Title
Consider a memorandum/resolution awarding Bid No. 22-40, Conder Park Playscape and Shade Structure with Tile Surface Project #20.06A-2, to Heartland Park & Recreation, LLC in the amount of $327,569.
Summary
DATE: October 4, 2022
TO: Kent Cagle, City Manager
FROM: Heather Buller, Recreation Services Interim Executive Director
SUBJECT: Award Bid #22-40 Conder Park Playscape and Shade Structure with Tile Surface
BACKGROUND AND FINDINGS:
During the FY2021/ Program Year 2020-21 budget process, Recreation Services was allocated $753,190.67 of Community Development Block Grant (CDBG) (Ord. 20-047) funds to be used for improvements to Conder Park located at 810 Conder Street. Impacts from the Coronavirus have put this project bidding on hold until August 14, 2022, when the project bidding process was advertised for bid. The element of installation for the new playground includes a shade structure over a new playscape with a tile surface which will include subgrade preparation, base course, play equipment, shade structure, and tile surface installation. This new installation will meet all requirements of the Americans with Disabilities Act, as amended (ADA).
The project was advertised in the Killeen Daily Herald, Negometrix, Demand Star/City Bids page, State Business Daily, and the bid notice was sent to the Central Texas Chapter of Associated General Contractors (Centex AGC); the AMTEK Information Services (Amtekusa); Bidders’ Resource Inc; Construction Software Technologies, Inc. (iSqFt); and Virtual Builders Exchange, LLC (BXTX), on August 14 and 21, 2022. Bidders were to bid one lump sum for project as specified.
A pre-bid meeting was held at the project site on Tuesday, August 23, 2022, with three (3) bidders attending. Two (2) Addenda were issued, and bids were due by 2:00 p.m. September 6, 2022. The bid opening was held at 2:15 p.m. via Zoom meeting platform; there were five (5) attendees consisting of City Staff from Purchasing and Community Development, HCS, Inc. and Heartland Park & Recreation, LLC.
Two (2) bids were submitted for this project as follows:
|
Bidder Name |
City |
State |
Amount bid |
Conditions, if any |
|
Heartland Park & Recreation, LLC |
White Oak |
TX |
$327,569 |
NA |
|
HSC Inc. Commercial General Contractor |
Waco |
TX |
$382,500 |
NA |
One bid received is within the available estimated project budget for this portion of the Conder Park improvements: Heartland Park & Recreation, LLC of White Oak, Texas.
THE ALTERNATIVES CONSIDERED:
1. Do not accept any bids.
2. Award the bid to the lowest responsible bidder from bids submitted.
Which alternative is recommended? Why?
Alternative 2 is recommended, award the bid to the lowest responsible bidder, Heartland Park & Recreation, LLC, to allow for completion of the Conder Park Playscape and Shade Structure with Tile Surface.
CONFORMITY TO CITY POLICY:
This process conforms to City Procurement Policy and Federal Procurement Standards associated with U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) funding.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The fiscal impact is limited to the available amount of CDBG funding from FY2021 (CDBG Program Year 2020-2021) and will be expensed during Fiscal Year 2023. No future financial impact.
Is this a one-time or recurring expenditure?
This will be a one-time expense.
Is this expenditure budgeted?
Yes, funds are available in the Community Development Block Grant Fund account 228-3250-426.50-86, project code 19C023 for $178,397.89 and project code 20C023 for $149,171.11.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes. This total expenditure will require $327,569.00 provided by Killeen Community Development Block Grant (CDBG). Each project payment will be paid proportionately to the total amount of funding invested, e.g., 100% CDBG until all funds are expended on project completion.
RECOMMENDATION:
Award Bid #22-40 Conder Park Playscape and Shade Structure with Tile Surface Project #20.06A-2, to Heartland Park & Recreation, LLC of White Oak, Texas in the amount of $327,569 for the Conder Park improvements from FY2021/PY 2020-21 CDBG funds with payments made to the contractor proportionately to the amount of funding invested and authorize the City Manager or designee to execute change orders in an amount allowed under state and local law.
DEPARTMENTAL CLEARANCES:
Purchasing, Finance
ATTACHED SUPPORTING DOCUMENTS:
Bid Tab
Agreement
Certificate of Interested Parties