City Council

Agenda Request

Agenda Of:

2-19-08

Agenda Request No:

IX C

Initiated By:

Joe Chesser, assistant director of parks & recreation

Responsible Department:

parks & recreation departments

Presented By:

Joe Chesser, Assistant Director of Parks & Recreation

 

Department Head:

jim browne,  director of parks and recreation 

 

 

 

Additional Department. Head (s):

mike hobbs, director of public works

Subject / Proceeding:

city park baker field renovation/pk 0604

Donation from sugar land little league and sugar land rotary club

Exhibits:

n/a

Clearances

Approval

Legal:

n/a

Executive Director:

joseph a. esch, business and intergovernmental relations

Purchasing:

N/A

Asst. City Manager:

N/A

Budget:

N/A

Acting City Manager:

karen glynn

Budget

Expenditure Required:  $

N/A

Amount Budgeted/Reallocation:  $

N/A

Additional Appropriation:  $

N/A

Recommended Action

Review and discuss a proposed donation from the Sugar Land Rotary Club and Sugar Land Little League to enhance the Baker Field Project.

Executive Summary

 

On November 6, 2007 City Council authorized execution of a contract in the amount of $591,976.42 for renovation of Baker Field in City Park. The project budget was $594,779.00 and an additional $20,000 was re-allocated for contingency. The base bid was awarded but none of the add alternates.

 

There were two add alternate bid items for masonry walls that were not within budget. They totaled $28,000.00. The Sugar Land Rotary Club and Sugar Land Little League have expressed interest in these items and have approached the City Park’s department to request the opportunity to fund a portion of these projects.  They have raised money to fund one of the wall segments and have requested that the City provide some matching funds to construct the second section of wall. The longer wall segment is located at the base of the backstop. The bid cost is $18,000.00. This is the section the Rotary Club and League are proposing to donate funds to construct. The smaller section of wall is around each dugout. This is the section that would be funded by the City’s match. The City’s cost would be $10,000.00.

 

Since the project is already under construction the contractor needs to be authorized, by change order, to add the walls into the contract as soon as possible. The Joint Participation CIP through the 4B Corporation would be the typical source for matching fund requests, however, the process takes at least two months to complete. Therefore, the process does not meet the time restrictions of the project.

 

The use of contingency funds will leave $10,000 for other unforeseen expenses that could occur during the remainder of the project. If the contingency money is depleted, staff will be required to come back to Council for additional funds. It should be noted that the City entered into this contract with less contingency than is preferred and therefore it is quite possible that additional contingency funding may be required prior to the completion of the project even if Council elects not to proceed with the opportunity for a joint match project. 

 

Additionally, given the time constraints of the project and the possibility that Council may wish to have the 4B Corporation consider the opportunity, staff will be briefing the 4B Corporation on this opportunity at their meeting on February 20th.

Exhibits

 

N/A