Agenda Item Executive SummarY
Item title*
title
Award a Bid and Authorize the Town Manager to Execute a Contract for the Reconstruction of the Six Tennis Courts at Cedar Falls Park.
presenter
RESPONSIBLE STAFF, TITLE, DEPARTMENT
Marcia Purvis, Principal Planner, Parks and Recreation Department
STAFF RECOMMENDATION
• Staff recommends that Council adopt a resolution awarding a bid and authorizing the Town Manager to execute a contract with the lowest responsive, responsible bidder, H.M. Kern Corporation, for $1,342,800.
• Staff recommends that Council also authorize the Town Manager to approve change orders as necessary, provided the contract cost remains within the budgeted amount.
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ACTION/Decision points *
• Council must adopt the attached resolution to award a bid and authorizing the Town Manager to execute a contract with the lowest responsive, responsible bidder.
• Council must authorize the Town Manager to approve change orders as necessary, within the budgeted amount.
LEGISLATIVE CONTEXT*
State Statue 143-129 <https://www.ncleg.net/EnactedLegislation/Statutes/HTML/BySection/Chapter_143/GS_143-129.html> sets the procedure for letting public contracts.
Background and CONTEXT*
• Project request August 2017
• The Parks, Greenways, and Recreation Commission request construction funding as part of their "2020 Five Year Budget Priorities."
• Partial Funding allocated 2/3 Bond money June 2021
• Commenced planning, design, and public engagement November 2021 - January 2022
• Staff presentation to the Parks, Greenways, and Recreation Commission, Town Manager, and Council January 2022 - June 2022
• Partial funding allocated using 2024 Penny for Parks funding to cover construction cost increase.
• Project advertised for construction bids on April 30, 2024, held two mandatory pre-bid conferences on May 13, 2024, and June 18, 2024.
• The Town received three bids on July 18, 2024, and staff qualified H.M. Kern Corporation as the lowest responsive bidder.
• Staff anticipates that the contract will begin work in October 2024 and that construction will last 6-9 months.
• Parks and Recreation staff, the project landscape architecture and engineering firm, and the department's Marketing and Resource Development Administrator will collaborate to provide information on the project's progress on the project webpage and through the TOWNnews and Social Media sites.
TRADEOFFS, ALTERNATIVES, IMPACTS:
If the Council decides not to adopt the resolution awarding a bid, authorizing the Town Manager to execute a contract with the lowest responsive, responsible bidder, H.M. Kern Corporation, in the amount of $1,342,800 and doesn’t authorize the Town Manager to approve change orders as necessary then the reconstruction of the six tennis courts will not occur and the overall conditions at the location may provide a non-playable environment.
Financial impact
The project funding comes from 2003 bonds (issued in 2010), 2015 bonds (issued in 2017), the 2021 2/3 bonds and from the FY 2025 Penny for Parks budget.
COMMUNITY ENGAGEMENT
• Staff from the Parks and Recreation Department worked with Communications and Public Affairs staff to advertise through project webpage, TOWNnews, social media sites, community and neighborhood events, project distribution list participants, signs, etc. and to promote opportunities to participate in community meetings and an online survey to receive input on the project need and proposed design of the six tennis courts.
• Tennis Community Stakeholder Meetings June 2021 - November 2021
• Public Meeting December 2021
• Public Survey November 2021 - January 2022
- 85% of survey respondents supported the improvements to the tennis courts.
- 76% of the survey participants agreed that additional resources should be dedicated to improving tennis courts.
Attachments
Cedar Falls Park Tennis Courts Resolution
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH H.M. KERN CORPORATION IN AN AMOUNT OF $1,342,800 FOR THE RECONSTRUCTION OF THE CEDAR FALLS PARK TENNIS COURTS (2024-09-11/R-2)
WHEREAS, the Town of Chapel Hill solicited formal bids for the Cedar Falls Park Tennis Courts Reconstruction Project on the Town website on April 30, 2024 in accordance with N.C. General Statute Sec. 143-129; and
WHEREAS, the Town of Chapel Hill held pre-bid conferences on May 13, 2024 and June 18 2024; and
WHEREAS, three responsive bids were received and opened on July 18, 2024; and
WHEREAS, the responsive bids were evaluated and H.M. Kern Corporation was determined to be the lowest responsive, responsible bidder.
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Town Manager to execute a contract with the lowest responsive, responsible bidder, H.M. Kern Corporation in an amount of $1,342,800.
BE IT FURTHER RESOLVED that the Town Manager is authorized to approve change orders as necessary provided that the contract cost remains within the budgeted amount.
This the 11th day of September, 2024.end
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