Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ADVERTISE FOR BIDS, ENTER INTO A CONTRACT, AND APPROVE THE PRE-PURCHASE OF RETAINING WALL BLOCKS FROM MACK INDUSTRIES FOR THE ELLSWORTH MEADOWS GOLF COURSE - HOLE 17 RETAINING WALL INSTALLATION, PHASE 2 PROECT; AND DECLARING AN EMERGENCY.
Brief Description: Hole 17 at Ellsworth Meadows Golf Course features a long pond that has experienced significant erosion along its northerly perimeter due to wave action. In 2024, the westerly 600 feet of the pond had a retaining wall installed near the green of the 17th hole. This project will extend the wall to protect the Green at Hole #3 and the Tee Box for Hole #4.
Body
Legislative History
None.
Purpose & Explanation
Hole 17 at Ellsworth Meadows Golf Course features a long pond that has experienced significant erosion along its northerly perimeter due to wave action. In 2024, the westerly 600 feet of the pond had a retaining wall installed near the green of the 17th hole. This project will extend the wall, approximately 600-650 feet to protect the Green at Hole #3 and the Tee Box for Hole #4.
This project is being designed in-house. The project includes the purchase and installation of concrete, retaining wall blocks. As construction of the project is planned for early 2027, when the golf course experiences limited use, staff will order the blocks ahead of bidding the installation of the wall due to the lead time needed to manufacture the concrete blocks. Due to this staff requests the appropriation of 2026 funds to pre-purchase retaining wall blocks for Phase 2 of the Ellsworth Retaining Wall project ahead of the official bid and award. Pre-purchasing is necessary to expedite manufacturing and secure the project timeline. Mack Industries possesses only three molds to produce the specialized "Top Block" required for the project. At a maximum production rate of three blocks per day-assuming no competing orders-manufacturing will take at least six weeks. Securing these materials in 2026 ensures the project can hit its target construction start date during the first week of 2027.
The estimated project cost of construction is $250,000 which includes 10% contingency.
Following the approval of this Resolution by City Council, the Engineering Department will advertise on the City’s website for 3 weeks and receive bids for this project. Staff will only return to Council if the bids received are in excess of 10% of the Engineer’s Estimate; otherwise, the City Manager is authorized to enter into a contract with the lowest and best bidder.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
X Competitively bid and advertised for three consecutive weeks
Joint or Cooperative Purchase Program
Professional Services
Other [provide explanation]
Fiscal Impact
x Currently Budgeted ($250,000, Fund 504 - 2027 Budget)
Supplemental Appropriation Required
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes
No
Recommendation
Suggested Action
Staff recommends that Council approve this authorization for the City Manager to advertise, receive bids, and award the project, as well as purchase in 2026, 77 blocks from Mack Industries for the Hole 17 Phase 2 Retaining wall at the Ellsworth Meadows Golf Course.
Submitted by,
Thomas J. Sheridan, City Manager
Brian Griffith, Assistant City Engineer
Bradley S. Kosco, P.E., P.S., City Engineer
David Rapp, PE, PS, Assistant City Engineer