To: Honorable Mayor and Members of Town Council
From: Robert C. Hanna, Parks and Recreation Director
Title
Resolution: Approving Change Order #1 to the Phase 2 Philip S. Miller Park Construction Contract with MW Golden Constructors for the Supply and Construction of the Amphitheater Stage Canopy
Body
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Executive Summary
Town Council signed a construction contract with MW Golden Constructors on February 17, 2015 to complete the Philip S. Miller Park Phase 2 Construction Project. The approved project included the core plaza, amphitheater, millhouse and pond with several value engineering changes designed to align the project with funds available.
Also, as part of the strategy to reduce cost, the canopy for the amphitheater stage was bid but not included in MW Golden’s initial contract. The 2015 first quarter budget amendment did include $289,419 for the amphitheater stage canopy; however, the canopy was not included in MW Golden’s contract because staff wanted time to explore options for finding a financial partner for this element. Over the past three months, the Castle Rock Parks and Trails Foundation and staff have reached out to several large donors in an attempt to raise funds for the canopy, but none have yet come forward with a pledge for funding.
The Phase 2 construction project is scheduled for completion by the end of 2015. We have reached a point where the current schedule requires the addition of the canopy by June to provide adequate time for fabrication, delivery and installation. Staff is recommending that the attached Resolution (Attachment A) approving change order #1 with MW Golden be approved to add the canopy to the construction contract because the cover is an important for the form and function of the amphitheater. The cost is also very competitive and its approval ensures the amphitheater will be ready for 2016 events.
The amphitheater would still be functional if the change order for the canopy is not approved, but we would likely need to rent a portable stage to provide for the anticipated entertainment / performance venues. Also, if the intent is to add the canopy at a later date, funding for foundations and electrical service would be needed to avoid future disturbance and additional cost.
History of Past Town Council, Boards & Commissions, or Other Discussions
The Parks and Recreation Commission recommended the approval of a Resolution Approving Change Order #1 to the Phase 2 Philip S. Miller Park Construction Contract with MW Golden Constructors for the supply and construction of the Amphitheater Stage Canopy at their May 20, 2015 meeting.
Discussion
The Philip S. Miller Park Phase 2 Construction Project bid documents included the canopy cover of the amphitheater stage. The price for this amenity was competitively bid with Phase 2 and MW Golden Constructors, the low bid contractor, provided a price of $289,419. The price includes the design, fabrication, supply and installation of the canopy structure, the foundation system and associated electrical rough in work.
Scheduling for the canopy, illustrated below, has reached a point where the structure must be ordered through Span Systems, the subcontractor, in order to make the scheduled completion date for the project. If this decision is delayed, it will affect other trades, such as landscape and irrigation that must be installed by September to avoid extending the completion date. If the change order is not approved, additional funding will still be required to construct foundations and extend electrical service, otherwise additional improvements such as the backdrop wall, stage and landscape would have to be removed or modified to avoid damage from future construction activities.
Budget Impact
The first quarter budget amendment included $8.4 million for Phase 2 construction. The amphitheater canopy was already included in the approved 2015 budget for the project, but was not included in MW Golden’s contract. The total project cost as previously presented to Town Council is shown below.
Budget
MW Golden Constructors Bid $7,896,502
Cost Reduction / Value Engineering ($ 500,000)
Amphitheater Cover ($ 289,419)
Contract with MW Golden Constructors $ 7,107,083
Project Contingency 6.7% $ 474,510
Additional Project Costs
Materials Testing Services $ 48,253
Development Fees $ 270,735
Construction Administration Services $ 210,000
Total Project Cost (less amphitheater stage cover) $ 8,110,581
Amphitheater Stage Cover $ 289,419
Planned total project cost $ 8,400,000
If Town Council approves the addition of the amphitheater stage cover without the anticipated fundraising amounts, it is important to note that there is a projected cash flow deficit of roughly $116,000 in December 2018 based on current projections. We anticipate being able to address this deficit by 2018 with the use of other funds if necessary. It is also important to note that the total amount of the projected deficit is dependent on actual residential growth levels between 2015 and 2018, so the deficit could be lower or may not exist if growth levels exceed current conservative projections.
Staff Recommendation
Staff recommends approval of a Resolution Approving Change Order #1 to the Phase 2 Philip S. Miller Park Construction Contract with MW Golden Constructors for the supply and construction of the Amphitheater Stage Canopy.
Proposed Motion
“I move to approve a Resolution Approving Change Order #1 to the Phase 2 Philip S. Miller Park Construction Contract with MW Golden Constructors for the supply and construction of the Amphitheater Stage Canopy.”
Attachments
Attachment A Resolution
Exhibit 1 Change Order