10-08-1996 (Library) Agenda Packet V. ylie Ct Council Li
#3
agenda Communication for October 8, 1996
(ward of Construction Bid on the Truett and Rita Smith Library
Issue
Discuss and consider awarding a contract for the expansion and renovation of the Rita and Truett
Smith Public Library.
Background
Competitive sealed bids have been solicited and received for the expansion and renovation of the
Rita and Truett Smith Public Library. Because current economic trends have created a bidder's market
in the construction industry, the bid specifications were written to afford the City maximum flexibility in
awarding a contract that would achieve as much as possible within the project budget. The solicitation
included three alternate bids for additional improvements which could be added to the base bid at the
City's option and one deduct alternate allowing the bidder to reuse existing light fixtures if funding was
inadequate for the new fixtures specified. Because of the favorable bid response, the project can be
completed as originally designed and within the project budget. .
Ten bids were submitted and evaluated by City staff and the architectural staff of Phillips Swager
Associates. The bid tabulation and a copy of the architect's recommendation are provided herewith.
Since the base bids were considerably under the budget estimate, the City has the option to add the
alternate bid items to the project and to waive the nominal savings offered by the deduct alternate. The
lowest responsive and responsible bid for the project, with the alternate improvements included in the
renovation, is from Anchor Companies at $160,500.00.
The expansion and renovation will be accomplished in two phases, the first of which will involve
renovating the Community Center portion of the facility to become part of the newly expanded Library.
Once Phase I is complete, Library operations will be moved into the renovated area of the old
Community Center while renovation work is being performed on the area that presently houses the
Library. It will be necessary to briefly close the Library twice during the course of the project due to the
logistical problems of moving the Library operations to the old Community Center and then expanding
back into the completely renovated Library facility. Anchor has committed to a completion time of sixty
days for Phase I of the capital improvement project and another sixty days for Phase II. Critical path
dates will be discussed with the contractor after the award of the contract.
Financial Consideration
The Council has allocated $285,000.00, which is budgeted in the 4B Capital Projects Fund, for
improvements at the Smith Public Library. The source of this funding consists of $225,000.00 in 1995
bond monies and an allocation of $60,000.00 from a $150,000.00 pool of 4B Sales Tax funds which
accumulated as a result of delays in construction starts on major projects and lower debt service costs.
The budgeted amount includes the architect's original budget estimate of$190,000.00 for the building
renovation with the remainder allocated for architectural/engineering fees, roof replacement, shelving,
furniture/fixtures, upgrades to the computer system, moving and storage and miscellaneous library
Legal Consideration
The bid solicitation for this project was conducted in accordance with Chapter 252.021 of the
Local Government Code which governs the procedural requirements for certain capital expenditures.
Board/Commission Recommendation
The Library Advisory Board was provided with details of the bids received for the project on
September 18.
Staff Recommendation
Staff recommends that Council award a contract to Anchor Companies in the amount of
$160,500.00 for the expansion and renovation of the Rita and Truett Smith Public Library.
Attachments
Bid Tabulation, Architects Recommendation.
4.47,„
Prepared By evie by Fin nce CityManager Approval
•
•
PHILLIPS SWAGER ASSOCIATES
Dallas,TexasSeptember 18, 1996
Bid Tabulation
WYLIE LIBRARY
PSA Project No.4114.00
Contractor Anchor Speed Marcon Plyler Tegnss Dal-Tech Harrison Quality
Companies Fab-Creto Construction Inc. Construction Construction Construction Construction
Base Bid $157,500.00 S156,885.00 $166,600.00 S174,000.00
$178,887.00 $174,000.00 5173,500.00
(5,000.00)
Alternate No.1- $1,500.00 $1,544.00 $1,350.00 $1,050.00 $1,367.00 $1,200.00
Exterior Window $3,140.00
Alternate No.2- (S2,000.00) ($5,000.00) ($5,400.00) ($6,200.00) (S5,000.00) ($5,000.00) ($4,000.00)
Re-use interior licbt fixtures
Unit Price
Replace noisy ballast
Alternate No.3- $1,000.00 $680.00 $540.00 $450.00 $515.00 $1,200.00
Paint exterior columns $400.00
Alternate No.4- $500.00 $2,040.00 3.10/1 ft. $2,000.00 $2,200.00 53,500.00 $2,000.00
Caulk joints&windows
Phase I Days 60 45 35 42 42 45
Phase II Days 60 60 45 63 70 105
TOTAL(base bid& $160,500.00 S161,149.00 $168,490.00 $177,500.00 $177,969.00 5179,900.00 5179,040.00
Alternates
Nos.1,3,&4)
Bid Bond Yes Yes Yes Yes Yes Yes Yes
(Yes/No)
Three Addenda Roc'd Yes Yes Yes Yes Yes Yes Yes
(Yes/No)
•
Wylie Library
Page 2
Contractor Ranger Star-Tex Corporate
Assets Construction Construction
Services
Base Bid $178,606.00 5176,000.00 $186,861.00
Alternate No.1- $1,775.00 S4,200.00 $3,500.00
Exterior\Vindow
Alternate No.2- ($4,785.00) ($4,900.00) $3,125.00
Re-use interior lieht fixtures
Unit Price
Replace noisy ballast
Alternate No.3- S774.00 $2,300.00 $3,500.00
Paint exterior columns
Alternate No.4- $2,500.00 $4,500.00 $5,500.00 •
Caulk joints&windows
Phase I Days 35 50
Phase II Days ' 45 90 •
TOTAL(base bid& $183,655.00 $187,000.00 $199,361.00
Alternates
Nos.I,3,&4)
Bid Bond Yes Yes Yes
(Yes/No)
Three Addenda Rec'd Yes Yes Yes
(\es/No)
x:\411400\bidub.wp
�.L
Phillips Swager Associates .
- : . : September 29, 1996 ' .
. Ms. Mignon Morse
: Library Director
• • - 800 Thomas - ' . . .
Wylie, TX 75098
•
::.-Re: Wylie Library . . _
•- - PSA Project No: 4114.00 . ' •
Dear Ms. Morse:
• • • . As you know, on September 18, 1996 bids were received for the Smith Library
addition and renovation and were publicly opened and read. The apparent low
. bidder is Anchor Companies with a base bid plus Alternates Nos. 1, 3, and 4 (see '
• attached Bid Form) of$160,500.00 followed by Speed Fab-Crete with a bid of
$161,149.00. .
• - : We have reviewed the references of these bidders•and of those we contacted - •
- _ regarding Anchor Companies both Owners and Architects were very positive and ' . -
stated that they would work with Anchor Companies again: In fact; we did not , - •
' receive any negative comments.
•Based in Plano,•Anchor Companies has been in.business since 1985 and have : . •
' completed several renovation projects and new buildings. Their resume lists a _
•variety of projects including multi-family housing renovations, office build-buts, •
a parks pavilion, a City Hall, and an animal shelter. The Owners representative
for the Park Pavilion stated that Anchor did quality work. Overall impressions -
, . from.those individuals questions seems to reveal that Anchor Companies is
conscientious and hard working, and the process of working with them has gone -
• -smoothly and without any major conflicts.
. . . ' Due.to this response, Phillips Swager Associates (PSA) recommends awarding the •
_ _ •• - contract for.the construction of the Smith Library addition and renovation to • . . . •
- Anchor Companies for their stated total bid amount of$160,500.00. .- - - .
Concerning the alternates, PSA would recommend accepting Alternates Nos. 1, 3,
. and 4 and rejecting the deduct Alternate No. 2 (re-using existing light fixtures) • •. .
sin
ce the base bids came in lower than the original estimate: • .. . • -
12404 Park Central.Dr.,Suite 240 ,
Archl[eC[S Dallas,Texas 75251-1819 : - .
(214)239-8827 :`•1. - - -
• Engineers FAX:(2i4)404-96s0 .
•
Planners ore s in Peon.'
. Ms. Mignon M•orse.: •
- September 30, 1996 -
Page 2 . . .
_.Again, PSA would recommend awarding-the construction contract to Anchor: • -
Companies for their total bid of$160,500.00 which includes Alternates No . 1,.3,
- and 4.. .We look forward to adding Anchor Companies.to the project team as we -
. head into the final and.most important stretch of this project. •• . .. - '
Sincerely,
PHIL,LTPS SWAGER ASSOCIATES
•
• . Maureen Arndt
JSs%411400/lmm1 - _
pc; Denelle Wrightson, PSA
•
- •. : Project File
4B FUNDS FOR THE LIBRARY RENOVATION PROJECT
ESTIMATED ALLOCATION OF FUNDS
Construction $160,500
Roof $ 11,200
Contigency $ 20,500
NE Fees $ 18,500
Furniture and Signage $ 32,000
Shelving $ 12,000
Moving and Storage $ 7,000
Equipment and Wiring upgrade $ 16,500
Software and upgrades for automation system $ 700
Materials $ 5,000
Refrigerator $ 600
Uphoulster Couch $ 500
TOTAL $285,000
Please note: Most of these figures are estimates with the exception of
construction cost, roof repair, and architect fees. Any contingency funds
that are not used during the construction process will be used for
equipment, furniture, materials, and/or the dedication of the new building.
PHILLIPS SWAGER ASSOCIATES
Architects/Engineers/ Planners
12404 Park Central Drive, Suite 240
Dallas, Texas 75251-1819 Revised October 1, 1996
MEMORANDUM NO. 5
Re: Rita and Truett Smith Public Library
Wylie, Texas
PSA Project No. 4114.00
Those in Attendance:
Ms. Mignon Morse Wylie Public Library - Director
Denelle C. Wrightson Phillips Swager Associates (PSA)
Purpose: To discuss furniture quotes and bidding
New Business:
5/1 The furniture quotes from the various representatives were reviewed and it was decided to proceed as follows:
A. Circulation Desk and Childrens' Desk ordered from Cultural Surroundings, $14,979.
B. Two (2) custom train reading tables, eight(8) custom train chairs and one (1) custom train end panel
from G. Madison Company, $2,585.
C. Six(6) task chairs, one (1) table for staff lounge, one (1) shelf unit and (1) table for Director's office •
from Plano Office Supply Company, to be quoted. If money is available a new desk will be purchased
for staff use in the workroom.
D. Steel shelving and end panels to be bid as Bid Schedule A. An alternate will be added that adds 20
display shelves to the bid, est. $25,000.
E. Two (2) double faced and one (1) single faced computer carrels, two (2) children' tables, eight (8)
children' chairs, one(1)adult table for the study room and (1) depressible book truck for the exterior
book drop to be bid as Bid Schedule B, est. $3,700.
F. The sofa will be reupholstered using a local company if possible.
G. The signs for the library bookstacks and the ceiling hung signs will be ordered from
Cultural Surroundings, $3,836.
5/2 The specification for the shelving must specify that Esty only will be an accepted manufacturer and prices will
be based on installation in April or May at the latest.
5/3 PSA will complete the furniture specs during the next few weeks.
The above summation is our interpretation of the items discussed and decisions reached at the above referenced meeting.
Any persons desiring to add to or revise the notes are requested to put their comments in writing to the Architect within
10 days, otherwise the above will stand as written.
Respectfully Submitted,
PHILLIPS SWAGER ASSOCIATES
Denelle C. Wrightson, AIA
Vice President
Distribution: Attendees