Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH RYCON CONSTRUCTION, INC. IN THE AMOUNT OF TWO MILLION SEVEN-HUNDRED FORTY-FOUR THOUSAND FIVE HUNDRED NINETY-FOUR DOLLARS AND ZERO CENTS ($2,744,594.00) FOR THE ELLSWORTH MEADOWS GOLF COURSE CLUBHOUSE PROJECT; AND DECLARING AN EMERGENCY.
Brief Description: The project will include the construction of approximately 6000 square foot clubhouse and exterior patio, cart staging area and cart paths around the building. Project bids were received and were in excess of the amount previously budgeted.
Body
Legislative History
Res No. 23-52 - Enter into Professional Svcs Contract with Perspectus Architecture; 4/18/23
Res No 24-10 - Authorize Advertise and Award Contract; 2/20/24
Res No. 24-68 - Amend Res No 24-10 to Increase Funds and to Re-Advertise for Bids; 6/4/24
Purpose & Explanation
The bid of the clubhouse includes a 6000 square foot building with surrounding cart staging/cart path paving and all utilities. The work will include storm water management/wetland improvements. The building will replace the aging 50+ year old pole barn structure that is the current clubhouse. The new building will facilitate year-round golf simulator use and sales and expand pro shop sales and food and beverage sales.
The amended amount budgeted for the construction of the clubhouse was $2,500,000.00 (without alternates) and $400,000 for furniture, fixtures and equipment. After going out to bid for a third time, the low bid for construction was $2,504,594.00 (without alternates).
Bid 1- $2,785,000.00
Bid 2- after changing the scope of design to reduce cost $2,425,651.00 (was an incomplete bid)
Bid 3- $2,504,594.00
Staff recommends also awarding bid alternate 5-1 outdoor dining porch $147,500 and 5-2 deduction of all stonework, board and batten siding not required on west and north elevation in the amount of $7,500.
Bids were evaluated, and as with other projects that have been bid out this year, we are seeing higher than anticipated bid costs due to overall higher material and labor costs.
Rycon Base Bid $2,504,594.00
Alternate 5-1 Outdoor dining porch $147,500.00
Alternate 5-2 Deduct of Stonework ($7,500.00)
Contingency: $100,000.00
Furniture, fixtures and equipment $400,000.00
Total Project Cost: $3,144,594.00
Total Budgeted Amount: $2,900,000.00
Funds Needed: $244,594.00
Note that the construction cost of the project will be paid with debt proceeds. The furniture, fixtures and equipment will be paid from the golf course fund balance. Any contract or purchases of these items in excess of $25,000 will be brought back to Council for separate approval.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
X Competitively bid and advertised for three consecutive weeks
Joint or Cooperative Purchase Program
Professional Services
Other
Fiscal Impact
X Currently Budgeted $2,900,000.00
X Supplemental Appropriation Required $244,594.00
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes
No
Recommendation
Suggested Action
Staff recommends that City Council approve this authorization for the City Manager to enter into a contract with Rycon Construction, Inc. for the Ellsworth Meadows Golf Course Clubhouse Project.
Submitted by,
Thomas J. Sheridan, City Manager
Kevin J. Powell, Director of Public Works
Trent Wash, Assistant Director of Public Works