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HomeMy WebLinkAboutItem 11 - Landscape EnhancementsFROM: • RUMBELOW, CITY , , MEETING DATE: OCTOBER 18, 2016 SUBJECT: CONSIDER APPROVAL FOR THE AWARD OF RFB 438-2016 FOR SH114 LANDSCAPE ENHANCEMENTS PROJECT PHASE II, AUTHORIZE THE TRANSFER OF FUNDS AND ADOPTING THE APPROPRIATION ORDINANCE City Council to consider approval for the award of RFB 438-2016 to Apex Landscape & Irrigation, LLC for the SH114 Landscape Enhancements Project Phase II, authorize the transfer of funds, and adopt the appropriation ordinance. FUNDING SOURCE: Upon approval of the attached appropriation ordinance, $1,094,712.58 will be available in the Grants Fund. 1--meI:lel:Z�l>rli<li li Phase I of the Connector landscaping project is almost complete. The Parks and Recreation Director will be present at the meeting to review the work done thus far and to update Council on the status of future phases to complete the overall plan previously reviewed with the City Council. Phase II is the section of SH 114 between Main Street and Texan Trail is one of the most visible areas along the corridor. The addition of landscaping will enhance the appearance of Grapevine as evidenced by the quality and reception by the public who have commented to the City on Phase I. Since we are almost done with Phase 1 it is now time to consider approval of Phase 2 to keep this project moving. Of the total cost for this phase $1,094,712.58, the amount already programmed is $833,903 which is made up of TxDOT Grant funds and prior year funding from the Quality of Life Fund. The amount of new funding needed, $260,890.58, is recommended to be paid from Tree Mitigation Fund ($209,000) and an additional $51,809.58 from the Quality of Life Fund. The City of Grapevine has received funding for Phase 1, II, & III. The project is funded by The Federal Highway Administration (FHWA) and TxDOT Green Ribbon program. The Green Ribbon program provides no allowances for cost overruns; therefore, the City will cover any cost overruns that may arise. Bids were taken in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). The bid was advertised in the Fort Worth Star Telegram on August 4 and 11, 2016. It was also posted on the Texas Electronic State Business Daily. 673 vendors were electronically notified of the bid through the eBid system. 25 vendors opened and viewed the bid with 4 vendors submitting bids. The bid was opened publicly on August 26, 2016 at 2:00 p.m. Based on the evaluation by Purchasing, TxDOT and the PARD staff, Apex Landscape & Irrigation, LLC is the lowest responsible and responsive bid. The bid price seems to be fair and reasonable for this type of project. The bid tabulation is attached. Staff recommends approval. "TABULATION STATEMENT" ALL BIDS SUBMITTED ARE REFLECTED ON THIS BID TAB SHEET. HOWEVER, THE LISTING OFA BID ON THIS SHEET SHOULD NOT BE CONSTRUED ASA COMMENT ON THE RESPONSIVENESS OF SUCH BID OR AS ANY INDICATION THAT THE CITY ACCEPTS SUCH BID AS RESPONSIVE. THE CITY WILL MAKE A DETERMINATION AS TO THE RESPONSIVENESS OF BIDS SUBMITTED BASED UPON COMPLIANCE WITH ALL APPLICABLE LAWS, CITY OF GRAPEVINE PURCHASING GUIDELINES, AND PROJECT DOCUMENTS, INCLUDING BUT NOT LIMITED TO THE PROJECT SPECIFICATIONS AND CONTRACT DOCUMENTS. THE CITY WILL NOTIFY THE SUCCESSFUL BIDDER UPON AWARD OF THE CONTRACT AND, ACCORDING TO LAW, ALL BIDS RECEIVED WILL BE AVAILABLE FOR INSPECTION AT THAT TIME. Page 1 of 1 •'� AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS; APPROPRIATING $1,094,712.58 TO THE GRANT FUND FOR STATE HIGHWAY 114 LANDSCAPE ENHANCEMENTS; APPROPRIATING $51,809.58 IN THE QUALITY OF LIFE FUND AND TRANSFERRING $535,712.58 FROM THE QUALITY OF LIFE FUND TO THE GRANT FUND; AND APPROPRIATING $209,000.00 IN THE TREE MITIGATION FUND AND TRANSFERRING $209,000.00 FROM THE TREE MITIGATION FUND TO THE GRANT FUND DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine is making landscape improvements for State Highway 114; WHEREAS, the funding for this project has a reimbursable portion through the approved Local Advance Funding Agreement with the Texas Department of Transportation; WHEREAS, the City's portion will be appropriated from the Quality of Life Fund for Fiscal Year 2017; and WHEREAS, approval of this ordinance will make these total project funds available for State Highway 114, Phase 11 in the Grant Fund Account 113-48810-312-15-0041 (TxDOT Green Ribbon Program) in the amount of $1,094,712.58; and WHEREAS, all constitutional and statutory prerequisites for the approval of this ordinance have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this ordinance is in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated herein above are true and correct and are incorporated herein by reference, as if copied in their entirety. Section 2. That the City Council hereby appropriates $1,094,712.58 to the Grant Fund for the total project phase 11 landscape funding. Section 3. That the City Council hereby appropriates $51,809.58 in the Quality of Life Fund and transfers an amount of $535,712.58 from the Quality of Life Fund to the Grant Fund; Section 4. That the City Council hereby appropriates $209,000.00 in the Tree Mitigation Fund and transfers an amount of $209,000.00 from the Tree Mitigation Fund to the Grant Fund; and Section 5. That this ordinance shall take effect immediately upon passage by the City Council of the City of Grapevine, Texas. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 18th day of October, 2016. UNWROW"I William D. Tate Mayor ATTEST: Tara Brooks City Secretary John F. Boyle, Jr. City Attorney Ordinance No. 2