Title
CONSIDERATION OF REQUEST FOR PROPOSAL NO. RFP-1213-85 FOR THE ROTARY PARK PAVILION PROJECT, APPROVAL OF CONTRACT NO. K-1213-202 WITH FREDGREN QUALITY WORKS, L.C., IN THE AMOUNT OF $103,944; PERFORMANCE NO. BOND B-1213-101; STATUTORY BOND NO. B_1213-102, MAINTENANCE BOND NO. MB-1213-91, AND RESOLUTION NO. R_1213_146 AND BUDGET TRANSFER.
Body
BACKGROUND: Funding for the Rotary Park Improvements Project was approved in the Fiscal Years 2009 through 2012 Capital budgets. Included in this project was the construction of a walking trail in the park, replacement of the ball field fencing and lighting, renovation of the tennis court (fence, lights, surface, etc.), purchase of additional playground equipment, tree planting, and replacement of all park furniture. However, during the project a tornado went through the park on April 13, 2012. At that time, a large number of the mature trees were destroyed, and damage was done to some structures in the park. The picnic pavilion in the park was damaged when a large tree fell over on it. Since that time, the park structures left standing have been repaired, and City staff is waiting for the end of the current water conservation practices to re-plant the trees in the park—including the use of a $5,000 donation from the Sooner Rotary Club to the Norman Park Foundation designated for tree planting.
The Tornado Damage Repair project also accounted for repairs in Andrews Park, Frances Cate Park, Griffin Park and various parts of the Municipal Complex buildings and some road signs and other public property. Some of these items were repaired through existing maintenance accounts or existing project accounts—leaving a balance of funds available for the several park projects.
The Norman Parks and Recreation Master Plan, adopted by City Council in 2011, recommends constructing large pavilions and buildings in City parks with similar architectural style in order to make the park system more recognizable. In keeping with this goal, staff is proposing to replace the steel and wood shelter that was destroyed by the tornado in Rotary Park with a larger stone and timber structure resembling the one built in 2006 at Griffin Park. To that end, staff hired The McKinney Partnership (TMP), Architects, who designed the Griffin Park shelter to modify that design to a slightly smaller version for Rotary Park.
DISCUSSION: On 26 April and 3 May 2013, RFP No. 1213-85 for the Rotary Park Pavilion Project was advertised in the Norman Transcript. The project was also advertised in Reid Construction Data, Dodge Report and Bid News, i-SquareFoot and on e-plan. Proposals were distributed to six contractors, five of whom responded with complete proposals.
The lowest and best proposal to meet specifications was received from Fredgren Quality Works, LC. The proposals were evaluated based on the total construction cost of the project as shown in the plans from TMP Architects. The bids were submitted as a base bid for a stone and timber shelter, with four add-alternates, including an option to add stone around the outdoor grill at one end of the structure. The proposal from Fredgren Quality Works, LC had a base bid total of $102,944. Once a lowest base bid was determined, Parks and Recreation staff met with the low bidder to discuss the basic design and add-alternates, which brought the final negotiated cost for the pavilion to $103,944. The total funding available for the project is $115,005, which is a combination of the remaining balances in both the Rotary Park Improvements Project and the Tornado Damage Repairs Project.
.
RECOMMENDATION NO. 1. It is recommended that City Council approve a transfer of funds in the amount of $80,695.31 from Tornado Damage Repairs, Construction (account 050-9387-419.6101; project BG0036) to Rotary Park Improvements (account 050-9618-452.6101; project PR0095). The estimated budget for the project is $115,005.
RECOMMENDATION NO.2: It is further recommended that City Council approve RFP No. 1213-85 to Fredgren Quality Works, LC, in the amount of $103,944 as the lowest and best proposal to meet specifications for the Rotary Park Pavilion Project for the Rotary Park Pavilion Project for the Parks and Recreation Department.
RECOMMENDATION NO.3: It is further recommended that Contract No. K-1213-202, Maintenance Bond No. MB-1213-91, Performance Bond No. B-1213-101, and Statutory Bond No. B-1213-102 be approved.
.
RECOMMENDATION NO.4: It is further recommended that Fredgren Quality Works, LC be authorized and appointed as project agent for the Rotary Park Pavilion Project by Resolution No. R-1213-146.