Title
Resolution to Approve a Contract with Sommerset Paving Companies, LLC for Basketball Court Renovations at Southeast Area Park and Leslie Park ($123,311.00, ITB #4640)
Memorandum
Attached for review and action is a resolution to approve a $123,311.00 contract with Sommerset Paving Companies, LLC for renovations to the basketball courts at Southeast Area Park and Leslie Park.
Budget/Fiscal Impact: Funding is available in the approved FY2021 Park Maintenance and Capital Improvement Millage budget.
Project Description: The City is making improvements to existing basketball courts that are in disrepair. The basketball courts at Southeast Area Park and Leslie Park both have significant surface cracks, making play difficult and unsafe. The condition of the basketball courts has deteriorated beyond the point where crack repair and color coating is a viable alternative, requiring a total replacement of the asphalt surfacing.
The existing basketball equipment at both Southeast Area Park and Leslie Park is in acceptable condition and will not need to be replaced at this time. The court at Southeast Area Park has a perimeter fence and a set of bleachers, neither of which will be replaced during construction. The benches at Leslie Park are in poor condition and will upgraded with new bench seating.
Game court repairs are identified in the CIP and PROS Plan as park priorities. The project meets multiple Sustainability Goals, including:
• Safe Community
• Engaged Community
• Active Living and Learning
• Sustainable Systems
The contract documents for the project were bid through the City’s Procurement Unit following standard procedures. ITB #4640 included bids for both Southeast Area Park and Leslie Park. Two bids were received and opened on August 5, 2020. The lowest responsible bid for each court was from Sommerset Paving Companies, LLC in the amount of $62,412.00 for Southeast Area Park and $53,799.00 for Leslie Park. Below is a tabulation of the bids received for the project.
Contractor SE Area Park Leslie Park
Sommerset Paving $62,412.00 $53,799.00
Best Asphalt, Inc. $68,806.50 $71,665.00
After bids were opened, a subsequent inspection of the basketball courts identified additional bench pads in need of replacement, and these will be added to the contract scope of work as additional units at the same unit price in the bid rather than as change orders. The additional benches add a cost of $7,100.00 which increases the total contract amount to $123,311.00 ($116,211.00 + $7,100.00).
Staff is recommending awarding a contract to Sommerset Paving Companies, LLC in the amount of $123,311.00 for replacement of the basketball courts at Southeast Area Park and Leslie Park. A 10% construction contingency ($12,331.00) requested to cover potential contract change orders to be approved by the City Administrator. It is requested that a $135,642.00 contract and contingency amount be approved for the life of the project without regard to fiscal year.
The Parks Advisory Commission recommended approval of this contract at their September 15, 2020 meeting.
Staff
Prepared by: Adam Fercho, Landscape Architect IV
Reviewed by: Colin Smith, Manager, Parks & Recreation
Derek Delacourt, Community Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The basketball courts at Southeast Area Park and Leslie Park are in need of replacement;
Whereas, Game court repairs are identified in the Capital Improvement Plan and Parks and Recreation Open Space Plan (PROS) as park priorities;
Whereas, Funding for the basketball court replacements is available in the approved FY2021 Park Maintenance and Capital Improvements Millage budget;
Whereas, In response to ITB #4640 competitive bids were received by Purchasing on August 5, 2020;
Whereas, The Parks Advisory Commission recommended approval of this contract at their September 15, 2020 meeting;
Whereas, Sommerset Paving Companies, LLC submitted the lowest responsive bid for both Southeast Area Park and Leslie Park; and
Whereas, Sommerset Paving Companies, LLC has submitted all required Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms and complies with the requirements of the City’s Non-Discrimination, Prevailing Wage, and Living Wage Ordinances;
RESOLVED, That the City Council approves a contract with Sommerset Paving Companies, LLC for basketball courts renovations in Southeast Area Park and Leslie Park (ITB #4640) in the amount of $123,311.00 and approves a construction contingency of $12,331.00 (10%) to cover potential contract change orders for a total contract amount of $135,642.00.00 for the life of the project without regard to fiscal year;
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; and
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.