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HomeMy WebLinkAbout65-00 Ordinance RECORD OF ORDINANCES Da on Le al Blank Co. Ordinance No ..............65-.00..................................... Passed AN ORDINANCE ACCEPTING THE LOWEST AND BEST BID FOR THE COFFMAN PARK LAWN DEVELOPMENT PROJECT, AND DECLARING AN EMERGENCY ice. ~ WHEREAS, after advertising and receiving bids on Wednesday, April 5, 2000 for the Coffman Park Lawn Development Project, Council has determined that the bid submitted by Sellers Electric in the amount of $261,900.00 is the lowest and best bid for the project. NOW, T EREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, ~ of the elected members concurring: Section 1. That the bid submitted by Sellers Electric in the amount of $261,900.00 for the Coffman Park Lawn Development Project is hereby accepted. Section 2. That the City Manager is hereby authorized to enter into a contract for the project as listed above, and as specified within the bid proposal and the City's bid documents on file in the Division of Grounds and Facilities. Section 3. That this ordinance is declared to be an emergency measure necessary for the immediate preservation of the public peace, health, safety or welfare, and for the further reason that staff recommends its completion prior to the Summer 2000 Special Events, and therefore the ordinance shall be effective upon passage. Passed this day of , 2000. G~ yor -Presiding Officer ATTEST: Clerk of Council w~.. 1 herphy certify dlat copies of ti}is ~3ed'trar;:a%~esalutioa~ :+;ere paste:# in thr City of Dublin in accordance w;~a Secf:an 731.15 of t#lG Q~:sa Revised Cade. r~~ct,~ ~ ~L 4 L},~ Cler f Council, Dublin, Qhin Anne Clarke - avery donegal term staff report.doc Page 1 Memo Division of Grounds & Facilities 5800 Shier-Rings Road Dublin, Ohio 43016 Phone: 614-761-6516 Fax: 614-761-6589 To: Mayor Chuck Kranstuber and Dublin City Council Members From: Tim Hansley, City Manager Re: Avery Park and Donegal Cliffs Park Tennis Court Resurfacing Date: April 11, 2000 Initiated by: Fred Hahn, Director of Grounds & Facilities On Tuesday, April 11, 2000 bids were opened for the Avery Park and Donegal Cliffs Park Tennis Court Resurfacing. This project was included within the City's 2000 CIP budget. The publicly announced base bid was estimated at $60,000.00 Three (3) bids were received. c 1). Decker Construction Company $66,200.00 2). Columbus Asphalt Paving, Inc. $62,500.00 3). Strawser Paving Company, Inc. $60,660.00 This project consists of resurfacing of asphalt tennis courts. Staff is recommending acceptance of Strawser Paving Company, Inc.'s base bid of $60,660.00. Strawser Paving has performed jobs for the City of Dublin and their work has been most satisfactory. Office of the City Manager 5200 Emerald Parkway • Dublin, Ohio 43017-1006 Phone: 614-761-6500 • Fax: 614-889-0740 Memo CITY OF DUBLIN To: Dublin City Council From: Tim Hansley, City Manager / ~~~C~x~y~ Re: Coffinan Park Lawn Development ~ ' Date: April 13, 2000 Initiated by: Fred Hahn, Director of Grounds & Facilities David Harding, Director of Human Resources & Procurement On Apri15, 2000 bids were opened for the Coffinan Park Lawn Development Project. This was a publicly advertised project that consists of installing electrical and water services in the lawn area of Coffinan Park. As part of the Coffinan Park Master Plan, this project will provide needed infrastructure to help facilitate the staging of special events in that area of the park. One bid was received in the amount of $261,900.00 from Sellers Electric, which exceeded the project estimate of $235,000 by 11.44%. Following the bid opening, staff reviewed the project estimate in great detail in an attempt to determine why the bid came in so far above the estimate. During this examination, staff discovered a flaw in the estimate that accounts for most of the difference between the estimate and the bid received. The estimate contained a trenching figure based on 1533 LF (Lineal Feet) at $15.00 per foot. The actual number is approximately 2700 LF. The cost difference due to this error in the estimate is $17,500.00. The project estimate should, therefore, have been $252,000. (The percentage difference between $252,000 and $261,900 is 3.9%.) Although there was considerable concern initially regarding the bid price of $261,900, staff now believes that, in the light of the circumstances, such is a fair price. Given the time of year and the need to have this project completed prior to the prime special events season, staff is recommending that the bid from Sellers Electric, in the amount of $261,900, be accepted. Staff is further recommending that this Ordinance be passed as an emergency. The order time for the exterior lighting, which is part of this bid package, is approximately 12 weeks. The exterior lighting is needed for the Dublin Irish Festival. As a side note, Staff would like to emphasize that, although there was some initial concern about recommending acceptance of a bid that came in more than 10% above the established estimate, the City, under Section 37.01 of the Dublin Codified Ordinances, is not precluded from doing so. When Chapter 37 ("CONTRACTING AND COMPETITIVE BIDDING"- adopted 6-17-96) was drafted legal staff inserted a "Home Rule" section (37.01) which exempts the City from an array of Ohio Revised Code sections. Specifically, one of the O. R. C. sections from which the City has exempted itself is 153.12, which prohibits political subdivisions from entering into competitively bid contracts if the bid price is in excess of 10% above the estimate. Given that the City has indeed exempted itself from this State requirement by "Home Rule Authority" and that the circumstances specific to this case support staff's rationale for recommending acceptance, Staff believes acceptance of the bid is justified.