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CONSIDERATION OF REQUEST FOR PROPOSAL NO. RFP-1314-41, CONTRACT NO. K-1314-116 WITH SHAW CONTRACTING, INC., IN THE AMOUNT OF $143,000; PERFORMANCE BOND NO. B-1314-72; STATUTORY BOND NO. B-1314-73, MAINTENANCE BOND NO. MB-1314-74, AND PROJECT AGENT RESOLUTION NO. R-1314-96 FOR THE ANDREWS PARK PAVILION CONSTRUCTION PROJECT, ACCEPTANCE OF A DONATION FROM ASSISTANCE LEAGUE OF NORMAN IN THE AMOUNT OF $56,000, AND BUDGET APPROPRIATION.
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BACKGROUND: The City Council adopted the 2009 Parks and Recreation Master Plan in November, 2009, which included several recommendations for city-wide improvements to the parks. The number one recommendation from the Master Plan was to renovate the existing parks. Andrews Park was one identified with a high priority for renovation and updating.
During the Fiscal Year Ending 2014 Capital Budget process, City Council approved funding for the Andrews Park Pavilion Construction Project. This project is for the installation of a new stone and timber rental shelter at Andrews Community Park. The project was proposed in response to a request from the Norman Assistance League to help fund a project to celebrate their 40th Anniversary of service in Norman.
In August, 2012, Norman citizens approved a package of transportation projects to be funded through a General Obligation Bond referendum. By doing this, there was a substantial amount of funds that were already programmed in the City's 5-year Capital Improvements Plan that were "freed up" for other projects at the direction of the Council. At a Capital Budget Study Session on February 26, 2013, City Council discussed making some of those savings available for park improvement projects, in accordance with the 2009 Master Plan recommendations. Those discussions led to the re-programming of some of the funds that were previously approved for transportation project improvements to be used for park improvements, by Council's adoption of the fiscal year 2013-2014 Capital Improvements Budget and Capital Improvements Plan for fiscal years ending 2015-2018.
DISCUSSION: On 20 and 27 December, 2013, Request for Proposal No. RFP-1314-41 for the Andrews Park Pavilion Construction Project was advertised in the Norman Transcript, Southwest Construction News, Bid News, e-Plan, i-squarefoot, and Dodge Report. Requests for proposals were distributed to six contractors, five of whom responded with complete proposals.
The lowest and best bid to meet base bid specifications was received from Shaw Contracting in the amount of $143,000, which will pay for the construction of the shelter, as designed by The McKinney Partnership Architects. The Assistance League has pledged $56,000 towards the project construction, with plans to dedicate the shelter at this year's Mayfair. The 2014 Capital Budget includes a $20,000 line-item for the Andrews Park Pavilion Construction Project. Part of that funding has been used to pay for a geotechnical engineer's report on the site and for advertising the project for bid; which leaves a balance of $18,800 in the current funding. Also, the project will include picnic tables, grill and trash cans for the new pavilion and the final sod work around the site, once it is built. Staff would also like to include a plaque commemorating all of the community support that we have received from the Assistance League over the years. All of these items combined will add another estimated $9,500 in project costs. The remaining project costs are now estimated to be $152,500. Current funding available (including the pledge from the Assistance League) is $74,800. The remaining project costs of $77,700 are requested to be appropriated from Capital Fund balance.
RECOMMENDATION 1: Accept a donation from The Assistance League of Norman in the amount of $56,000 to be receipted into Donations/Organization (revenue account 050-0000-365.13-73).
RECOMMENDATION 2: Appropriate $56,000 from Donations/Organization (account 050-0000-365.13-73) and $77,700 from the Capital Fund Balance (account 050-0000-253.20-00) to Andrews Pavilion, Construction (account 050-9050-452.61-01; project PR0139)
RECOMMENDATION 3: It is recommended that Request for Proposal No. RFP-1314-41 be accepted and awarded to Shaw Contracting in the amount of $143,000. It is further recommended that Contract No. K-1314-116, Performance Bond No. B-1314-72, Statutory Bond No. B-1314-73, and Maintenance Bond No. MB-1314-74 be approved
RECOMMENDATION NO. 4: It is further recommended that Shaw Contracting be authorized and appointed as project agent for the Andrews Park Pavilion Construction Project by Resolution No. R-1314-96.