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Home My WebLink About01-22-18 City Commission Packet Materials - A1. Resolution 4844, Allocating Additional TOPS Funding for the Sports ParkCommission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Carolyn Poissant – Manager of Trails, Open Space, and Park Development Mitch Overton – Director of Parks and Recreation SUBJECT: Resolution 4844 Authorizing Allocation of Additional Funding from the 2012 Trails, Open Space and Parks bond fund for Bozeman Sports Park MEETING DATE: January 22, 2018 AGENDA ITEM TYPE: Action RECOMMENDATION: Adopt Resolution 4844 authorizing an additional $917,000 for construction of the remaining Phase IA improvements of the Bozeman Sports Park. RECOMMENDED MOTION: In consideration of all public input and information presented to date, I hereby move to adopt Resolution 4844, authorizing the allocation of an additional $917,000 to the Bozeman Sports Park Trails, Open Space and Parks bond project. BACKGROUND: Resolution No. 4521 was unanimously approved by the Commission April 14, 2014 for the allocation of Trails, Open Space and Parks (TOP) bond funding in an amount not to exceed $7,500,000, “for the acquisition of park land and development of the Bozeman Sports Park Project (“Park Project”), which requires the assistance of a professional design and engineering team. The resolution allocated up to (i) $2,100,000 for the acquisition of approximately 80 acres of park land; (ii) up to $1,788,000 for infrastructure improvements as stated in the Commission motion adopted April 7, 2014; and (iii) the remainder of the $7,500,000 for park development and construction through a yet to be completed park master plan.” The land purchase was completed in 2014 for $2,022,413 leaving $3,689,587 for design and construction of park improvements, reserving the $1,788,000 for infrastructure. The Bozeman Sports Park Master Plan was adopted by Commission on July 11, 2016. At that time, it was indicated that, “Phase I construction will include a minimum of 4 fields, parking, stormwater detention, a wayfinding station (informational kiosk) and restroom building (Land and Water Conservation Fund grant), basic vending facility (pending donation), landscaping and irrigation. Additional fields (possibly 2 – 4) are expected to be funded through donations to the Bozeman Sports Park Foundation.” At that time, the estimated construction budget was approximately $3 million. The Commission approved Resolution 4680 authorizing the use of an alternate delivery contract for the hiring a General Contractor/Construction Manager (“GCCM”). Dick Anderson Construction, Inc. was approved by Commission as the GCCM for the project May 23, 2016. The following 93 portions of the park project work (Guaranteed Maximum Price Amendments or GMPs) have been approved and completed thus far: GMP #1-2 Pipe relocation $335,250.89 1/9/17; 3/27/17 GMP #3 Mass Grading $500,464.26 6/12/17* GMP #4 Utilities $400,833.63 8/7/17 Total park project construction paid to date $1,236,548.78 Note: The costs associated with relocation of the Maynard pipeline (GMP Nos. 1-2 totaling $335,250.89) and impact fees ($226,500) were covered under the infrastructure portion of the project. *transpositional accounting error of $36.01deducted from contract written amount of $500,499.27 The current available budget for construction of the remaining portion of Phase IA sitework (four fields, landscaping and irrigation, paving, restroom/vending building and pavilion installation) is $2,194,646 (refer to “Table A – Sports Park Costs” below). Bids were received on December 14, 2017. The total Guaranteed Maximum Price (Attachment B – GCCM proposal) for the remainder of the site work and field construction is $3,199,503, putting the total cost of Phase IA construction at $4,100,835. The reasons for the increased costs are primarily due to the extremely competitive bidding market where construction costs have been increasing significantly each year. The GCCM’s bid tabulation is attached (Attachment A). Staff has included a project contingency of 2.5% in addition to the GCCM’s 5% contingency (included in the GCCM fee). Per Commission direction at the time of the initial funding authorization, any remaining balance of the infrastructure allocation was to be made available for Cottonwood Road or the fields. Given that Cottonwood Road construction is not on the immediate horizon, staff recommends utilizing the remaining balance of the infrastructure funding ($86,934), leaving a shortfall of $917,923. On January 4, 2018, the Trails, Open Space and Parks Committee unanimously approved the following motion: Having considered all information presented to date, I hereby move to recommend that the City Commission allocate an additional $917,000 from the Trails, Open Space and Bond funds for the Bozeman Sports Park Project. (Moved by Starner, second by Chandler approved 5-0.) On January 11, 2018, the Recreation and Parks Advisory Board approved the following motion: Having considered public input and information presented by staff to date, and in concurrence with the recommendation of the Trails, Open Space and Parks Committee, I hereby move to recommend City Commission approve the allocation of an additional $917,000 from the Trails, Open Space, and Parks 2012 bond fund for construction of the Bozeman Sports Park project. (Moved by Schnee, second by Roderick, approved 6-1.) The scheduled completion date of 9/1/2018 remains. With funding provided by the Bozeman Sports Park Foundation to cover sodding, Phase IA fields could be playable this fall. 94 TABLE A – SPORTS PARK COSTS Allocation, Declining Balance of $1,788,000 12/22/2017 ORIGINAL SPENT Non-Impact Fee Eligible Costs by Source in CIP Projects From TOP Bond Streets Baxter Lane $ 235,524.60 $235,525 Water Baxter Lane $ 34,155.00 $34,155 Sewer Baxter Lane $ 75,699.90 $75,700 Streets Cottonwood Road Water Cottonwood Road Sewer Cottonwood Road Streets Durston/Cottonwood Intersection $ 40,346.60 $40,347 Streets Flanders Mill $ 962,232.60 $1,072,066 *Final Agreement Stream Flanders Mill $ 369,147.75 $0 w Flan Mill LLC Pipe Flanders Mill $ 30,000.00 $575,500 Streets Oak Street Water Oak Street $ 1,747,106.45 $2,033,292 Impact Fees $226,500 $ 1,747,106 $2,259,792 Payback From Flanders Mills, LLC ($558,726) *Final Agreement w Flan Mill LLC Total committed $1,701,066 Balance $86,934 PARK PROJECT FUNDING $ 7,906,292 less Infrastructure allocation $ (1,788,000) PROJECT BUDGET $ 6,118,292 PARK PROJECT COSTS Land acquisition $ (2,016,388) Surveys, reports, review fees, permits $ (112,134) Design/engineering,inspection, testing $ (582,940) Mass grading $ (500,550) Site utiliites $ (400,375) RR/vending /entry pavilion $ (311,259) $ (3,923,646) Project expenditures to date Available project balance $ 2,194,646 PROJECT BID Base bid hardscape (- upper lot paving) $ (621,880) Base bid landscape $ (1,252,460) Add alt fields 3 & 4 $ (536,960) Add sod all four fields $ (176,000) covered by BSPF $ (2,587,300) SWPP renewal $ (2,450) total subcont const cost GCCM fee $ (609,753) TOTAL RECOMMENDED GMP AWARD $ (3,199,503) total GMP contract COB project contingency (2.5% of subcont cost) $ (64,683) vol. landscaping/signage $ (3,199,503) TOTAL PROJECT COST $ (3,264,186) SHORTFALL $ (1,004,857) $ 86,934 balance of Inf Funding SHORTFALL with inf funding bal added $ (917,923) inc $125K LWCF,$251K BSPF, CILP & farmer lease revenue 95 UNRESOLVED ISSUES: None at this time. ALTERNATIVES: Build two fields instead of four, which would result in a savings of approximately $600,000. FISCAL EFFECTS: The current unallocated TOP fund balance is $1,425,058, per Finance Department records. The funding request of $917,000 will leave an unallocated balance in the Trails, Open Space and Parks Bond Fund of approximately $508,058. Attachments: Resolution 4718 Attachment A –Bid Tabulation Attachment B – GCCM Proposal Report compiled on: January 16, 2018 96 COMMISSION RESOLUTION NO. 4844 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, TO AUTHORIZE ADDITIONAL FUNDING FROM THE TRAILS, OPEN SPACE AND PARKS BOND FUND FOR THE BOZEMAN SPORTS PARK PROJECT WHEREAS, Resolution No. 4521 approved and authorized funding in the amount of $7,500,000 for the Bozeman Sports Park Project (“Project”) based upon preliminary “order of magnitude” cost estimating in 2014; and WHEREAS, master planning, site planning, and design and engineering work was completed in 2016; and WHEREAS, construction costs in the Bozeman area have steadily been increasing over the past several years; and WHEREAS, competitive bids have been obtained for the remaining sitework that require the allocation of additional funding to complete Phase IA of the Project; NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Bozeman, Montana: Section 1 Funding/Authority. The Commission hereby authorizes additional funding in the amount of $917,000 from the unallocated balance of the Trails, Open Space and Parks Bond fund for completion of Phase IA improvements for the Sports Park Project. 97 Section 2 Amendment to Resolution 4521. This resolution serves to amend Resolution 4521 as delineated in Section 1 above. PASSED, ADOPTED, AND APPROVED by the City Commission of the City of Bozeman, Montana, at a regular session thereof held on the 22nd day of January, 2018. ___________________________________ CYNTHIA L. ANDRUS Mayor ATTEST: ________________________________________ ROBIN CROUGH City Clerk APPROVED AS TO FORM: ___________________________________ GREG SULLIVAN City Attorney 98 ATTACHMENT A - SPORTS PARK BID TAB Bozeman Sports Park Phase 1A Improvements 2018 Contractor Bid Security Addenda 1&2 Non- discrimination Non- Collusion Base Bid Total Alternate gavel/paving Alternate Security Alternate Jack Leg Fence 1.3 Site Hardscapes CMG X X X X $ 621,880.00 $ 59,912.00 $ 11,500.00 $ 3,705.00 ASKIN X X X $ 824,029.00 $ 73,920.00 $ 5,930.00 $ 7,856.00 WILLIAMS CIVIL X X X X $ 905,813.00 $ 87,900.00 $ 6,100.00 $ 6,000.00 SIME CONSTRUCTION X X X X $ 776,400.00 $ 67,621.00 $ 15,000.00 $ 5,460.00 1.4 Irrigation/Landscape/Amendments Bid Security Addenda 1&2 Non- discrimination Non- Collusion Base Bid Total Shrubs & Perennials Alternate Sod 1 field Alternate Buildout 3rd Field RAINMAKER X X X X $ 1,252,460.00 $ 16,660.00 $ 44,000.00 $ 268,480.00 GOODEARTHWORKS X X X X $ 1,369,500.00 $ 9,815.00 $ 86,875.00 $ 253,025.00 RECOMMENDED AWARD As Read 12-14-2017 99 ATTACHMENT B 100