Award Information

STAFF REPORT

Submitting Department: Recreation, Parks & Cultural Services Submitted By: Morgan Rodgers

Sponsored By: N/A Meeting Date: February 6, 2023

I. AGENDA ITEM TITLE: EQUESTRIAN ARENA 3 RENOVATION RFP # 23-104 CONTRACT AWARD

APPROVAL TO AWARD RFP # 23-104 CONTRACT TO LONGWOOD ARENAS LLC FOR THE

RENOVATION OF ARENA #3 AT WILLS PARK EQUESTRIAN CENTER IN AN AMOUNT TOTALING

$434,085 AND AUTHORIZE THE MAYOR TO SIGN ALL NECESSARY DOCUMENTS.

II. RECOMMENDATION:

Award, as presented, the contract to Longwood Arenas, LLC for the renovation of Arena #3 at Wills Park

Equestrian Center in an amount not to exceed $434,085 and authorize the mayor to sign all necessary documents.

III. BUDGET IMPLICATIONS:

BUDGETED ITEM: NO FISCAL IMPACT: NO

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

TOTAL PROJECT COST: $434,085

APPROPRIATIONS:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

Wills Park Equestrian Center (Series 2022 Bond Fund; 31861150 541500 / C1911) $434,085

EXTERNAL FUNDING SOURCES:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

N/A $0.00

IV. REPORT IN BRIEF:

BACKGROUND & PROJECT DESCRIPTION:

With Competition Arena #1 complete, the Recreation, Parks, & Cultural Services Department staff has pivoted to the construction and renovation of the next arena as a continuation of the Wills Park Equestrian Center Master Plan. As part of the 2021 Bond Referendum, the next project is the renovation of the existing Competition Arena #3 at the Wills Park Equestrian Center. Following the permitted plans, the project will include enhancing the existing footing, fencing, irrigation, drainage, amenities, and storm water management.

Most of the design specifications, as provided by Pond & Company, for the renovation of Competition Arena #3 at Wills Park Equestrian Center are the same as was established for Competition Arena #1; same size arena, same fencing, same drainage system, and same footings. The differences between the two scopes are that the scope for Arena #3 includes demolition of existing fencing; demolition of the existing irrigation system;

removal of existing footings; and minor work on the existing drainage inlets.

This project will be funded with a fifty percent match with the Wills Park Equestrian Foundation as agreed in the current MOU with the City of Alpharetta.

VENDOR SELECTION:

At City Council’s request, staff worked with the Department of Finance to complete an RFP process for the project. RFP #23-104 proposals were due December 15, 2022. Staff then thoroughly reviewed the submittals to determine which vendor could provide the best quality of work within the project’s scope and budget.

Longwood Arenas, LLC’s proposed cost for construction of Competition Arena #3 totaled $434,085 and they were the lowest responsive and responsible bidder. Included in the bid price is $69,450 associated with the scope differences noted above. The base price after adjusting for the scope difference totals $364,635 and is essentially flat with Arena #1. Additionally, staff has reviewed the $69,450 costs associated with the scope differences and believes them to be competitive given market conditions.

RECOMMENDATION EXPLANATION:

On October 18, 2021, ITB 22-004 was awarded to Longwood Arenas, LLC for construction of the Competition Arena #1 as the low-cost bidder on that project. Longwood Arenas, LLC completed the project expeditiously and exceeded staff expectations. Completion of Arena #1 was not only on-time and on-budget but included workmanship that exceeded staff and Foundation expectations.

Having been competitively priced and the added benefit of utilizing the same installer resulting in consistent maintenance requirements between both arenas, staff, in addition to the Equestrian Foundation, recommend Longwood Arenas, LLC as the vendor for renovation of Competition Arena #3.

V. ALTERNATIVES:

There are two alternatives to this recommendation:

1. Deny awarding the RFP #23-104 contract to Longwood Arenas, LLC, and direct staff to undertake another formal RFP process to solicit bids from qualified companies for provision of design and renovation of Competition Arena #3 at Wills Park Equestrian Center.

2. Deny awarding the RFP #23-104 contract to Longwood Arenas, LLC, and cessation of the renovation of Competition Arena #3.

VI. ATTACHMENTS:

23-104 - Longwood Contract WP Equestrian Arena 3 Renovation, RFP 23-104 - WP Arena 3 Renovation, RFP 23-104 - WP Arena Reno Ph 4 (Q-58FJ), 23-104 - Wills Park Equestrian Arena 3 Renovation - Scoring Summary