CC MEETING: July 23, 2019
DATE: July 16, 2019
TO: Erin Rinehart, City Manager
FROM: Bob Scott, Assistant City Manager and Chief Financial Officer
Title
Consider Authorizing The City Manager To Approve RFP # 19-036 Rebid Of The Veteran’s Memorial Plaza For The City, In An Amount Not To Exceed $472,000.00.
Body
BACKGROUND:
The city set aside funds to design and construct a Veterans Memorial Plaza. Designs were presented and approved by Council. A Request for Proposal was first issued in March of 2019; however initial bid proposals came in considerably over the $250,000 approved budget amount and both bids were rejected.
In an attempt to meet the approved budget amount, the materials specified for the project were reevaluated, revised and a second Request for Proposal was issued in May. Unfortunately, the second attempt proved unsuccessful as one proposal was rejected (in accordance to state procurement laws) and the remaining four proposals (though lower than the initial bids proposals) came in over budget.
To address the ongoing budget issue, Parks staff worked diligently with the designer on re-evaluating the project scope and specifications. Staff also reached out to previous bidders for recommendations on project revision and or reductions. Based on the feedback received, staff issued a third revision of the proposal; the revisions included changes to materials, finishes, as well as offering alternative finishing to the memorial plaza. Despite continued efforts, proposals again came in over budget.
FINANCIAL IMPLICATIONS:
The goods and services required for RFP 19-036 will be purchased from budgeted funds for the accounting unit and amounts as listed below.
ACCOUNTING UNIT ACCOUNT LINE ITEM BUDGET AMOUNT
Veteran’s Memorial Plaza Project $472,000.00
Due to the lowest bid being over the approved budgeted amount of $250,000, staff is requesting the additional $222,000.00 from Park’s capital contingency funds.
AMOUNT SERVICE DESCRIPTION
$250,000.00 Approved Budget Amount
$222,000.00 Park’s Capital Contingency
STAFF RECOMMENDATION/ACTION DESIRED:
Staff’s recommendation is to award QuickSet Concrete Inc. for an amount not to exceed $472,000.00. This includes a 10% contingency amount.
