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CR 94-172 AOC Maetzold Field Concessions - - \ ' . '\ y 0 G Fe . September 14, o fl K \ '" Council Report: 1994 94-172 AWARD OF CONTRACT FOR THE MAETZOLD FIELD CONCESSIONS BUILDING AND AMENDMENT TO PROJECT BUDGET Proposed Action. Staff recommends adoption of the following motion: "Move to adopt Resolution 94-86. Resolution for award of Bid. Maetzold Field Concessions Building and Amendment to project budqet in the amount of $80.000." Overview. Bids for the 1994 Maetzold Field Improvements including the concession building, were authorized by council on April 19, 1994. Bids were opened on September 15, 1994 for the above referenced project. Four bids were received and are tabulated below. The low bidder was c.o. Field Company. BIDDER TOTAL BID c.o. Field Co. 94,150 C.M. Construction 104,072 . parkos Construction 109,400 Universal Homes 110.500 Engineer'S Estimate $50,000 I The low bid is obviously substantially higher than the engineers estimate. However, staff feels the low bid is a good bid, and is therefore recommending award of the project. The low bidder c.o. Field Company has the necessary qualifications an experience to perform this work. primary Issues to Consider 0 Why is the engineers estimate substantially lower than the low bid? 0 What other projects are scheduled for Maetzold Field this fall? 0 Could the Concession Building be postponed until 1995? 0 What are the alternatives? 0 Should the bid be awarded? supportinq Information. 0 Analysis of Issues 0 Resolution 94-86 /"~~~)~ . Lee Gust son,- ublic Works Director . Council Report: 94-172 Page 2 . Analysis of Issues 0 Why is the engineers estimate substantially lower than the low bid? The engineers estimate was obtained during the planning stages of this project with the help from a couple of architects. The estimate normally shown 1-n the early documents for this project was $67,500. However, the estimate for this project was lowered to $50,000 since some of the site work contained in the original estimate was scheduled to be completed with the site improvements, and not the building improvements. The reason the estimate is substantially lower than the low bid is unclear to staff. However, based on staff's review of the bids, it appears that the low bid is a very fair bid. 0 What other projects are scheduled for Maetzold Field this fall? Five projects were identified for construction this fall at Maetzold Field. Electrical for ballfields, site work for trails and ballfield #3, irrigation, the concession building, and plumbing/mechanical for the concession building. The budgeted amount for these projects was to be $225,000. Three contracts have come in, all at or below estimates. The lighting of . Ballfield #1 was moved up to this year to incorporate savings by bidding a bigger electrical project and avoid mobilization for two electrical projects. The concession building is the last project to be considered for 1994 construction. This bid is higher than was anticipated, and in conjunction with the accelerated electrical construction, results in a project total for 1994 of $305,000, $80.000 over the budgeted amount. 0 Could the Concession Building be postponed until 1995? The concession building could be postponed until 1995 and re-bid or re-designed. However, delaying this project does have some consequences. All of the above mentioned projects need to be coordinated with the concession building which houses the controls, panels and other mechanical plumbing components. To delay this project would also delay all or portions of other projects, several of which have already been awarded by Council and are under construction. To delay the construction would also mean that the Hopkins Area Little League would not be able to move to Maetzold as planned for 1995. This would delay the sale of their site at M.B. Hagen, and their contribution of funds to Maetzold. . -- .- .- council Report: 94-172 Page 3 o What are the alternatives? ~ 1) Re-bid and/or re-design the building next spring. Consequences are discussed above. 2) Award the bid and use approximately $80,000 from the Council contingency fund to complete the 1994 improvements. 3) Award the bid and use approximately $80,000 from the 1994 Public Works General Fund utilizing anticipated savings from operations. 4) Award the bid and use both city funds, and the $50,000 contribution from H.A.L.L. to fund the additional $80,000 necessary to complete the 1994 improvements. using H.A.L.L.'s contribution in this manner would eliminate the funding source for the $50,000 improvements scheduled for Maetzold in 1995. The proposed 1995 improvements include a $25,000 play structure, batting cage, and landscaping improvements. These improvements could be funded at a later date. o Should the bid be awarded? Staff strongly feels that Council should award the bid in accordance with alternate #3 above. One of the main goals for the 1994 Maetzold construction season was to complete the improvements that would be very disruptive to the turf areas of the site. This was a high priority so the turf areas would not be continually stressed out, and so the site would not look like ~ a construction zone for such a long period of time. Awarding the project and dedicating the additional funds necessary to complete the project would help to achieve this goal. .