Agenda - 06-03-2003 - 9c - Laserfiche WebLink

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2 3. The cost of constructing one field on its own requires a much greater proportional cost of field infrastructure (no economies of scale as might be seen with construction of several fields that can share parking, fencing, irrigation, etc.) 4. Construction costs in the Triangle region trend higher than other areas of the State 5. The expedited timeline for completion of the project (three months) required amore- intensive commitment of contractor crews and this affected the price accordingly. Staff has worked with the low-bidder to adjust the components of the project in the interest of refining the bid while still keeping to the material terms of the Request for Proposals (RFP). This conversation has resulted in a cost of $214,000. The contractor also projects that additional changes within the project might enable the project to be developed for slightly under $200,000. However, additional changes such as the above represent a material change in the scope of work on which bids were submitted, and will therefore prompt the need to re-bid the project. Recognizing the higher-than-anticipated cost, staff has worked to identify options and alternatives for the Board's consideration. Four options are outlined in the attached memo: A. No-build: Look for other land and potential economies of scale B. Re-bid and Build at $215,000 (+/-): Re-bid the project as based on refinements with the low- bidder, with the hope of achieving new bids in the range of $200,000-215,000 C. Public-Private Partnership: Re-bid and build field same as B above, but ask Orange County Soccer Alliance or other organization(s) to participate in funding portions of the project (such as irrigation and landscaping) D. Award Matching Grant and Let Others Build -Forego the project as a County project, but consider awarding a grant from the Soccer Superfund for part of the funding needed to an organization(s) willing to build the field. The organization(s) would then work with the Maple View owners regarding the field construction. This option may require amendment to the lease It should be noted that, given the time involved in evaluating options and decision-making, the field (if it is pursued) would not be open until fall 2004 (Bermuda field) or late 2005 (fescue field). Regardless of the option chosen, the changes to the project will require the formal rejection of bids received from the February RFP and bid opening. FINANCIAL IMPACT: The cost estimate for the field as identified on November 11 (when the Board approved the site design) was $75-100,000. The revised bid stands at $214,000, with the potential for decreasing to $200,000 (although these changes will require the project to be re-bid). The cost implications vary from $0 to $215,000, based on the options selected by the Board (above). The field construction, as originally identified, was to be funded by a combination of Capital Investment Plan (CIP) Park Facilities funds (current CIP), Soccer Superfund ($500,000 available in current year CIP) and potential contributions from the Orange County Soccer Alliance (amounts unknown). RECOMMENDATION(S): The Manager recommends that the Board 1) consider the options outlined by staff in the attached memo and provide direction on the preferred course of action; and 2) formally reject the bids received in February.