To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Waiving Formal Written Bidding Requirement on the Basis of Sole Source and Approving an Equipment and Services Acquisition Agreement with L.E.R., Inc. d/b/a Renner Sport Surfaces for the Mitchell Gulch Park Tennis Court Renovation Project [Location: 200 Mikelson Blvd]
Body
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Executive Summary
Castle Rock Parks and Recreation is seeking Town Council approval of a Resolution waiving formal written bidding requirement on the basis of Sole Source and approving an Equipment and Services Acquisition Agreement with L.E.R. Inc., d/b/a Renner Sports Surfaces (Renner) for the Mitchell Gulch Park Tennis Court Renovation Project in the amount of $746,125.49, plus a 10% Town-managed contingency in the amount of $74,612, for a total contract authorization of $820,737.49.
Discussion
Parks, open space and trails located within the Town of Castle Rock contribute to the quality of life and enhance community character. The Council-approved Parks and Recreation Master Plan identifies the need to assess and plan renovations at existing facilities to sustain current levels of service and ensure user safety to continue to meet resident expectations. The Mitchell Gulch Park Renovation was identified as a priority in the department’s 2019-2024 Capital Improvement Plan.
To plan renovation work, staff contracted landscape architect DHM Design Corporation (DHM) to engage residents and staff to evaluate maintenance issues, assess current and future programming needs and obtain feedback on desired enhancements. DHM used this assessment process and public input to design the Mitchell Gulch Park Renovation Master Plan (Attachment A).
The project will replace existing playground elements, as well as feature the addition of tennis courts, walkways, enhanced security lighting, a pavilion, dedicated concrete parking areas, a bike pump track and an all-season restroom. The irrigation system will be upgraded to improve watering efficiency and native landscaping planted to reduce water consumption. The park will be improved to meet current ADA accessibility standards and improved for stormwater retention due to the slight increase in impervious surface resulting from the renovation.
The Conservation Trust Fund Account will fund the renovations and upgrades at the park, while new capacity improvements will be funded through the Parks and Recreation Capital Fund Account. The Conservation Trust Fund Account is generated from lottery proceeds that are received directly from the State and from the Douglas County Shareback sales and use tax for open space. Conservation Trust Fund monies are used for the renovation of qualifying parks and park infrastructure. The Parks and Recreation Capital Fund Account is generated through impact fees and these monies are used to add new facilities.
Colorado Designscapes, Inc., will complete park enhancements included within the project’s base bid, as well as address stormwater retention (i.e. pond allowance) and provide the infrastructure for the parking lots and tennis courts:
Colorado Designscapes Contract:
|
Service |
Amount |
Fund Account |
|
Base contract and pond allowance (renovation) |
$2,779,482.50 |
Conservation Trust |
|
Tennis and parking infrastructure (new improvement) |
$ 407,483.00 |
P&R Capital |
|
Security camera and infrastructure |
$ 25,000.00 |
General Long Term Planning |
|
Construction Contract Subtotal |
$3,211,965.50 |
|
|
Town-managed contingency |
$ 321,196.55 |
Conservation Trust |
|
Total Contract Authorization |
$3,533,162.05 |
|
Staff has also elected to work with additional contractors to supply equipment and/or complete installation of various renovation components to reduce overall project costs. The additional vendors and planned project expenditures are represented below, and contracted items over $250,000 will be considered by Town Council for approval following this agenda item on October 18, 2022.
Additional Project Costs for Mitchell Gulch Park Renovation:
|
Vendor/Cost (service) |
Amount |
Fund Account |
|
Renner Sports Surfaces (concrete tennis courts) |
$820,737.49 |
P&R Capital |
|
Landscape Structures (playground equipment) |
$392,725.52 |
Conservation Trust |
|
Rocky Mountain Recreation (playground installation) |
$ 94,875.00 |
Conservation Trust |
|
Churchich Recreation (fitcourse equipment and installation) |
$ 28,539.00 |
Conservation Trust |
|
CXT (restroom) |
$114,544.00 |
P&R Capital |
|
DHM Design Corporation (design contract) |
$136,488.00 |
P&R Capital |
|
Fund balance for allowance and fees |
$ 55,000.00 |
Conservation Trust |
|
Ground Engineering (materials testing) |
$ 23,694.00 |
Conservation Trust |
|
Total Project Costs (with Designscapes Contract Authorization) |
$5,199,765.06 |
|
Pending Town Council approval, the Mitchell Gulch Park Renovation will commence fall 2022 and be completed in summer 2023. A project kickoff event is tentatively scheduled for 4-5 p.m. Tuesday, Oct. 25 and will be held on site.
Notification and Outreach Efforts
Throughout 2020, the department and DHM worked with community members to plan and finalize the Mitchell Gulch Park Renovation Master Plan (Attachment A) by hosting two online surveys; results from both surveys can be viewed in Attachment B.
Project updates are posted online at CRgov.com/ParkImprovements.
History of Past Town Council, Boards & Commissions, or Other Discussions
On September 21, 2022, the Parks and Recreation Commission unanimously endorsed awarding Colorado Designscapes, Inc., the construction contract for the Mitchell Gulch Park Renovation and approved the additional renovation project costs as outlined, including costs associated with this construction contract with Renner to develop tennis courts.
Budget Impact
This agreement has been sole sourced according to the Town’s Purchasing Policy as Renner offers a product unique in nature and will allow for standardization with existing facilities at other Town parks. By contracting directly with Renner, the Town will save approximately $74,000 as general contractors typically add an increase of 10% due to overhead costs and profit.
This expense has been budgeted and will be funded through the Parks and Recreation Capital Fund Account (130-5275-452.75-21) in the amount of $746,125.49, plus a 10% Town-managed contingency in the amount of $74,612, for a total contract authorization of $820,737.49.
Staff Recommendation
Staff recommends Town Council approval of a Resolution Waiving Formal Written Bidding Requirement and approving an Equipment and Services Acquisition Agreement with L.E.R. Inc., d/b/a Renner Sports Surfaces for the Mitchell Gulch Park Tennis Court Renovation in the amount of 746,125.49, plus a 10% Town-managed contingency in the amount of $74,612, for a total contract authorization of $820,737.49.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative Motions
“I move to approve the Resolution as introduced by title, with the following conditions: (list conditions).”
“I move to continue this item to the Town Council meeting on ___date to allow additional time to (list information needed).”
Attachments
Resolution
Sole Source Justification Form
Equipment and Services Acquisition Agreement
Attachment A - Mitchell Gulch Park Renovation Master Plan
Attachment B - Survey Results