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HomeMy WebLinkAboutResolution 60-24RECORD OF RESOLUTIONS BARRETT BROTHERS - DAYTON, OHIO Form 6301 Resolution No.__60-24 Passed ‘ ACCEPTING THE LOWEST AND BEST BID FOR THE AVERY PARK BALL DIAMOND LASER INFIELD GRADING PROJECT WHEREAS, formal advertising and competitive bidding procedures have been conducted, pursuant to Section 8.04 of the Revised Charter, for the Ball Diamond Laser Infield Grading Project for Fields #1, #2, #3, #4 and #8 at Avery Park WHEREAS, Council has determined the base bid in the amount of $82,780.00 and Bid Alternate #4 (Field #8) in the amount of $15,332.00 submitted by Field Source to be the lowest and best bid. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, “L__ of the elected members concurring, that: Section 1. The base bid in the amount of $82,780.00 and Bid Alternate #4 (Field #8) in the amount of $15,332.00 for a total of $98,112.00 submitted by Field Source is hereby accepted. Section 2. The City Manager is hereby authorized to enter into contracts with Field Source for the performance and completion of the Ball Diamond Laser Infield Grading Project for Fields #1, #2, #3, #4 and #8 at Avery Park pursuant to the Advertisement, Proposal and Contract Documents for said Project on file in the Department of Parks and Recreation. Section 3. This Council further hereby authorizes and directs the City Manager, the Director of Law, the Director of Finance, the Clerk of Council, or other appropriate officers of the City to prepare and sign all other agreements and instruments and to take any other actions as may be necessary to implement this Resolution and complete the work for this Project. Section 4. This Resolution shall take effect and be in force upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this /X_ day of Ne , 2024. a Mayor — Presiding Officer CUM Clarlt of Cofincil () Attest: To: Members of Dublin City Council From: Megan D. O’Callaghan, P.E., City Manager Date: November 12, 2024 Initiated By: Matt Earman, Director of Parks and Recreation Shawn Krawetzki, Landscape Architect Manager Re: Resolution 60-24 - Accepting the Lowest and Best Bid for the Avery Park Ball Diamond Laser Infield Grading Project Summary Resolution 60-24 authorizes the City Manager to execute a construction agreement with Field Source – Sports Field Consulting (Field Source) to provide laser infield grading maintenance for ball diamonds #1, #2, #3, #4 and #8 at Avery Park. Re-grading the diamonds at Avery Park, Darree Fields, and Emerald Fields is a multi-year project. This phased approach ensures that each stage of work can be completed without disrupting scheduled seasonal play. The regrading will create smooth, safe playing surfaces and improve drainage, reducing the need for annual maintenance while extending the lifespan of the fields. The first phase of this project began in 2023 and involved re-grading diamonds #19–#21 at Emerald Fields and diamonds #16–#17 at Darree Fields. For the current phase, staff initially solicited bids in September for re-grading diamonds #1–#7 at Avery Park, along with alternate bids for diamonds #8–#9 at Avery Park and diamonds #11–#15 at Darree Fields. However, both bids received were above the original budget of $110,000. In response, staff revised the project scope, rebidding it with a new base bid that includes only diamonds #1–#4 at Avery Park, plus alternate bids for diamonds #5–#9 to stay within the budget while maximizing the number of diamonds to be re-graded. The second round of bidding resulted in a single bid from Field Source, the lowest bidder from the original round. The base bid of $82,780.00 and alternate bid #4 for $15,332.00 were selected for this phase of the project, bringing the total to $98,112.00. This amount is approximately 11% under the original budget of $110,000. The variation in costs for each diamond is due to differences in the scope of repairs required and the varying sizes of the diamonds. Bidder Bid Alternates Base Bid Bid w/out Alternates Over (+) or Under (-) Engineer’s Estimate Field Source #1 - (+)$34,840.00 – Field #5 #2 - (+)$36,120.00 – Field #6 #3 - (+)$37,365.00 – Field #7 #4 - (+)$15,332.00 – Field #8 #5 - (+)$26,751.00 – Field #9 $82,780.00 (-) 10.8% Office of the City Manager 5555 Perimeter Drive • Dublin, OH 43017-1090 Phone: 614-410-4400 • Fax: 614-410-4490 Memo Memo re. Resolution 60-24 – Accepting the Lowest and Best Bid for the Avery Park Ball Diamond Laser Infield Grading Project November 12, 2024 Page 2 of 2 Recommendation Staff has thoroughly reviewed the Field Source bid and determined it to be the lowest and best bid for this project. The contractor has successfully completed previous projects for the City and staff is confident that Field Source has the necessary experience and capabilities to complete this project to a high standard. Staff recommends approval of Resolution 60-24 – Accepting the Lowest and Best Bid from Field Sports in the amount of $98,112.00 and authorizing the City Manager to enter into a contract with Field Source for this project.