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Subject
Award of Bid #6-09 to HMF Paving Contractors, Inc. of Frederick, Md, in the amount of $1,699,700, for construction of Mattie J.T. Stepanek Park - Phase 2.
Recommendation
Staff recommends award of a contract to HMF Paving Contractors, Inc. of Frederick, MD, in the amount of $1,699,700 for construction of Mattie Stepanek Park Phase 2. This award amount includes the base bid of $1,290,000 plus three recommended bid alternates - see Discussion section for details.
Discussion
This contract will provide Phase II construction of Mattie J.T. Stepanek Park, in the King Farm neighborhood. Beginning in the summer and fall of 2009, Stepanek Park will become the home of the Rockville Football League.
The Base Bid includes the following project elements:
- Construction of snack bar/restroom/storage building and plaza
- Installation of Pepco electric service for the entire park
- All electrical wiring for the park
- Football field lighting
- Tennis and basketball court lighting
- Pathway lighting (approximately 55 lights)
- Parking lot lighting
- Construction of entrance drive and small parking lot on west side of park
Staff recommends award of the following Bid Alternates:
- Alternate # 2 – $2,700 – Full-sized cabinets in snack bar kitchen
- Alternate # 4 – $37,000 – Football field scoreboards + wiring and installation
- Alternate # 8 – $370,000 – Construction of two additional main parking lot bays
These three Bid Alternates total $409,700 generating a total construction cost of $1,699,700. Pricing for these items, particularly the parking lot construction, is judged to be quite favorable.
The other bid alternates, none of which are recommended for award, were as follows:
Alt. #1 - Automatic faucets and toilet valves in restroom bathrooms
Alt. #3 - Bleachers for football fields
Alt. #5 - void
Alt. #6 - Backstop for softball field
Alt. #7 - Bankshot Court (being constructed under a separate contract)
Alt. #9 - void
Alt.#10 - void
Alt.#11 - "Skinned Infield" for softball field
Alt.#12 - void
Alt.#13 - Shade structure
Alt.#14 - void
Alt.#15 - Paved area for in-line skating
Mayor and Council History
The Stepanek Park project began with design funding provided by Mayor and Council in FY 2003.
Construction of Phase 1 occurred from May 2006 to May 2007.
Options Considered
Staff considered award of additional Bid Alternates. Staff is recommending award of only three Alternates, thereby allowing for an appropriate contingency amount to remain in the project. If these contingency funds are not needed during construction, staff will work with the contractor to construct one or more of the Alternates that are not being awarded at this time.
Public Notification and Engagement
Open meetings were held with the public to gather input in preparing the design concepts. Staff has attended the King Farm Assembly External Affairs forums and updated the committee on this project. The Mattie J.T. Stepanek Foundation, Inc. and Rockville Football League officials have provided review and comment during design development of both Phase 1 and Phase 2.
Boards and Commissions Review
The Recreation and Park Advisory Board has reviewed the plans for Stepanek Park on multiple occasions over the past five years.
Procurement Information
Staff prepared and publicly bid IFB#6-09 in accordance with the City of Rockville Purchasing Ordinance Section #17-61. Bid information was electronically provided to 59 prospective bidders via e-Maryland Marketplace, the State of Maryland's internet based e-procurement system. Four bids were received as follows:
HMF Paving Corning Pickens & Fort Myer
Contractors, Inc. Const. Corp. Sons, Inc. Const. Corp.
Frederick, MD Beltsville, MD Clarksville,MD Washinton, DC
Base Bid $1,290,000 $1,399,331 $1,519,000 $1,601,364.50
Alt. 1 $ 5,700 $ 7,480 $ 3,000 $ 6,700
Alt. 2 2,700* 5,130 5,600 13,500
Alt. 3 28,000 84,768 39,700 189,743
Alt. 4 37,000* 36,850 35,000 47,040
Alt. 6 15,000 15,130 16,500 15,300
Alt. 7 41,400 110,155 92,000 108,534
Alt. 8 370,000* 386,696 417,000 479,226.05
Alt.11 34,000 15,660 33,600 15,800
Alt 13 59,000 58,560 58,700 47,000
Alt.15 45,800 59,215 52,100 54,595
*Bid Alternates recommended for award.
Fiscal Impact
An additional $157,000 will need to be formally added to the project with the upcoming FY 09 budget amendment. The total project costs will then be reflected at $4,427,508. Funding is available in Stepanek Park Project [420-900-3A60-0426].
The budget for Stepanek Park has increased by 31% ($998,500) since the FY 2003 budget. The majority of this increase has been in construction cost for the park and is due to general increases in construction cost, primarily materials. The portion of the City's contribution to this project has gone from 24% in FY 2003 to 51% in FY 2009, while the POS portion has declined 30% in the intervening years. This is due to the State of Maryland's decision to reduce P.O.S. funding to the municipalities by more than 80% in FY 2009.
Adopted CIP Adopted CIP
FY 2003 FY 2009
FY03-FY08 FY09-FY13
Expense
Planning/Design $ 272,000 $ 134,000
Construction 3,000,000 4,136,508
$ 3,272,000 $ 4,270,508
Funding Source
Capital Projects $ 796,000 $ 1,318,533
Bond Proceeds 852,572
Developer Contribution* 45,000
Federal Grant 75,000
POS 2,476,000 1,979,403
$ 3,272,000 $ 4,270,508
Percent Increase 31%
Percent of Funding
City's Funding 24% 51%
POS Funding 76% 46%
Other Funding 0% 3%
NOTE: The King Farm developer made a substantial in-kind contribution for the Phase I construction of the park, consisting of all grading and installation of top soil. Staff estimates the value of this contribution to be approximately $700,000. The Rockville Football League has pledged a significant contribution to the "finishing touches" of the park, to include outfitting the snack bar, construction of the press box for the football fields and other work.
Next Steps
Purchasing to issue a contract to HMF Paving Contractors, Inc. Project construction will begin in on or around October 1. Construction should take approximately six months.
Department Head:
Burt Hall, Director of Recreation and Parks
Approved on: 08/28/2008
Deputy City Manager:
Catherine Tuck Parrish, Deputy City Manager
Approved on: 09/02/2008
City Manager:
Scott Ullery, City Manager
Approved on: 09/02/2008
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