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HomeMy WebLinkAboutResolution 035-16RECORD OF RESOLUTIONS Resolution N.. 35 -16 Paned A RESOLUTION ACCEPTING THE LOWEST AND BEST BID FOR THE DUBLIN COMMUNITY RECREATION CENTER POOL RENOVATION PROJECT WHEREAS, formal advertising and competitive bidding procedures have been conducted pursuant to Section 8.04 of the Revised Charter for the Dublin Community Recreation Center Pool Renovation Project; and WHEREAS, Council has determined that the bid submitted by 2K General Company constitutes the lowest and best bid. NOW, THEgEFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, = of the elected members concurring, that: Section 1. The base bid plus Alternate submitted by 2K General Company in the total amount of $341,900 is hereby accepted. Section 2. The City Manager is hereby authorized to enter into a contract with 2K General Company for performance and completion of the Dublin Community Recreation Center Pool Renovation Project pursuant to the bid proposal and contract documents for said project. Section 3. This Fesolution shall take effect upon passage in accordance with Section 4.04(a) of tl* Revised Charter. this d ay of .wryer 2016 Attest: l_.H'✓ Ld—O ClerJc of Council To: Members of Dublin City Council From: Dana L. McDaniel, City Manag Date: June 9, 2016 Initiated By: Megan D. O'Callaghan, Director of Public Works Brian K. Ashford, Facilities Manager Re: Resolution 35 -16 - Accepting the Lowest and Best Bid for the Dublin Community Recreation Center (DCRC) Pool Renovation Project On May 26, 2016, one (1) bid was received, publicly opened, and read for the Dublin Community Recreation Center Pool Renovation Project. This project will upgrade the existing light fixtures in the walls below the water line of both pools with LED light fixtures. The slot drains and grates surrounding both pools will also be replaced along with the systems used to fill and maintain proper water levels in the pools. New flooring will be installed in the Lap pool area to match the flooring that is currently in the Leisure pool area. Because of the need to drain the pools, maintenance on the underwater pool lights must be performed during the annual 10 -day shutdown of the Rec Center just prior to Labor Day. Unfortunately, several of the existing style of pool lights usually burn out within a year resulting in reduced visibility in the water. Upgrading the lighting to more energy efficient LED lighting will require less maintenance and ensure all of the lights function at least a year, and likely longer. The new deck drainage system will be wider and with improved slope to more effectively remove water from the pool decks. In conjunction with the new slot drains, the Lap pool deck will receive the same Life Floor system that was installed in the Leisure pool two years ago. This flooring is slip - resistant and safer and is also more comfortable for walking. Since the existing drains were not designed to match the height of the Life Floor, this project will result in a much smoother and aesthetically pleasing transition from floor to drain in both pools. This project was previously bid on May 10, 2016. Unfortunately, there were no bids received on that date. Staff contacted potential bidders to discuss the bid package and assess interest in the project. The feedback indicated a few bidders were not aware the project was out for bid, this type of work is not of interest to larger contractors, and the specialty nature of this work limits the potential vendors. Therefore, the decision was made to rebid the project and perform additional outreach to potential bidders to heighten awareness of the project. Because this project is actually two independent plumbing and electrical projects combined, staff anticipated fewer bids. Close coordination between the electrical and plumbing crews is essential to the success of the project because a lot of work is being performed in a relatively small area. Staff determined that having one general contractor oversee both crews is the best way to ensure this coordination, keep the work flowing on schedule, and reduce risk. One bid was received from 2K General Company. Staff has reviewed the bid and determined it to be the lowest and best bid. 2K General Company has partnered with the City on a number of projects. Recent examples Memo re. Resolution 35 -16 June 9, 2016 Page 2 of 2 include the new restrooms at Scioto Park, automated vehicle wash on the Fleet Management campus, and the window replacement and exterior renovations at City Hall. 2K General Company's bid of $341,900 (including the one Alternate which replaces the slot drains in the Leisure pool) is nine percent over the design firm's estimate. However, the overall cost for this project is four percent under the approved budget. The budgeted funds for construction of this project in the 2016 Capital Improvement Program (CIP) at $355,576 in account AB0601, Municipal Facilities. Replacing the pool lights will require pulling the electrical lines through the conduit that runs between each fixture and the electrical panel. Some of these lines may snap due to age while being pulled through, which will require saw cutting into the pool deck. It appears the uncertainty over the number of electrical lines that will require saw cutting is the primary reason that 2K General's bid is above the design team's estimate. Scheduling This project will require both the Leisure and Lap pools to be closed for an extended period of time. The pools are scheduled to be closed on July 18" and re -open on September 19". It should be noted that during the extended pools shutdown the skylight over the pools will also be replaced as part of the Phase II roof replacement project that started in March. Staff will be working closely with contractors to adhere to the schedule as closely as possible. As with any project of this magnitude, there may be unexpected situations that may require adjustments. Communication and Accommodations DCRC staff has included notification of the improvements and associated closures in a variety of correspondence with patrons this year and will continue to communicate the schedule and provide project updates on a regular basis. As a result of these closures, Recreation Services will be extending all active DCRC memberships for an additional two months, since this project duration exceeds the usual shutdown period that is outlined in the membership agreement. DCRC members are also being provided access to both outdoor pools during this timeframe. An Items of Interest memorandum was provided to City Council in November 2015, which included a summary of the improvements planned to the DCRC in 2016 as well as DCRC staff communications with patrons regarding the planned maintenance projects. A copy of this memorandum is attached. Information regarding the improvements is also on the City's website at http: / /dublinohiousa.gov /living /improvements- coming -to- dcrc -in- 2016/. A copy of the text from this website is attached for your reference. Recreation Services will continue working closely with the Community Relations team to communicate the status of the improvements and impacts. Recommendation Staff and the design team met with 2K General Company representatives to review the project and the Contractor demonstrated a clear understanding of the scope of work. Staff recommends approval of Resolution 35 -16, accepting as lowest and best the base bid together with the Alternate in the amount of $341,900 and authorizing the City Manager to enter into a contract with 2K General Company for this project. Improvements Coming to DCRC in 2016 - Dubhn, Ohio, USA Page 1 of 2 rand I Probe arem D1shta I Economic Development I Irving in Dubin I Athmg Dubin I Dul I Community Pun I Careers I Newspom Dubin , oho, USA Connect with us: Ictof Dublin T P O m 0 0 ©O O About n Government n SeMCes PrAr & Recre #Ion n Slaty n Estate n Su Improvements Coming to DCRC in 2o16 Feb ls. sal6 Av admin DCa.— The oumm Community Recreation Center is turning 201 For two decades, the DCRC has offered recreational excellence mrlhe Dublin community with counties programs cusses, workouts and open gym hours. The DCRC Issm In great shape, bwjus like us, buildings need a little work from time to time to slay on track In 2016, the DCRC will undergo several Improvements, Including: Roof replacement cymnasum floor resurfacing Profrise drain and lighting upgrades A major upgratle to our Rectrac membership and program Several projects are being censolitlated to minimize card foods and maintain the defeat safety standards for all patrons, c sitars and star Most of the Improvements will take place with no Into rruption to sery ices, but an a Add need situndown of the swimming pools and gym will b necessary. Dublin Community Recreation Center Improvements I� ffi cnrarablin Roofreplacement Roof replacement will take place at various times In various locations from February through August but no service interruptions are antisipated. Patrons may nonce extra noise and other signs of onsrudion in the DCRC as result of he Improvements Pools Both onhe DCRC pools will be dosed between mid July and mid Septembermrimprovements, Including sot dram repkaments, LED pool light replacements and the Installation of a new deck surface In the lap pool area, which will on the cement leisure pool deck This project will Increase deck traction for safety and will make deck drains more efficient The Improvements also Include more energy efficient lights that require less maintenance . Special open lap swimming hours will be provided at the Community Pool North to serve our early morning lap swimmers C Recreation Services Online Registration Spring /Summer 2816 Membership &Facilities Aquatics & Pools Camps Sports, Leagues &Gym Abbey Theater Preschool /Youth Fitness Adult Programs & Achy res Facility Rentals Teens Dublin Community Seniors Closings, Construction &Cancellations Dublin City Schools Community Education Contact Recreation Services Dublin Community Recreation Center 5666 Post Road Dublin . off 43617 Phone. 614416455➢ 24- Hour mmrmatinn Hotline: 6144164946 fatuity Rentals: 6144164556 http: / /dublinohiousa.gov/living /improvements - coming- to- dcrc -in -2016/ 6/6/2016 Improvements Coming to DCRC in 2016 - Dubhn, Ohio, USA Gy,.... . The gymnasium Is expected to be closed from the beginning of Auguat through the beginning of September, 2016. This project includes painting, ceiling dud work and sanding the gym floor down to the wootl, repainting the lines and refinishing the surface. This will Improve floor traded for users, Improve aesthetics and Improve the ability to change line configurations to accommodate additional spot offerings As a resuX oftbese closures , Recreation Services Will be extending all secret, DCRC memberships for an additional Nm month, since this project duration exceeds the usual sbNtlwm period than is outlined in the membership agreement. shRwill be working closely with contractors to adhere to the schedule as closely as possible. As with any priced of this magnitude, there may be unexpected sWationsthat may require adjustments. Ouest onse Contact us Social Share ��I 0©ealGi �� 61W010 e -News Subscribe too Ness from Dublin u amress Subscribe Quick Links Dublin Community Recreation Center Bids and Requests for Proposals Owiamg Permits out Dublin sty Council Caienaer OWIookWebmail Police cis &Maps covoeals Dublin Organizations Dublin Chamber of Commerce Dublin Arts Council Dublin Convention &Nsmrs Bureau Central Ohio Transit Authority Page 2 of 2 Regular Building Hours - Holiday Hours Monday - Fntlay:530 am -930 pm Saturday: s am -s pm Sunday: s am -s pm BCRC Rules I Daily Admission Policy Directions l Contact s Contact on Make a Service Request -seleri rrom Omp Dowry Contact City Departments —select from Dmp Down— Contact Dublin City Council City Hall 400 Emerald Parkway Dublin , Ohio 43017 Phone. 614 4164400 Hours. Monday- Friday s a.m. -5 p m http: / /dublinohiousa.gov/living /improvements - coming- to- dcrc -in -2016/ 6/6/2016 1 � 1 Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1090 Phone: 614 - 410 -4400 9 Fax: 614 - 410 -4490 To: Members of Dublin City Council From: Dana L. McDaniel, City Manager Date: November 12, 2015 Re: Items of Interest •, - 4 - .. T L;41 11 Z The Department, in partnership with Community Relations, the Franklin County -�SF eriff's Office, the ®�`o-Attorney General's Office, Dublin ACT, Dublin Schools, and Syn of Dublin will be hosting a Town ka'eeting at the Dublin Recreation Center on Dec e er 9, 2015 at 7:00 pm. The meeting will be to d`scs drug abuse, heroin use and ho ey affect property crime in our community. We plan on having several perspectives presen .`W —will provide information on the types of property crimes we see in Dublin, how g abuse affe(fi - -these crimes, and the type drug investigations we are now involved :- Ve will also present the per�pe tives of our enforcement partners (Franklin County �rs-pectflves ffice) who assist us in regional drug inveons. Finally, we also hope to provide th of at least one family member who has experienced the loss of a loved one to drtfg abuse and also mental health professionals who can provide informaton i on the resour vailable to help individuals suffering from drug dependency. council members are invited to attend this event. Dublin Community Recreation Center Shut Down As the Dublin Community Recreation Center (DCRC) approaches its 20th anniversary, more extensive maintenance projects have become necessary. In an effort to maintain the highest safety standards and minimize disruptions for our patrons, our strategy is to consolidate these projects into combined work periods. It is very early in the planning process for these projects. Many are still in the design phase and the scope of work and scheduling may change as we work through the logistics. Our goal is to alert Council and the public to the projects as early as possible and continue to communicate project dates as those details become clearer. Four major improvement projects are planned for 2016 as follows: 1. Roof: This project includes replacing all of the shingles and flashing on all sloped roof surfaces of both phases of the DCRC. Also includes replacing skylights in the fitness area and over the pools. This project should not impact DCRC operations with the exception of some noise associated with the work and the temporary closure of certain entrances for safety reasons as shingles are replaced overhead. Memo re. Items of Interest November 12, 2015 Page 2 of 4 Schedule: Theater & Northwest entrance: February — April Community Hall: Mid -April — May 30 Gym and Fitness Floor: Completed by mid- August Pool Skylight: Mid -July to mid - September Main entrance: August 27 -- September 5 (during DCRC annual shutdown timeframe) Fitness Floor skylight: Completed by mid - August 2. Gymnasium: This project includes painting ceiling duct work and sanding the gym floor down to the wood, repainting the lines and refinishing the surface. As you may recall, 1/4 of the gym floor was recently resurfaced as a result of water damage from a patron hitting a sprinkler head with a ball. This project resurfaces the entire gym floor. This project will require a temporary closure of the gym to the public. Anticipated closure window: Beginning of August ® beginning of September Benefits: Improved floor traction for users, improved aesthetics and the ability to change line configurations to add additional sport offerings. 3. Pools. This project includes slot drain replacements, LED pool light replacements and installation of Life Floor deck surface for the lap pool to match the floor in the leisure pool. This project will require a temporary closure of the pool to the public. Anticipated closure window: July — September Benefits: Increased deck traction for safety, more efficient deck drains, more energy efficient lights that require less maintenance. 4. RecTrac: This project involves a major upgrade to our RecTrac membership and program registration software and database. This upgrade requires a direct database transfer that will prevent us from conducting transactions during the transfer period, August 29 — Sept. 2. The outdoor pools will continue to operate as normal under the old software until the end of the season. Benefits: The new software will be a modern, browser -based system that allows staff to access RecTrac from anywhere with an internet connection, therefore allowing remote access from camps, schools, etc. It also significantly enhances or adds functionality such as venue /online seating /ticket sales, installment billing, touch screen interface and incident reporting. It is a complete rewrite of the system, designed to modernize virtually every function. While each of these projects are being planned using the above mentioned time line, staff will be working closely with contractors to adhere to the anticipated schedule as closely as possible. As with any projects of this magnitude, there may be unexpected situations that may require adjustments; however, there are flexibilities already built into the plan to accommodate minor alterations. Memo re. Items of Interest November 12, 2015 Page 3 of 4 As a result of these closures, Recreation Services will be extending all active DCRC memberships for an additional two months since this project duration exceeds the usual shutdown period that is outlined in the membership agreement. Additionally, Recreation Services staff are currently working on plans to provide alternative spaces for patrons who wish to continue participation during our closures. As you may know, each year we allow DCRC patrons to use the outdoor pools during our annual shutdown period. We are currently making plans to continue this practice with additional available hours in the early morning for patrons. Recreation Services staff are also making inquiries to Dublin City Schools and several private sector health clubs to provide additional options for patrons. Recreation Services will be working closely with the Community Relations team to develop a continual campaign to inform the public. Overlbe past few weeks City staff has continued to explore options with Ohio University for a tempora home for their Summer Theater Program (Tantrum Theater). Following a tour of potential si , Ohio University asked the City to once again consider the possible rental of tl Abbey Theate ithin the Dublin Community Recreation Center (DCRC) for this Summer /'gram. After discussion of this option and coordination between Recreation Services staff an e Dublin City Schools to local space for several existing rentals and programs, the Abbey i5,6eing made available to Ohio Univei�s�ity. Staff is excited to partner with Ohio University an - rovide a temporary home (3 -4 yea for this program that will not only bring a greaulturai arts benefit to our community but will also ovide opportunities for educational progra wring in cooperation with the City and the Schools. , Two weeks ago Peg Kennedy- Dygas, can of the College of Fine Arts for Ohio University sent the following information to the OU Theater ivision that has been involved in this project: "On Wednesday of this week, the %Pre e nt's Council accepted our most recent proposal for Phase 1 of our professional titer company (Tantrum Theater) envisioned through a partnership between College of Fine Arts, the City of Dublin, Ohio, and the Dublin Arts Council. The University is pledging to derwrite Tantrum T ater for a three year period up to a total amoZt*et Additionally, the College Fine Arts is pledging $150,000 annu of Tantrum. Additional rave es will support the project, includi, corporate sponsors and other nors and friends. University Advoised to develop these supporting venues with and for us. This en light represents an historic opportunity for the College of Fin its to e fish and nurture an urban laboratory for our students, in a fully profs (ona! ontext. I fully anticipate that we will identify extended opportunities for our 6th programs in the Dublin area as well. Deep congratulations are due to Michael Lincoln and the whole Theater Division,