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Home My WebLink AboutItem 10 - LibrarySTEM MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER MEETING DATE: APRIL 18, 2000 SUBJECT: AWARD OF CONSTRUCTION CONTRACT — GRAPEVINE PUBLIC LIBRARY RECOMMENDATION: City Council consider awarding to T. W. Foster, Inc. a construction contract for the Grapevine Public Library improvements in the amount of $4,624,54.7 and approving Change Order No. 1 (which funds the four alternates bid on the project) in the amount of $160,000, authorizing staff to execute said contract and change order, and appropriating $170,675 of unallocated 99 and 00 GO Bond Interest and take any necessary action. FUNDING SOURCE: BUDGET Planning/Design $ 615,000.00 8.9% Construction 4,784,547.00 69.0% Owner Direct Expenses 613,000.00 8.8% Furnishings and Signage 650,000.00 9.4% Contingency 273,030.35 3.9% TOTAL $ 6,935,577.35 100.0% Library Building Account $ 14,750.35 Acct. No. 100-48840-313-1 99 GO Bonds 1,000,152.00 Acct. No. 177-48840-010-313 00 GO Bonds 2,875,000.00 01 GO Bonds 2,875,000.00 Unallocated GO Bond Int. 67,000.00 Future GO Bond Int. 103,675.00 TOTAL $ 6,935,577.35 April 13, 2000 (8:39AM) The future GO Bond Interest amount of $103,675.00 represents interest earned from the sale and subsequent investment of the GO Bonds during the life of the library construction project. On December 5, 1998, the citizens of Grapevine approved Proposition No. 2 which allowed for the sale of General Obligation Bonds for the expansion and renovation of the Grapevine Public Library. The existing library facility contains approximately 15,000 square feet. The 38,950 square foot expansion will bring the new library facility to a total area of 53,950 square feet. The architectural firm of Phillips Swager Associates (PSA) was selected to design the expansion and renovation of the Grapevine Public Library project. On March 21, 2000, nine bids were received for the construction of the Grapevine Public Library. The base bids were as follows: T. W. Foster, Inc. $ 4,624,547 ML & Associates 4,635,000 CMPA, Inc. 4,774,000 G Ratcliff Construction 4,835,911 Frymire Company 4,860,000 R.C. Small & Associates 5,023,000 Hisaw & Associates 5,093,000 Webb General Contractors 5,227,000 Adolfson & Peterson, Inc. 5,407,000 Two of the nine base bids received were less than the Architect's Opinion of Probable Cost of $4,705,317. In addition to the base bid, bids for four alternates were also required as part of the bid package. Alternate No. 1 calls for the provision of Capual "Tuf Core" Acoustical Ceiling Tile. This is a heavier duty acoustical ceiling the specifically designed for noise reduction. The cost for this alternate is $18,864. Alternate No. 2 calls for the provision of an Acoustical Window System which is another noise reduction feature. This item calls for the removal of the existing perimeter aluminum window system and glazing. The cost for this item is $134,881. Alternate No. 3 calls for the construction of a second masonry monument sign at the east entrance of the library parking area. The base bid includes the construction of a April 13, 2000 (8:39AM) masonry monument sign at the entrance to the library from Municipal Way. The cost for this item is $5,460. Alternate No. 4 calls for the provision of a "Young Adult" neon sign. The cost for this item is $795. Alternates 1 and 2 provide noise mitigation for the proposed DFW International Airport west runway. Staff recommends the award of all four alternates. The four alternates comprise Change Order No. 1. Staff and representatives of the PSA have thoroughly researched the project history and financial conditions of T.W. Foster, Inc. Staff has visited several ongoing projects of the contractors which include American Airlines Projects and GCISID projects. Staff has also visited with owners' representatives of numerous completed projects and has not found anything which indicates that the low bid of T.W. Foster, Inc, should be rejected. Attached, please find a letter from PSA dated April 7, 2000 regarding the award of the contract to T.W. Foster. Construction time for this project is 390 days. Staff recommends approval. RHP\JLH April 13, 2000 (10:06AM) rmmTWAW_.', PSA DALLAS ` Mr. Robert Price Director of Internal Services City of Grapevine, . P,p, Box 95104 Grape*vine, Term$ 76099 9'e: Qrapevine Public Libray Qrapevine;Texas 76051 PSA project No, 41.95 00 Dear Bob X10.041 P. 2/9 Phillips Swager Associates On March 21,2000, at 2,00 pm, the bids for the new Grapevite Public 1.ibmy Frere publicly opened an4 read, The attached bid tabulation ==wrizes the nine bids that were received. The bids Ore co4*cd of'the base bid and the four 444 alternates, Based on the base bid, the low bid of $4,624,547.00 was received from T, W . Faster, lap, The second low base bid of $4,635,000.00 and the Third low base bid of $4,774,000.00 Were received from ML & Associates and OMPA, Inc:, respectively.. The difference between the first and third lowest bidders is 91149,453.00. This is approximately a 3.1 % difference and ir1'dicates a close bid. We have reviewed the references of T,W Poster Inc,, and both owners aad architegts were generally very positive. They st=d ti c T.W Vos;;er is a corrtpeteut, ditigeut and haiiea Cautractvr , and would not 4= tats to work with theme again. Wd have an4ched these, comments ;For your reyri.eW, Any 9e4ff4tive continents tended to focus on conditions specific to a particular •prgject such as iiaeMcieryt Field Supervi$ion, (please refer t4 Referetce No.6 UL Architects) or the Contractor falling behind on the project Schedule during construction, . although the project was completed an time,(please refer to `Reference No.3, HH Architects, Inc), We are currently working with MMI,, Associates on two projects, the City of Highland Village Municipal Complex and Ortbofm New Office and Manufacturing Facility. They have. provided con$pruction services to our clients , in a timely and prof6s5iqnal manni r and we have developed a strong wpr" relationship with theta over the last two years, Our experience whet ML Associates is extremely positive and we will be disappointed when the two projects come to a close. ' Since the overall response is favo "cable, PhMips Swager Asociates has no objections to you awarding the contract for the exp=sion of the Grapevirie Public Library to either T,W: Foster, Inc. or ML Associates. PIP -ase do not hesit4te to call if'you hove any questions regarding this matter. Sincerely,, P $ WAGI?R A5S.QC1AT:FS Dirk M. Dalhausser, AIA Senior Associate A4achment XA4195=0nlS rotor leper of Rec 4 7 OO.wpd 7957 R1mMo+' RU:)d, 4uitr 070 • � ��11:).,'1'x ;5'37-:,.yU2 A)'Cltitec,CS (214) 699-nu3 Eri�t)leer t tl•1) 6v4 -a1 ip Fax Pjmalers olticos in i1Cv,rla, ('11w.1go, 111inuls'd: Washingion, D.C, Received Apr -07-2000 08:34pm From -214 882 8118 To -CITY OF GRAPEVINE Pane 002 Vis. ... �.a= GENERAL GOVERNMENT CAPITAL PROJECTS Library Expansion PROJECT DESCRIPTION Renovation of the existing 15,000 square foot Library facility with a 37,950 square foot addition. The finished Library will be 52,950 square feet. This expansion will provide for a larger Children's and Youth areas, expanded Genealogy section, larger collection of books and audio/video materials, expanded programming space, more computer and study areas, and more patron parking. PROJECT SCHEDULE Be in End Planning Oct -98 May -99 Design May -99 May -00 Construction Jun -00 Sep -01 FISCAL IMPACT IMPACT ON OPERATING BUDGET Operating budget impact includes additional full- and part-time staffing, additional supplies and equipment, routine cleaning of the facility with the possibility of part-time day porter service, new plants throughout the facility, plant maintenance, pest control services, utilities, and general maintenance costs. Projected Annual Oper6tin Impact FY -99 ! FY -00 lFy-ot FY -02 Budget t Planned - Planned Planned FY -03 Planned Totats Tota! Project LTD 1 Budget Planned Project Expenses 09/30/98 FY=00 FY -01 FY -02 FY -03 FY -04 Cost . Planning 14,750 0 110,9101 219,920 Capital Outla 41,500 14,750 Design 79,724 450,000 70,276 $7110;544 600,000 Construction 350,000 4,434,547 4,784,547 Owner Direct Expenses 25,000 588,000 613,000 Furnishings & Signage 650,000 650,000 Contingency 50,000 223,280 273,280 TOTAL: $94,474 $875,000 $5,966,103 $0 $0 $0 $6,935,577 Funding Source 14,750 0 14,750 General Fund 1999 GO Bonds 79,724 875,000 45,428 1,000,152 2000 GO Bonds 2,875,000 2,875,000 2001 GO Bonds 2,875,000 2,875,000 Unallocated GO Bond Interest 67,000 67,000 Future GO Bond Interest 103,675 103,675 TOTAL: i $94,474 $875,000 $5,966,103 $0 $0 1 $0 $6,935,577 IMPACT ON OPERATING BUDGET Operating budget impact includes additional full- and part-time staffing, additional supplies and equipment, routine cleaning of the facility with the possibility of part-time day porter service, new plants throughout the facility, plant maintenance, pest control services, utilities, and general maintenance costs. Projected Annual Oper6tin Impact FY -99 ! FY -00 lFy-ot FY -02 Budget t Planned - Planned Planned FY -03 Planned Totats Personnel Expenses 92,400 109,500 201,900 Supplies 77,200 29,200 106,400 Maintenance 30,662 32,662 63,324 Services I I 1 1 109,0101 110,9101 219,920 Capital Outla 41,500 83,5001 125,000 Total 1 $0 $0 $0 $3! tgJ772 $36W721 $7110;544