Title
CONSIDERATION OF REQUEST FOR PROPOSAL RFP-1516-42, APPROVAL OF CONTRACT K-1516-120 WITH WAGGONERS MECHANICAL SERVICES, L.L.C. IN THE AMOUNT OF $143,121; PERFORMANCE BOND B-1516-74, STATUTORY BOND B-1516-75, AND MAINTENANCE BOND MB-1415-59 FOR THE AIR CONDITIONING FOR THREE GYMNASIUMS PROJECT AND ADOPTION OF PROJECT AGENT RESOLUTION R-1516-93 AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS.
.Body
BACKGROUND: The Fiscal Year Ending 2015 Capital Improvement Budget included funding for the addition of air conditioning in the gymnasiums at Whittier, Irving and 12th Avenue Recreation Centers. This project is for installation of “cool air-only” systems at each location, as each facility already has heaters in their gym spaces. The gyms are used extensively year-round for basketball leagues, volleyball leagues, after-school programming, sports camps, summer camp programming, adult fitness and sports classes and leagues and as a rental facility for weddings, parties and various dances and large group meetings. There have been several recent upgrades at each facility which have greatly increased the look and usability of our recreation centers, such as new gym flooring, remodeled restroom and concession facilities and new bleachers in the gyms.
There was also a project approved in Fiscal Year Ending 2015 for the Westwood Pool Tank and Pump replacement project. This was originally requested as a project that would replace the water slide tank and several of the water and chemical pumps at the pool, along with an extensive re-construction of the existing plumbing in the pump room to make the space safer to work in and to repair old plumbing that was in danger of failing. The slide tanks and pumps were replaced before summer 2015; however, the plumbing was not renovated at that time, since we were preparing for the Norman Forward vote, which included totally replacing the Westwood Swim Complex as a top priority. After the Norman Forward package was approved by voters, the Westwood Pool replacement project was started. A design team is currently working on the new facility construction documents, which will be let for bid this spring. The funds remaining in the FYE2015 replacement project have been identified as a possible funding source that could supplement the budget requested for the Recreation Center Air Conditioning Project, if needed.
DISCUSSION: On 8 and 15 January 2016, RFP Number 1516-42 for the Air Conditioning for Three Gymnasiums Project was advertised in the Norman Transcript. The project was also advertised in Reid Construction Data, Dodge Report, CMD, Bid News, i-SquareFoot and on e-plan. Bid Documents were distributed to five contractors, four of whom responded with complete bids.
Proposals were received on February 12, 2016 (Proposal Tab attached). The lowest and best proposal to meet specifications was received from Waggoners Mechanical Services, LLC. The proposals were evaluated based on the total costs for installation of the new air conditioning systems as described in the RFP. The proposal for the project from Waggoners was $143,121, which is $23,214 above the available budget; however, there is a balance of over $89,000 in the Westwood Pool Tank and Pump Replacement Project which will not be needed, as discussed above. A portion of the funds remaining in this project will be used this spring to clean and re-paint the existing pools as needed to make them ready for a short season of use in summer, 2016. We are requesting that the funds projected to remain from the Westwood Pool Project be transferred to the Recreation Center Air Conditioning Project. Part of these funds will be used to cover the balance of the contract award to Waggoners. Other funds will be used to pay for installation of fencing around the new air conditioning units at the gymnasiums after they are installed (estimated at $15,000). We will also use funds to cover the costs of upgrades to the centers’ electrical service as needed (estimated at $30,000). These items were not a part of the RFP #1516-42, and will be done by other contractors and/or city staff, whichever is most cost effective.
RECOMMENDATION 1: It is recommended that Request for Proposal RFP 1516-42 be awarded to Waggoners Air Conditioning, LLC, in the amount of $143,121 for the Air Conditioning for Three Gymnasiums Project for the Parks and Recreation Department, and that Contract K-1516-120, Performance Bond B-1516-74, Statutory Bond B-1516-75, and Maintenance Bond MB-1516-59 be approved.
RECOMMENDATION 2: It is further recommended upon approval of RFP 1516-42 that Waggoners Mechanical Services, LLC be authorized and appointed as project agent for the Air Conditioning for Three Gymnasiums Project by Resolution R-1516-93.
RECOMMENDATION 3: It is recommended that the City Council approve the transfer of $70,000 from Westwood Pool Tank and Pump Replacement Project, Materials (Capital Fund, account 050-9374-451.63-01; project PR0142) to Recreation Center Air Conditioning, Construction (Room Tax Fund, account 023-9321-451.61-01; project RT0079) to allow completion of the Air Conditioning for Three Gymnasiums Project as described above.