Resolution 58-22
To: Members of Dublin City Council
From: Megan D. O’Callaghan, P.E., City Manager
Date: November 8, 2022
Initiated By: Matt Earman, Director of Parks and Recreation
Shawn Krawetzki, Landscape Architect Manager
Re: Resolution 58-22 – Accepting the Lowest and Best Bid for the Coffman Park
Lighting and Wi-Fi Infrastructure Improvements Project
Background
On October 20, 2022, one bid was received for the Coffman Park Lighting and Wi-Fi Infrastructure
Improvements Project (Project). The Project will install 14 permanent light poles with LED
luminaires and Wi-Fi antennas in Coffman Park to replace the six existing temporary wood utility
poles, which currently house the Wi-Fi equipment used for operations and point of sale systems at
the Dublin Irish Festival (DIF). The Project will also provide increased permanent lighting in
Coffman Park, publicly available Wi-Fi in some of the park year round, and public Wi-Fi hot spots
during DIF. The style of the new poles are consistent with those installed in the Bridge Park
development. Additionally, the Project includes custom pole bases designed to mount the City’s
Wi-Fi infrastructure. Samples of the new poles that will replace the existing wood poles are
attached to this memo for reference. A map showing the Project area is included below.
This Project is an important phase of the effort to provide year round public Wi-Fi access
throughout Coffman Park, as well as publicly available Wi-Fi for DIF attendees and operations.
The infrastructure being installed is anticipated to provide Wi-Fi coverage for more than 50 percent
of the park (primarily the southern section of Coffman Park). Parks and Recreation staff is working
closely with Information Technology (IT) staff for the continued expansion of Wi-Fi in Coffman
Park in the future.
A copy of the construction drawings for the Project are provided electronically, and a print version
can be provided to Council upon request.
The engineer’s estimate for this project was $327,808.36 in March 2022. The budgeted amount for
this Project is $400,000 to accommodate the engineer’s estimate, City supplied materials, and
contingencies related to the Project. Danbert, Inc. (Danbert) submitted the only bid in the amount
of $406,652.80. The bid amount is 24 percent higher than the engineer’s estimate of $327,808.36.
Bidder Bid as Read
Bid as Read
Over (+) or Under
(-) Engineer’s
Estimate
Danbert, Inc. $406,652.80 +24%
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017
Phone: 614.410.4400 Memo
Memo re. Resolution 58-22 – Accepting the Lowest and Best Bid for the Coffman Park Lighting and Wi-Fi
Infrastructure Improvements
November 8, 2022
Page 2 of 3
Staff attributes the elevated bid amount to the increased cost of construction materials and labor
due to inflation. The total cost of the Project is $486,652.80, which includes the bid price and the
cost to purchase City supplied materials. The City supplied materials include the 14 light poles, as
well as the custom pole bases to mount necessary Wi-Fi equipment. The cost of the City supplied
materials is $80,000.
Finance staff determined the funds necessary to cover the additional Project cost are available
from previously appropriated funds in the 2022 – 2026 Capital Improvements Program (CIP). The
funds are available from projects appropriated as part of the 2022 – 2026 CIP that will not proceed
in 2022 and have been included in the 2023 – 2027 CIP.
IT staff will purchase the equipment necessary for Wi-Fi, including access points, switches, radios,
and cabling. IT will also manage the installation of the Wi-Fi equipment on the poles through a
separate contract. IT anticipates the installation of the Wi-Fi equipment will cost $67,992.44. The
cost for installation of the Wi-Fi equipment is available in existing IT budgets. The Wi-Fi equipment
will be installed immediately after the installation of the poles.
The Project is currently scheduled to commence in early Summer 2023 and be completed prior to
the 2023 DIF. The late Fall 2022 bid provides the ability to order necessary materials taking into
account long lead times.
Recommendation
Staff has thoroughly reviewed the bid submitted by Danbert, Inc. and determined it to be a
complete and acceptable bid to perform the specified work for the Project. Danbert has performed
many projects for the City with favorable results, and staff is confident Danbert will perform this
Project to the City’s satisfaction.
Although the bid amount is higher than the engineer’s estimate, staff has considered several
factors in making this recommendation:
• The Project will remove existing unattractive poles and replace them with attractive
permanent infrastructure that will provide Wi-Fi and lighting improvements.
• The Project is an important phase of any future expansion of Wi-Fi in Coffman Park for
general use and DIF.
• Staff has bid this Project on two previous occasions and received no bids.
• Given the current inflationary environment, it is unlikely that bidding the Project again will
result in cost savings; rather, bidding the Project again may result in further cost increases.
Staff recommends approval of Resolution 58-22 accepting as lowest and best the bid of Danbert,
Inc. in the amount of $406,652.80, and authorizing the City Manager to enter into a contract with
Danbert, Inc. for the Project.
Memo re. Resolution 58-22 – Accepting the Lowest and Best Bid for the Coffman Park Lighting and Wi-Fi
Infrastructure Improvements
November 8, 2022
Page 3 of 3
Project Area Map
Coffman Park – WiFi Infastructure
Existing Poles
Coffman Park WiFi and Lighting Improvements
Example of New Light Pole