8H - Donner Park Baseball Field ImprovementsCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
A GENDA ITEM II 811
MARCIII0,2014
AGENDA ITEM: Donner Park Baseball Field Improvements CDBG 2014
Rick Carper, P.E., Public Works Director f2..L-SUBMITTED BY:
DATE: February 13, 2014
STRATEGIC PLAN LINK: CDBG Grant Projects for Mayport Road Area Improvements
BACKGROUND: Bids were opened for the Donner Park Baseball Field Improvements
CDBG 2014 (PM1403) Bid 1314~04 on Wednesday February 5th. One (1) bid was
received which exceeded the authorized budget. Core Construction submitted a bid
for $122 ,602.00. Staff has evaluated the bid and determined that it is feasible to
reach the budgeted amount ($75,000 .00) by removing most requirements for Outfield
Reconstruction aspect of the project. This will require authorization to negotiate with
the one bidder on t he terms of the bid award. Upon initi al discussions with Core
Construction, it was determined with the requirement changes to outfield
reconstruction and completion of the remaining aspects of the project the job could be
completed for $73,802.00. Without the outfield reconstruction the fie ld will still be
greatly improved and become a tournament ready fie ld for ABAA to use which is the
driving force for this project. The outfield is currently safe and playable and can be
rebuilt at a later time.
CDBG grant r:>rojects require a Mandatory Pre~Bid Meeting which was held on
January 23. Five (5) construction companies attended. As stated, on ly one (1)
submitted a bid. PW requested a No Bid Form response from the four (4) other
companies present at Pre~ Bid . Responses were received from two (2) of the
companies, Callaway Contracting and Hager Construction Company. Based on
analyzing the project requirements and response from the companies, rebidding
would probably not lower the price and wou ld on ly delay the project, as there is no
guarantee more bids would come back. Consultation with COJ CDBG staff confirms
that because awarding a bid to the sole bidder is all owed with COAB purchasing
standards, th is wou ld be an authorized contract award and shall be eligible for COAB
reimbursement. This is a unique project that is not a typical construction company's
focus and the CDBG Section 3 documentation requirements can be a deterrent to
some companies bidding . The no bid responses are attached .
BUDGET: A total of $75,000.00 was budgeted in the FY 2014 for this project (account
001 -6020-572-6300, PM 1403).
RECOMMENDATION: The Commission authorizes staff to negotiate with Core Construction
to bring cost within budget as discussed above and authorize the City Manager to
approve negotiations up to the budgeted amount. Alternatively , th e Commission may
reject the bid and the City will rebid the project.
ATTACHMENTS: 1 .
2 .
3.
Bid Tab
No Bid Form: Callaway Contracting
No Bid Form: Hager ConstruC!ion
REVIEWED BY CITY MANAGER: _ .... _~_1':..!....·.......:.....(/.,=("<=-......t::lto.....::::..;?;.;....J,..:..t=-==1...-l':.....---------
BID 1314-04
Base Bid Items
1. Reconstruct Outfield
2. Reconstruct Irrigation
3. Center Field Fence & Gate
4. Batting Cage 12' x 55' x 12'
5. Power Service to Battling Cage
6. Area Lighting
7. New Backstop
8. Bleachers & Shade Structure
9. Left Field Homerun Netting
1 0. Practice Pitching Mounds
Total Base Bid (Items 1 -10)
City of Atlantic Beach
Donner Park Improvements, CDBG 2014-Baseball Field Upgrades-Phase II
February 5, 2014
Core Construction
Estimated
LS $58,036.00 $58,036.00
LS $8,195.00 $8,195.00
LS $15,042.00 $15,042.00
LS $14,706.00 $14,706.00
LS $551.00 $551.00
LS $6,154.00 $6,154.00
LS $7,450.00 $7,450.00
LS $7,715.00 $7,715.00
LS $1,773.00 $1,773.00
LS $2,980.00 $2,980.00
$122,602.00
Award of Bid based on Department Analysis and Commission Approval
DONNER PARK IMP ROVEMENTS CDBG 2014
BASEBALL FIELD UPGRADES PHASE II
BID NO 13 14-04
NO BID FORM
AGENDA ITEM /1 811
MA RCil 10,20111
If your firm cannot submit a bid at this time please provide the information requested in
the space provided below and return to
Patty Drake
Purchasing Agent
City of Atlantic Beach
pdra~e@coab .us
Fax : 904 -247-5819
We have received the Invitation for Bid No. 1314-04 ope ning date February 5, 2014 . We were
unable to submit a bid at this time for the following reasons:
At the time we attend ed the pre -bid meeting. we we re unaware of th e scope. After
learn in g the scope. it was determined that this size project would not be feasible for
us to compete verv well. In add ition , the Section 3 req uirements ca n be challeng ing
for us to meet. We app reciate the opportunity and we lool< forward to future CAB
lettings.
Name of Firm : Ca ll away Contracting
Address: 10950 New Berlin Road
Jacksonville. FL 32226
Name and Title: J. David Hinson
Signature :
DONNER PARK IMPROVEMENTS CDBG 2014
BASEBALL FIELD UPGRADES PHASE II
BID NO 131 4-04
NO BID FORM
AGEND A IT EM /J 81-1
MAH CII 10,2014
If your firm cannot submit a bid at this time please provide the information requested in
the space provided below and return to
Patty Drake
Purchasing Agent
City of Atlantic Beach
pdrake@coab .us
We have received the Invitation for Bid No:~~i2-~'1-~tJn~~1 9ate February 5, 201 4. We were
unable to submit a bid at this time for the following reasons :
We did not have enough time because we are currently working on bidding East Coast
Drainage Improvements of Atlantic Beach.
Name of Firm : Hager Construction Company
Address: 2037 Gilmore Street Jacksonville. Fl. 32204
Name and T itle: Katherine Johnson ---------------
Signature : Katherine Johnson ______________ _