CC MEETING: September 20, 2016
DATE: September 14, 2016
TO: Leonard Martin, City Manager
FROM: Vince Priolo, Purchasing Manager and Brett King, Building Official
Title
Consider Approval Of Bid #16-029 For The Renovation Of A Downtown Kiosk From P2MG In An Amount To Not Exceed $ 255,600.00.
Body
BACKGROUND:
A sealed Request For Proposal was issued for the renovation of the City-owned municipal kiosk building at 1003 and 1005 West Main Street in Downtown Carrollton, which was built in 1938. The renovations will result in a conversion of an existing office space in half the building. One suite in this building is occupied by TPM Outfitters, with a lease that expires on September 1, 2019. The kiosk space will occupy the other suite, and will contain public restrooms, a family restroom, an office for the Special Events Coordinator, and a storefront workspace for the Police Department’s use during large Downtown Carrollton events. The restroom capacity is planned to accommodate nine people simultaneously which will include four male, four female, and one family occupant.
One of the known upgrades to the facility is an upgrade to the sewer system to accommodate a larger number of people. Given the age of the facility, unseen changes may be required once work begins. Staff has included in this agenda a 20% contingency expense to accommodate unseen changes required to change the functional use of this building. This additional requested amount will not be spent if additional work is not required.
The original budget was approximately $95,000 and the initial bid process netted only one bid for $438,000. That bid was rejected and a new RFP was issued. Bids were advertised, and this time the City received responses from five vendors.
It should be noted that the roof on this building is also in need of replacement, but that work was not included in these bid specifications. Quotes will be obtained for the roof replacement and presented to Council separately, should the quotes be more than $25,000.00.
FINANCIAL IMPLICATIONS:
Additional monies were identified and transferred from the Parks fund. The renovations on Bid #16-029 will be purchased from budgeted funds for the cost centers and amounts as listed below:
COST CENTER LINE ITEM BUDGET AMOUNT
Capital Account 854102 Activity 116010199 TOD Fund $ 255,600.00
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that the lowest and best value bid meeting all specifications be awarded to P2MG in an amount not to exceed $255,600.00. The requested amount includes a 20% contingency that will not be spent unless needed.