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THE CITY OF 1 0 pLEASANTOK CITY COUNCIL AGENDA REPORT September 3, 2019 Engineering TITLE: APPROVE PLANS AND SPECIFICATIONS, REVIEW BIDS, AND AWARD CONSTRUCTION CONTRACT TO VINTAGE CONTRACTORS, INC. IN THE AMOUNT OF $155,550 FOR THE BASKETBALL COURT RESURFACING AT MEADOWLARK AND KEN MERCER SPORTS PARK PROJECT, CIP NO. 20744 SUMMARY Plans for the Basketball Court Resurfacing at Meadowlark and Ken Mercer Sports Park Project, CIP No. 20744, were completed and advertised for construction bid July 2019. Two bids were received by the advertised bid deadline of 2 p.m. on August 7, 2019. Staff reviewed the bids and questioned whether the low bidder ($118,570) possessed the specified amount of experience needed to submit a responsive bid. The low bidder then requested to withdraw their bid explaining they were unaware of the experience requirements necessary to perform the work. Staff recommends the low bidder be allowed to withdraw their bid without penalty and the contract be awarded to the next lowest bidder, Vintage Contractors, Inc. (Vintage) for the bid amount of $155,570. RECOMMENDATION 1. Approve plans and specifications for this project. 2. Review the bids, allow the low bidder to withdraw their bid without penalty, and award the construction contract to Vintage for the bid amount of$155,570. 3. Authorize the City Manager to enter into the project contract. 4. Authorize the Director of Engineering to approve and execute any required contract change order(s) for up to a not-to-exceed amount of $15,500 (approximately 10 percent of the construction contract) for unforeseen yet necessary related work. 5. Transfer $11 ,155 from Landscape Median Construction and Renovation, CIP No. 06451 (Account No. 20330112-440108-06451) to complete funding for this project. FINANCIAL STATEMENT The Capital Improvement Program (CIP) budget includes $160,000 for this project, CIP No. 20744. The additional funding required for the project is available from CIP No. 06451 . The anticipated total expenditure for this project is $171 ,155 including design, construction, contingency, etc. See Attachment 1 for a summary of funding and anticipated expenditures.