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HomeMy WebLinkAboutWS Item 01 - Dove Pool and Bathhouse RenovationMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: • RUMBELOW, MEETING DATE: SEPTEMBER 3, 2013 SUBJECT: WORKSHOP — RECAP OF THE 2012 -13 DOVE POOL AND BATHHOUSE RENOVATION PROJECT AND THE 2006 -09 OAK GROVE BALLFIELD COMPLEX RENOVATION PROJECT At the August 6 City Council meeting, City Council requested more information on the expenditures and design of the Dove Pool project. Subsequently, Councilwoman Spencer asked for similar information on the Oak Grove Ballfield project that was completed in 2009. Attached are timelines for both projects and the financial information on the Dove Pool and Bathhouse. Staff is still in the process of preparing financial information on the renovation of the Oak Grove Ballfield Complex which was not complete in time for packet delivery and will be presented at the Council Workshop. Many of the ballfield amenities that were in the construction contract were pulled out of the contract to save money on the project as these items were ordered directly by the city with no middleman. Thus, staff wanted to make sure that all amenities were accounted for in the overall budget presented to Council on Tuesday. DOVE POOL AND BATHHOUSE RENOVATION SEPTEMBER 3, 2013 February 2012 Workshop — Council discusses Quality of Life projects for 2012, including renovations of Dove Pool and Bathhouse. April 2012 Council approves contract with Water Technologies Inc. for design and construction administration services for the renovation of Dove Pool in the amount of $157,500. June 2012 Workshop — Council selects one of two concepts plans of the renovation of Dove Pool July 2012 Council approves contract with Water Technologies Inc. for the design of the renovation of the Dove Bathhouse in the amount of $43,500. August 2012 Facilities Committee — Discussed floor plans and exterior /interior treatments for Dove Bathhouse. October 2012 Council approves a resolution awarding a contract to JC Commercial Inc. for Dove Pool and Bathhouse renovations in the amount of $2,710,977. January 2013 Council awards quote for a new public sound system for Dove Pool to Epicenter Productions in the amount of $26,385.80. February 2013 Workshop — Council discusses parking enhancements for Dove Park. July 2013 Council approves Change Order #1 with JC Commercial, Inc. for the renovations at Dove Pool and Bathhouse in the amount of $111,412.66. COUNCIL WORKSHOP DOVE POOL AND BATHHOUSE CHANGE ORDER SEPTEMBER 3, 2013 Note: Change Order approved by the Council on July 16, 2013 Color upgrade for water walk columns 815.55 Site communications conduit and cabling 11,466.79 Pool equipment building — demo roof 2,290.89 Pool equipment building — replace doors, frames, etc 13,326.30 Level concrete slab in bathhouse 5,387.88 Added pilings for Pool Equipment Building 2,690.61 Masonry modifications — bathhouse and equipment bldg. 9,058.39 Pool tile upgrade 1,604.80 Bathhouse exterior lighting upgrade 11,638.99 Repair of existing pool walls 14,271.01 Site communications conduit from Pool Equipment Bldg. 1,952.79 Replace roof on Pool Equipment Building 9,589.50 Landscape deduction around slide (4,763.45) HM hardware changes 168.37 Pool safety ropes 2,838.89 Replace two existing windows in office 4,215.29 Plaster knock -down finish 1,554.58 Add steel columns in bathhouse office 3,886.44 North fence height increase and retaining wall 15,545.76 Epoxy floor — add glass beads for safety 3,604.22 Change lifeguard room signage 269.06 TOTAL $111,412.66 :• TOTAL •- •% COUNCIL WORKSHOP 1 A 1AK GROVE SEPTEMBER 3,2013 November 2006 Citizens approve a sales tax increase that created the Quality of Life Fund. One of the projects promoted in the sales tax election was the renovation of the Oak Grove Ballfield Complex. June 2007 Council approves a design contract with HNTB in the amount of $395,743 for renovations at the Oak Grove Ballfield Complex. The initial program was to re- design and re- develop 6 of the 9 ballfields with a new restroom /concession facility. September 2007 Council Corps Committee selects two conceptual plans to bring forward to the Council for consideration. September 2007 The Council selects a concept plan that they support for the project. October 2007 Staff meets with the neighborhood to present the concept plan selected by the Council and the neighborhood supports the plan. January 2008 Staff meets with the Council Facilities Committee to go over the cost estimates for renovations, including the remaining three 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, etc. be pulled from the specifications so that the City can purchase these direct to save dollars. January 2008 Council approves a supplemental design agreement with HNTB in the amount of $143,705 for additional design work for the remaining three ballfields 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. The construction estimate is $7.7 million, not including the pumping system for irrigation, engineering fees, tree transplanting and the amenities pulled from the specifications listed above. Staff also discussed with the Council Facilities Committee and full Council the digging of the large trees at the ballfields and replanting of the trees prior to the opening of the complex. The estimated cost of this was $100,000. May 2008 HNTB provides a letter to the City of why the bids received for construction were higher than their estimates (Please see attached letter) May 2008 Council approves base bid and alternates 1 through 5 and Change Order deduct #1 with Workman Commercial Construction. The total amount is $8,496,280. July 2008 Council approves public art for the ballfield complex. Estimated amount was $60,000. August 2008 Council approves a contract for the purchase and installation of turf grass with King Ranch Turf Grass in the amount of $245,000. September 2008 Council approves Change Order #2 with Workman Commercial Construction for the pumping system for irrigation in the amount of $833,935.48. September 2008 Staff goes over several recommended improvements at the Oak Grove Soccer Complex with the Council including new paved parking lots and road, new restroom facility and playground improvements. Estimated cost of these improvements was $824,890. October 2008 Council Facilities Committee meets to discuss exterior treatments for the restroom facility at the Oak Grove Soccer Complex. The committee also discusses the new signage for the Oak Grove Ballfield and Soccer Complexes. October 2008 Council approves the purchase of play equipment from Recreation Consultants in the amount of $106,747 for the Oak Grove Soccer Complex. November 2008 Council Facilities Committee meets to discuss the exterior treatments for the new restroom /concession facility at the Oak Grove Ballfield Complex and signage for both complexes. November 2008 Council approves a contract with CXT Precast Products for a new restroom facility for the Oak Grove Soccer Complex in the amount of $172,111. November 2008 Council approves a contract with CXT Precast Products for a new restroom facility at the Oak Grove Ballfield Complex (Fields H & 1) in the amount of $44,779.25. The Grapevine Youth Baseball and Softball Association has reimbursed the City for this restroom. November 2008 Council approves the purchase and installation of light fixtures and electrical circuits for the Oak Grove Soccer parking lots and restroom facility with NEMA 3 Electric in the amount of $35,070. December 2008 Council approves purchase of a lightning prediction system with Thor Guard in the amount of $20,780. July 2009 Council approves a resolution to ratify the purchase of amenities for the Oak Grove Ballfield Complex in the amount of $1,265,106 and for approval of Change Order #3 for improvements at the Oak Grove Ballfield Complex and the Oak Grove Soccer Complex with Workman Commercial Construction in the amount of $1,163,243.57. (Please see attached list of items approved.) October 2009 City receives $60,000 from design consultant HNTB for claims related to inadequate design of certain amenities at the complex. August 2010 City receives $50,000 from Baylor Health Care System for improvements at the awards plaza at the complex. HNTB corporation 5910 W. 2001 Bryan Street Telephone m le (21 4) 748-8400 The HNTB Companies Suite 100 Engineers Architects Planners Dallas , TX 75201 www.hntb.com s [a- ;: 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 Doug: We are writing this letter to address two areas of interest related to the above referenced project. The areas of interest include apparent low bidder qualifications and construction cost overrun. Apparent Low Bidder Qualifications 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 Commercial 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 ballfield construction. We are awaiting project references on the Landscape Contractor for information on their ballfield experience. • In a meeting with Workman Commercial we discussed the spread between their low bid and the next 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. Page 2 of 2 Construction Cost Overrun In this period of rapid cost escalation on construction materials and the cost increases associated with rapid rise in the cost of fuel it makes predicting what the cost of the project will be several months down the road almost impossible. The budget estimate we prepared on January 10th, 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 $9,750,000. We have reviewed Workman Commercials budget breakdown and have identified the following major cost increases; • Storm drainage .....................$ 142,000 • Earthwork ............................$ 237,000 • Maintenance Building .............$ 90,000 • -Restroom /Concession Bldg ...... $ 108,000 • Balifield Lighting ....................$ 123,000 • Pedestrian Lighting ................$ 181,000 • Landscaping .........................$ 93,000 • Seeding /Plugs .....................:.$ 146,000 • Shade Canopies ....................$ 275,000 • Suspended Slab ....................$ 125,000 TOTAL $1,520,000 We are still in the process of investigated why each of these had such a significant jump from our January 10 budget estimate but we do have explanations for the following cost escalations; 1. Storm Drainage — The cost of HDPE pipe, concrete pipe and PVC pipe has an increased between 17 and 22% since the estimate 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. Landscaping — The main reason there was an increase in the cost of this item is because the planting plan was completed after the January 10 estimate was prepared. 5. Seeding /plugs — In the January 10 estimate we estimated that all the common areas were to be grassed using a grass seed approach. After the estimate was completed the decision was made to plug all these areas with buffalo 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 earthwork 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 o.MI •- • Oak Grove Soccer Improvements • Paved parking lots, lighting, landscaping /irrigation electrical, sewer & water to the new restroom facility • Fence around perimeter of the irrigation pond Support for Public Art • Pavers, rockwork, electrical and lighting for public art FIELD CHANGES &ADDITIONS DURING CONSTRUCTION • Improvements to Fields H & I • Additional trellis above Field H • Additional site demolition — removal of old asphalt • CMU Block — Maintenance Building • Small restroom utilities /rockwork • Security fence & pipe and rail fence along entrance • Additional boulders and stonework • Building windows, louvers & counter in umpires room • Additional landscaping, hydromulch, grass & trees • Additional concrete walks & pads • Stone walls around Live Oak Trees • Retaining wall near batting cage • Paint existing restroom facility • Change Order deduct ITEMS NEGOTIATING WITH HTB • Pond clay liner • Utility items /sewer lift station TOTAL ORDER WITH WORKMAN • - t •• .:• # 189,183.63 38,991.74 14,995.00 27,745.69 17,286.55 32,220.09 42,581.94 28,105.34 33,195.03 36,989.00 49,170.14 24,665.84 2,266.00 (133,088.56) 1111--m-TA-ml June 29, 2009 (10:38AM) -- Amen! Ballfield Lights Walkway and wall pavers Playground Equipment Tables, benches & trash cans Tree Moving Project Soil Testing, Survey & TDLR TOTAL Vendor Musco Pavestone (1) Landscape Structures Paul E. Allen Co. Tree Preservation Fugro Method Cost Buy Board $771,322.00 Unique Sole Source 59,541.74 Buy Board 120,346.50 Sole Source 121,551.00 City. Contract 125,904.00 Prof. Service 66.441.25 shape (1) Pavestone — local vendor provided made-to-order pavers in and color and provided steep - Change Order Number 3 — Workman Commercial At the July 15, 2008 Council Meeting, the Council approved a piece of public art for the Oak Grove Ballfield Complex. Included in the Change Order with Workman Commercial is the pavers, rockwork, electrical and lighting for the public art. At the September 2, 2008 Council meeting, the Council approved Change Order Number 2 which included the irrigation pond and pumping system. At that time, the Council requested that a fence be installed around the perimeter of the pond. The fence is included in this change order. At the September 16, 2008 Workshop, the Council gave approval for improvements at the Oak Grove Soccer Complex. The improvements included paved parking lots, irrigation and landscaping for the traffic islands in the parking lots, lighting for the parking lots, a new restroom facility and new play equipment for the complex. Most of these improvements are included in this change order. During the construction at the complex, staff made several field changes that are a part of the change order. One of the major field changes was the addition of new backstops for Fields H & I. During the installation of the drainage lines behind the old backstops, the depth of the drainage lines were below the footings of the wall of the backstop. The backstop fencing was located in the walls. Once this was determined, staff made a decision to replace the old backstops with backstops that were used on all the other fields at the complex. Staff also included fencing to secure the ballfield complex as this was not in the original bid. Another item that staff added was a trellis near the old restroom facility similar to the other two trellises at the complex. This new trellis provides a very scenic overlook of Fields H & I and Lake Grapevine and ties in this particular area of the complex to the rest of the complex. At the November 18, 2008 meeting, the Council approved a new restroom facility for the complex. The Grapevine Youth Baseball Association agreed to reimburse the City for the restroom facility. However, utilities needed to be installed for the restroom facility and staff added rock to the base of the new restroom facility as well as the old restroom facility to make them look like the new restroom /concession /scorekeeper buildings. These are included in the change order. July 1, 2009 (12:29PM)