Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER TO THE CONTRACT WITH GOLF PRESERVATIONS, INC. FOR THE INSTALLATION OF DRAINAGE INFRASTRUCTURE AT THE ELLSWORTH MEADOWS GOLF CLUB; AND DECLARING AN EMERGENCY.
Executive Summary: As part of the 2017 Parks budget, a drainage infrastructure project was budgeted for a total of $100,000.00 at the Ellsworth Meadows Golf Club. Golf Preservations Inc. was found to be the lowest and most responsible bidder. The contractor supplied the piping, basins, and installation services for this project. The City provided the back fill soil and stone materials for the project. Golf Course staff was able to purchase enough back fill material to have the contractor install 1200 more feet of drainage infrastructure which resulted in a $6,000 saving in the budget amount. Staff wishes to use the savings to pay the contactor to install the additional footage.
Body
Legislative History
Resolution No. 16-190 provided permission to seek bids and competitive pricing for the 2017 budget year.
Resolution No. 17-66 authorizing drainage infrastructure installation contract at the Ellsworth Meadows Golf Club.
Purpose & Explanation
Current Project:
The 2017 budget for this project is $100,000. Staff solicited competitive bids for the provision of pipe per linear foot, catch basins and installation/construction and awarded the work to the lowest qualified bidder in the amount of $80,000. Materials provided by the City for the project consisted of back fill soil mix and gravel which was budgeted not to exceed $20,000. The back fill materials were purchased by the City for less than estimated. Staff was able to purchase enough back fill material for the project, plus some extra to cover an additional 1200 feet of backfill, for $14,000. This left $6,000 available in the project budget. Staff is requesting a change order in the amount of $6,000 to have Golf Preservations Inc. install an additional 1200 feet of infrastructure.
Planned Project Budget - $100,000
1. Pipe, Basins, Construction/Install $80,000
2. Back fill materials $20,000 (came in at $14,000)
Change Order Request - $6,000 (Remaining budget balance)
1. Backfill materials for the project, plus enough extra to cover 1,200 feet of additional pipe came in at $14,000 (Original estimate not to exceed $20,000). This left $6,000 remaining in the budget. Staff requests a change order with Golf Preservations, Inc. to install 1,200 feet of additional drainage infrastructure. A map of the additional installation locations has been attached.
Summary:
Project Total (with Change Order):
Pipe, basins, installation/construction 86,000.00
Back fill gravel and soil mix $14,000.00
Total $100,000.00
Timing Considerations
Staff wishes to move quickly with the change order of the project prior to summer and while the contractor is already mobilized, therefore requests emergency legislative language.
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends City Council authorize a change order with, Golf Preservations Inc., 504 Glouchester Ave., Middlesboro, KY 40965 for the installation of additional drainage infrastructure at Ellsworth Meadows Golf Club at a total cost of $6,000.00.
Submitted by,
Jane Howington, City Manager
Frank J. Comeriato, Jr., Assistant City Manager - Operations
Trent Wash, Assistant Public Works Director