) to operate at the Northside Community Center;
Whereas, Renovations are needed to accommodate staff for the relocated Parks and Recreation Customer Service Center at the Cobblestone Farm Barn;
Whereas, Biondo Design & Build, L.L.C. was the lowest responsible bidder for the Cobblestone Farm Barn Customer Service Center Renovations, Bid #3923;
Whereas, On March 3, 2008, Biondo Design and Build, LLC received Human Rights approval and complies with prevailing wage requirements; and
Whereas, A project budget in the amount of $129,933.00 is needed to cover costs associated with the development of a Parks and Recreation Customer Service Center at Cobblestone Farm Barn including the interior renovations, office furniture, exterior lighting, landscaping, access walks, landscaping and drainage work;
RESOLVED, That Council approve a construction contract, per Bid #3923, with Biondo Design & Build, L.L.C. for $39,758.00;
RESOLVED, That Council approve a construction contingency of $3,975.00 to cover potential contract change orders to be approved by the City Administrator;
RESOLVED, That a project budget of $129,933.00 is established in the Parks Rehabilitation and Development Millage (Fund 0018) to renovate the Cobblestone Farm Barn Parks and Recreation Customer Service Center for the life of the project without regard to fiscal year;
RESOLVED, That the City Administrator is authorized to take all necessary administrative actions to implement this resolution including the authority to approve change orders within the approved contingency; and
RESOLVED, That the Mayor and City Clerk are 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.