STAFF REPORT

Department: Public Works

Submitted By: Geoffrey Sarra, Kurt Kirby Meeting Date: May 15, 2023

AGENDA ITEM:

Contract Award: ITB # 23-006 Mid Broadwell Park Site Improvements Consideration of approval of the award of ITB 23-006 for Mid Broadwell Park Site Improvements to Tri Scapes, Inc. in an amount not to exceed $392,020.83 and authorize the Mayor to execute all necessary documents

STAFF RECOMMENDATION:

Award ITB #23-006 for Mid Broadwell Park Site Improvements to Tri Scapes, Inc. in an amount not to exceed $392,020.83 and authorize the Mayor to execute all necessary documents.

BUDGET & PROCUREMENT:

BUDGETED ITEM: YES FISCAL IMPACT: YES

INCLUDED IN CURRENT FY CPTL BUDGET: YES INCLUDED IN CURRENT FY OPRT. BUDGET: NO

TOTAL PROJECT COST: $392,020.83

APPROPRIATIONS:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

Mid-Broadwell Park / 31861150-541500-C2217 SW Pipe & Structure / 30241100-541430-C1308

$350,862.05 $41,158.78

EXTERNAL FUNDING SOURCES:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

N/A N/A

$0.00 $0.00

ITEM DESCRIPTION:

The award of ITB #23-006 is for the construction of the Mid Broadwell Park Site Improvements. The project will include:

• connecting the existing restroom structure to Fulton County’s sanitary sewer system

• constructing a gravel drive and parking lot providing eight parking spaces and one van-accessible handicap parking space

• grading and installing an underdrain system for an approximately 4,500 square foot playground area

(installation of equipment and mulch to occur under a separate contract)

• installation of a 5’ concrete sidewalk around the playground, connecting to the restroom and parking

In January 2020, the Department of Recreation, Parks and Cultural Services (RPCS) engaged the services of Pond & Company (Pond) to prepare plans for Mid Broadwell Park, beginning with the installation of a restroom building and associated utilities. Pond also prepared concept plans for the full park build out and provided RPCS with a cost estimate of $467,049.00 in July 2020 for construction of said build out.

Installation of the restroom began in early 2021. During construction, it was discovered that field conditions related to the sanitary sewer connection necessitated a re-design of the sewer connection. The City was not able to come to terms with the contractor on the revised sewer line work and the decision was made to include completing the connection with the build out of the park.

With the passing of the 2021 Parks Bond Referendum, $500,000.00 was allocated to the build-out of Mid Broadwell Park. In January 2022, Pond was again retained to prepare plans for the build out of the park proper. Plans were completed in August 2022 at which time Pond’s estimate had increased to $1,303,027.00. The completed plans were provided to Gordian Group for pricing through the State of Georgia’s Convenience Contract which yielded an estimated cost of $1,128,433.00.

RPCS and Public Works then began work on evaluating various scenarios for reducing the project scope and cost. In February 2023 an invitation to bid was issued for the reduced-scope site work outlined above. On March 23, 2023, the City received a total of three bids:

Bidder Submitted Bid Adjusted Bid Tri Scapes, Inc. $410,845.83 $392,020.83 Sol Construction LLC $492,976.00 $477,576.00 C & S Construction and Consulting, Inc

$778,259.00 $776,059.00

The apparent low bidder, Tri Scapes, Inc. (Tri Scapes) is an experienced contractor that has worked on several projects with similar elements in Georgia for multiple government agencies, including Gwinnet County Parks & Recreation, City of Flowery Branch, and City of Sugar Hill. Additionally, Tri Scapes currently holds the “Landscape Maintenance and On-call Construction Services for Parks Level 2 Services” contract with the City of Alpharetta and was awarded the City Center Tree Well Repair contract in March 2023.

In reviewing Tri Scapes' bid , it was noted that the cost for Line Item 012 “Lexan Call Box with Post” was higher than anticipated. Tri Scapes submitted a unit price of $18,825.00 for said line item. The same item was included in the scope of the Alpha Loop project (RFP 22-123) where the awarded contractor’s unit price was $6,737.50. Recreation, Parks, and Cultural Services (RPCS) does not consider this line item to be a critical component of the project and believes its removal from the project scope to be awarded would be in the best interest of the City.

A pre-award meeting for ITB 23-006 was held on March 29, 2023 with Tri Scapes. Staff discussed the potential removal of this item from the project scope with Tri Scapes and Tri Scapes did not object to doing so. Tri Scapes also assured staff that they could pursue work on this project without negatively impacting their responsiveness or timelines related to their other contractual obligations with the City.

Once a contract with Tri Scapes, Inc. has been finalized and executed, construction may begin immediately. The anticipated completion date is no more than 120 calendar days from notice to proceed.

Regarding the playground, RPCS currently plans to utilize the $98,464.75 remaining in the Mid Broadwell Park Bond account following award of the site work for a separate procurement for the purchase and installation of the playground equipment. This will be brought before City Council for approval at a later date.

ALTERNATIVES:

Do not approve funding, reduce project scope further by eliminating parking lot, and re-bid improvements.

Do not approve funding, expand project scope to full build out, and re-bid improvements. This alternative would require significantly more funding.

ATTACHMENTS:

1. Mid Broadwell Park Site Plan

2. COA ITB 23-006 Docs

3. Tri Scapes ITB 23-006 Documents

4. Tri Scapes Contract ITB 23-006 DRAFT