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Home My WebLink AboutWS Item 01 - Oak Grove Ballfield Complex �� _,__-__�.__� MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER` �� . �' -�,�� MEETING DATE: MAY 20, 2008 �'� SUBJECT: WORKSHOP — OAK GROVE BALLFIELD COMPLEX RENOVATION BACKGROUND: Staff met with the Council Facilities Committee on May 13t" to discuss the budget for the renovations at the Oak Grove Ballfield Complex. The bids were opened on May 1St and the project came in over the design consultant's estimate. The award of the bid for the project is on tonight's agenda for Council consideration. At the meeting, staff reviewed the Quality of Life Fund with the Facilities Committee and discussed the low bid and why the bid came in over the consultant's estimate. The discussion also included what steps staff has taken to lower the cost of the project. Attached is financial data relating to the Quality of Life Fund, a letter from the design consultant explaining why the project came in over their estimate, a list of items removed from the specifications prior to the bid and items removed after the bid and a timeline on the renovation of the project. Staff will discuss these items with the Council at the Workshop. In closing, it is the recommendation of the Council Facilities Committee and staff to approve the bid received from Workman Commercial Construction. DE '�r,,� May 15,2008 (1:29PM) 1 Y 1 i � �I ' i 1 1 � I � � ' 2006-07 2007-08 2005-09 2009-10 2010-i1 201]-12 2012-13 Actual Estimate** Projected Projected Projected Projected Projected BEGINNING FUND BALANCE: 0 3,635,984 9,362,075 3,835,608 3,426,711 7,148,802 13,905,141 SOURCES OF FUNDS: Transfer from General Pund 3,861,529 9,066,687 6,198,533 5,491,103 5,597,091 6,609,339 6,196,219 Interest Income 0 80,502 75,000 100,000 125,000 150,000 175,000 Total Sources of Funds 3,861,529 9,147,189 6,273,533 5,591,103 5,722,091 6,759,339 6,371,219 CAPITAL PROJECT EXPENDITi.JR.ES: Bellaire Parl< ]09,871 Linlcs Trail Project 0 106,674 Oak Grove BaseUall Renovations 115,673 3,314,424 7,800,000 CAC Expansion Project 0 0 4,000,000 6,000,000 2,000,000 Total Uses of Funds 225,544 3,421,098 11,800,000 6,000,000 2,000,000 0 0 ENDING FUND BALANCE: 3,635,984 9,362,075 3,835,608 3,426,711 7,148,802 13,908,141 20,279,360 PROJECTED AVAILABLE FiJNDING: 43,616,131 Transfers from General Fund 42,794,956 Interest Income 705,502 COMMITTED FUNDS: 23,336,771 """*"� Linics Trail Project 106,674 Oalc Grove Baseball Renovations 11,230,097 Contractor's Bid 8,496,280 (Oriti nal bid of$9,750,000 was reduced Uy$1,253,720 through negotiations&adjustments) Ballfield lighting/Buffalo o•ass/Sod 841,322 (Items to be provided in-house--results in net Uid savings oY$412,398) Engineer/GeotechlSurvey/Testing 584,6�8 Raw Water Imgation 675,000 Tree Transplanting 109,835 Ameniries to Ue provided in-house 523,002 Community Activities Center Expansion 1?,000,000 Desia�&Co�tstructioll 10,000,000 Contingencies&Inflation 2,000,000 (reserved for increases in material costs) AVAILABLE(iJNCOMMITTEDI RESOURCES: 20,279,360 ** The h�ansfer from the General Fund is estimated to increase by$761,476 due to Uetter than expected sales tax receipts. � FiP�TB Corpera�im�s 5910 W.2001 Bryan Street T2lephone(214)748-8400 The HNTB Companies Suite 100 Facsimile(Z14)74Z-4682 Engineers Architects Planners Dallas,TX 75201 www.hntb.com �� May 9, 2008 Mr. Doug Evans, Director of Parks and Recreation City of Grapevine P.O. Box 95104 Grapevine, TX 76009 RE: Oak Grove Athletic Complex Dear poug: We are writing this letter to address finro areas of interest related to the above referenced project. The areas of interest include apparent low bidder qualifications and construction cost overrun. Apparent Lovv Bic9der tluali�ications � We have investigated the qualifications of the apparent low bidder, Workman Commercial, and offer the following observations; • The references we called voiced extreme satisfaction with the quality of work performed by Workman Commercial and each of the contacted references noted that they would not hesitate to use Workman Commerciaf again. . Workman Commercial has a limited portfolio of park development, specifically ballfield construction projects, but the primary site development subcontractors they are using have experience in balliield construction. We are awaiting project references on the Landscape Contractor for information on their balifield experience. s In a meeting with Workman Commercial we discussed the spread between their low bid and the ne�closest bidder and Workman confirmed that they are comfortable with their bid total. • The superintendent designated for this project has site development experience and appears to be well qualified to manage this project. Based on this information HNTB takes no exception to an award of contract to the apparent low bidder, Workman Commercial. � . ..r Page 2 of 2 l � C�ras�r�ac�ion G�st O�ecra�� In ihis period of rapid cost escalation on construction rnaterials and the cost increases associated with rapid rise in the cost of�uel it makes predicting what the cost of ihe project will be several months down the road almost impossible. The budget estimate we prepared on January 10t'', and presented to council, estimated the construction cost for this project to be $7,841,000. If the low bid is accepted, along with all the alternates, the construction cost for this project will be $9,750,000. We have reviewed Workman Commercials budget b`eakdown and have identified the following major cost increases; . Storm drainage.....................$ 142,000 • Earthwork............................$ 237,000 • Maintenance Building.............$ 90,000 • Restroom/Concession Bldg......$ 108,000 • Ballfield Lighting....................$ 123,000 . Pedestrian Lighting................$ 181,000 • Landscaping.........................$ 93,000 • Seeding/Plugs.......................$ 146,000 • Shade Canopies....................� 275,000 . Suspended Slab....................$ 125,000 TQ�TAL $1,520,OQ0 We are still in the process of invesiigated why each of these had such a significant jump from our January 10 budget estimate but we do have explanations for the folfowing cost escalations; � 1. Storm Drainage—The cost of HDPE pipe, concrete pipe and PVC pipe has an increased between 17 and 22% since the esiimaie was completed. 2. Maintenance Building —This is a metal building and the cost for steel has had several cost increases since we completed the estimate. 3. Ballfield and Pedestrian Lighting —The increased steel prices impacted the cost of the poles and fixtures and the increased copper cost has impacted the cost of wiring. 4. Lanclscaping —The main reason there was an increase in the cost of this item is because the planting plan was compfeted after the January 10 estimate was prepared. 5. Seeding/plugs— In the January 10 estimate we estimated that ali the common areas were to be grassed using a grass seed approach. Afier the estimate was completed the decision was made to plug ali these areas with buifalo grass. The cost to plug these areas is more costly than to seed these areas. 6. Shade Canopies—These shade canopies are all steel construction and are therefore impacted by the increase in steel prices. Once we complete our investigation we should have answers on why there was such a significant cost increase on the ear�hwork and the suspended slab. Please contact me if you have any questions related to these two items of interest. Sincerely, David McCaskill, ASLA Texas Director of Parks and Recreation HNTB Corporation , � � ;�� -�w.; ..��,,.,.�,��..�.�,;� ��. ,"_ � 0 H °o °o °o o co 00 o , rn a� � �t M I� � pj ,;' (V r j N `` � CO � � � � O = O O � O '< O O O U O O O L � t� � � N ° M (O U � � d' � t� -, N O ` N C J r Uf{} ��`:-.! Ef-} EJ-? N O � O O N O "'., (�j C'") in C'� N d' � N i M CD U 'n ' r c-� s� ; � � � � � U •r c� vi � vj x � c � � U > � �� ° o IL � � vi c � � � � U � �- C Q � � � m X w °' � � � �� .s � � � � O U � a�i � � � L U � � �� a � � ,� � o � � � � ° a�i v, a�i o f.}- -� N Q- N °�@ > �' U �, � � � � � w � � � �; �, �- � x I� L � L � O -p N .� � � O � � � (� � � � M m E W � c � � � fn W o m o � m m � '� � O c � Z � � � � N � N � 0 -p U � � C � � (n � � �•` � � � y � V > "�' L � � , � � @ � O � � Q� m (B C "� � '� V � � U O ,� � � J � vi N cn � � N Q o � � U � = � m LL � � � m O OAK GROVE BASEBALL RENOVATION TIMELINE March 2006 City Manager directs staff to prepare a list of capital projects that the Council could review in preparation of the November -� 2006 sales tax election. June 2006 Capital Projects presented to the Council included restroom facilities, paved parking lots, expansion of the CAC and improvements at the Oak Grove Baseball Complex. Council selects improvements at Oak Grove Baseball Complex. The improvements at the baseball complex were based upon the safety of the with the 20' outfield fences and the layout of the complex that initially started back in the 1960's. June 2007 Council approves a design services contract with HNTB for the renovations at the Oak Grove Baseball Complex. The initial program was to re-design and re-develop 6 of the 9 ballfields with a new restroom/concession facility. Staff contacted a design consultant regarding a budget figure and the estimate was $5 million. September 2007 Council Corps Committee selects two conceptual plans to bring forward to the Council for consideration. September 2007 Council selects one concept plan that they support for the �. project. October 2007 Staff meets with the neighborhood to present concept plan and neighborhood supports the plan. January 2008 Staff meets with the Council Facilities Committee to go over revised cost estimates of the renovations, including the 3 additional ballfields, parking on the north side of the park and sod for the fields. These improvements were recommended by the Youth Associations that use the complex. Also, staff recommends that amenities such as picnic tables, benches, trash receptacles, scoreboards, pavers, ect. be pulled from the specifications so the City can buy these direct to save dollars. January 2008 Council approves supplemental design agreement with HNTB for additional design work for the remaining 3 fields and for the pumping system to irrigate the ballfields with untreated water from Lake Grapevine. The Council Facilities Committee recommends to the Council to include all additional items in the base bid, other than the pumping system. Construction estimate is $7.7 million, not including ,.„� the pumping system for irrigation, engineering fees, tree transplanting and the amenities mentioned above. _ . . .�:.�,��»��,�...�.��. . Y. .:� _ ;��. i �,�,..� ., „�.�� .��.., Note: Staff also discussed with the Council Facilities Committee and full Council on digging the large trees at the ballfields and re-plant before the Grand Opening to have an immediate impact on the landscaping. Estimated cost is $100,000.