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Ordinance Amending the FY 2014/2015 Capital Improvement Projects Budget; Construction contract to Mart, Inc. in the amount of $613,500 for renovations to the Council Briefing Room (CBR), CMO suite, Former Finance area, and Water Utility Services area, plus $10,000 for IT network cabling infrastructure upgrades, plus a 5% construction contingency in the amount of $30,675, and $12,000 for additional security access installations and other miscellaneous related costs for a total request of $666,175.
Presenter
Marshall Warder, Facilities Construction Manager
Recommended Action
Approve
Analysis
In May 2014, Council awarded a professional design services contract to Komatsu Architecture in the amount of $78,869 for renovations to three targeted areas within City Hall that included the Council Briefing Room (CBR), the CMO Suite, and the currently vacated former Finance area. While the enlargement and enhancement of the CBR was the primary objective of this project, it also provided an opportune time for updating of the CMO suite and the former Finance area that had recently been vacated. As the design of these elements progressed, some security items were identified by consultant review at the Water Utility Services area which also needed to be addressed but were not included in the scope of this project. In August 2014, the CMO subsequently authorized an amendment to the Komatsu contract for inclusion of this work in conjunction with the ongoing design effort. With this work added, plans were ultimately completed in October 2014.
Prior to start of construction work, an asbestos assessment survey was commissioned at City Hall to determine if any building materials would require abatement. Several areas were identified for abatement, inclusive of some areas that would have to be addressed in advance of the general construction activities of this contract. That work was initiated in early January 2015 and was scheduled for completion before the end of January, meaning that construction would be able to commence promptly upon contract award in a "clean" facility.
In the meantime, the construction project was advertised for bid in accordance with State law, and bids (RFB 15054) were received on January 21, 2015 with five General Contractors and one sub-contractor responding. The bid received from a sub-contractor was incomplete and therefore considered non-responsive. The low responsive bid was received from Mart, Inc. with a total bid amount of $613,500. Their bid is comprised of a base bid of $444,750, a separated bid of $148,250 for the Water Utilities area that will have separate funding sources, and Additive Bid Alternate No 1 of $20,500 which covers the inclusion of several new window openings that will be cut into the pre-cast concrete wall panels in the exterior façade of City Hall.
Of the five responsive bids received, Mart, Inc. was approximately 20% lower than the other four bids, all of which were within about $10,000 of each other. Mart, Inc. has been questioned regarding the variation of their bid from the others. After a thorough review, they have confirmed that they are comfortable with their bid and prepared to proceed if awarded the contract.
It is noted that the new furnishings which will be included in selected portions of the renovation areas will be purchased separately by the City through a State approved procurement process. Once the final numbers are confirmed for the selected furnishings, a separate Council agenda item will be brought before Council for their consideration and approval.
Financial Consideration
Funding in the amount of $666,175 is available as follows:
1. $155,663 is available by approving an ordinance transferring and appropriating from the unobligated fund balance in the Water Capital Projects Fund (500592) to WO #01512103 (Water Utilities Renovations)
2. $510,512 is available in Municipal Facilities Capital Projects Fund (405090) WO #01502303 (Remodel BR and CH Phase II).
Body
AN ORDINANCE OF THE CITY OF GRAND PRAIRIE, TEXAS, AMENDING THE FY 2014/2015 CAPITAL IMPROVEMENTS PROJECT BUDGET BY TRANSFERRING AND APPROPRIATING $155,663 FROM THE UNOBLIGATED FUND BALANCE IN THE WATER CAPITAL PROJECTS FUND (500592) TO WO #01512103 (WATER UTILITY RENOVATIONS)
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS:
SECTION 1. THAT THE FY 2014/2015 Capital Improvements Project Budget be amended by transferring and appropriating $155,663 from the unobligated fund balance in the Water Capital Projects Fund (500592) to WO # 01512103 (Water Utility Renovations)
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, ON THIS THE 3RD DAY OF FEBRUARY, 2015.