Title
Consider a memorandum/resolution awarding Bid No. 22-37, AA Lane Park Playscape and Shade Structure with Tile Surface Replacement Project #20.07-1, to Heartland Park & Recreation, LLC in the amount of $140,178.
Summary
DATE: October 4, 2022
TO: Kent Cagle, City Manager
FROM: Heather Buller, Recreation Services Interim Executive Director
SUBJECT: Contract Award Bid #22-37 AA Lane 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 AA Lane Park located at 400 S. 48th 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). This project includes principles of a “Complete Park System”: shade and amenities. In addition, this project aligns with Parks Master Plan - Park Improvements; action number PI20 “Continue the incremental investment to improve AA Lane Park”
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 four (4) bidders attending. One (1) Addenda was issued, and bids were due by 2:00 p.m. August 31, 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., Amtek Austin, and Sara Gaspar.
Two (2) bids were submitted for this project as follows:
|
Bidder Name |
Bid Amount |
|
Heartland Park & Recreation LLC. |
$140,178.00 |
|
HCS Inc. Commercial General Contractor |
$263,200.00 |
One bid received is within the available estimated project of $145,000.00 for this portion of the AA Lane Park improvements: Heartland Park & Recreation, LLC of White Oak, Texas.
THE ALTERNATIVES CONSIDERED:
Option 1 - Award the bid to the lowest responsible bidder from bids submitted.
Option 2 - Do not accept any of the bids and continue seeking qualified bidders.
Which alternative is recommended? Why?
Award the bid to the lowest responsible bidder, Heartland Park & Recreation, LLC to allow for completion of the AA Lane 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 under Project Code 17C022 $393.20 and Project Code 19C022 $139,784.80 with remaining balance for the next portion to complete the Park Improvements at AA Lane Park.
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 $140,178.00 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 #22-37 to Heartland Park & Recreation, LLC of White Oak, Texas in the amount of $140,178.00 for the AA Lane 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 the amount allowed by state and local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Bid Tab
Agreement
Certificate of Interested Parties