Title
Approval of Bid Award for the LBA Park Field 2 Renovations Project
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Move to award the construction contract for the LBA Park Field 2 renovations project
to ANC Facility Services, LLC in the amount of $433,685.70 and authorize the City Manager to execute the contract.
Report
Issue:
Whether to award the construction contract for the LBA Park Field 2 renovations project
to ANC Facility Services, LLC in the amount of $433,685.70 and authorize the City Manager to execute the contract.
Staff Contact:
Neal Glassburn, Project Manager, Parks, Arts and Recreation, (360) 763-2441.
Presenter(s):
None - Consent calendar item.
Background and Analysis:
LBA Park is a community park acquired and developed in 1973. The park has six full size athletic fields that are primarily used for youth baseball and softball.
This project will renovate Field #2 at LBA Park. This nearly 50-year-old field has reached the end of its design life and was removed from public use in 2019 due to safety concerns. The proposed improvements will include new backstops and dugouts, improved ADA accessibility to the field and common areas, the replacement of aging irrigation components, field drainage improvements, and regrading and reconditioning both infield and outfield surfaces with a soil mix and turfgrass suited for high use athletic fields. The finished project will be a safe, modern field that will allow expanded use by thousands of youth sport participants annually.
These asset deficiencies were identified through the Department’s Capital Asset Management Program. Ballfields make up the largest maintenance need in the parks system with just over $3.6M in deferred maintenance, out of a total $9M systemwide.
The low bid proposal has been protested by one of the bidding contractors for this project. Olympia Parks, Arts, and Recreation Department (OPARD) has worked with other City departments to discuss the validity of the items being protested. It has been determined that none of the discrepancies with the low bid proposal would disqualify the bid or have created an unfair advantage to the low bidder. OPARD would like to move forward with award to lowest bidding contractor, ANC Facility Services, LLC.
Climate Analysis:
This project provides the renovation of existing park facilities. The proposed development neither supports nor prevents any of the four elements outlined in the City’s climate framework and the Thurston County Climate Mitigation Plan.
Equity Analysis:
Accessibility meeting current ADA standards to the renovated Field #2 and common areas adjacent to the ballfield will be provided as part of the project development.
Neighborhood/Community Interests (if known):
The ballfields at LBA Park receive intense use between March and October each year. User groups include youth baseball and fastpitch leagues, regional adult softball tournaments, County recreation leagues, soccer clubs, ultimate frisbee recreation league, and the Special Olympics. The fields and dugouts are currently inaccessible for those with disability and fail to meet basic ADA standards for public sports facilities.
Financial Impact:
This project is identified in the 2022-2027 Capital Facilities Plan as well as the 2022 Parks, Arts, and Recreation Plan. Funding for the project comes from the Olympia Metropolitan Park District (OMPD) and a $350,000 grant from the Washington State Recreation and Conservation Office. Specifically, these OMPD funds have been earmarked for the Department’s Capital Asset Management Program addressing deferred maintenance backlog and previously identified deficiencies in the ADA transition plan.
The low bid of $433,685.70 is 32% below the engineer’s estimate. There is sufficient parks funding to complete this project.
Overall project costs:
Total Low Bid: $ 433,685.70
Contingency to Award (10%): $ 43,368.57
Engineering: Design, Inspection, Consultants: $ 149,085.00
Backstop and Dugout Equipment Purchase: $ 76,465.97
Total Estimated Project Cost: $ 702,605.20
Available Project Funding: $1,100,000.00
Options:
1. Move to award the construction contract for the LBA Park Field 2 renovations project to ANC Facility Services, LLC in the amount of $433,685.70 and authorize the City Manager to execute the contract. The project proceeds as planned with a January 2024 construction start.
2. Do not award the contract, reject all bids, and request that staff rebid the project. Delaying the project could result in higher bids and will require additional staff time to modify and rebid the project. Since OPARD received a RCO grant for this project, delays caused by rebidding the project could result in a loss of grant funding. Additionally, the backstop and dugout materials have been purchased and delivered to the project site and would sit out in the elements for extended period of time if the project is rebid and delayed.
3. Take other action.
Attachments:
Summary of bids