HomeMy WebLinkAboutPR 11671: REJECT PAVILION BIDSPUBLIC WORKS DEPARTMENT
COUNCIl, ACTION MEMO
TO
FROM
SUBJECT
DATE
Steve Fitzgibbons, City Manager
Leslie E. McMahen, P.E. Director of Public Works
P.R. No. 11671
February 12, 2002
RECOMMENDATION
I recommend that the City Council of the City of Port Arthur approve Proposed
Resolution No. 11671 rejecting all bids for the downtown pavilion stage due to ail
of them being over the available budget, and that Arceneaux & Gates Consulting
Engineers, Inc. be authorized to so notify ail bidders.
BACKGROUND
Mardi Gras South East Texas and the City mutually agreed to fund a stage for the
downtown pavilion in the amount of $45,000 each for a total budget of $90,000.
Funds carried over from the construction of the pavilion itself boosted the total
available funds at the beginning of FY2002 to $140,490.42.
Arceneaux & Gates was hired to design the stage and did so in conjunction with
a promotions agent used by Mardi Gras to provide their temporary stage and
sound system. The eventual design called for a cover over the stage, a stage with
retaining wails/ramp/steps, and a sound mixer platform with cable trenches to
and on the stage.
Bids came in for the pavilion stage on February 6, 2002, with the lowest bid being
$146,823.60. After going through the exercise of looking at available funding in
CIP 003, the Iow bid for the work, and the engineering costs that would remain if
the project went forward, it was obvious that we would be short of funding in the
range of about $26,000. The City would have to put up considerably more than
half of the cost of the project in order to make the project go forward.
For this reason, it is recommended that ail bids be rejected and that Arceneaux
and Gates so notify the bidders on the project.
BUDGET/FISCAL EFFECT
There are not sufficient funds in the project account to allow the project to move
forward without the City paying considerably more than half of the project cost.
It is doubtful that Mardi Gras South East Texas would be willing to put any more
money into the project.
STAFFING/EMPLOYEE EFFECT
None.
P.R. No. 11671
Page #2
SUMMARY
I recommend that the City Council of the City of Port Arthur approve Proposed
Resolution No. 11671 rejecting all bids for the downtown pavilion stage due to all
of them being over the available budget;j:and that Arceneaux & Gates Consulting
Engineers, Inc. be authorized to so notify all bidders.
Leslie E. McMahen, P.E.
Director of Public Works
file c:\cam\pavfilonstagebidrejection
P,i~11671
02112/02 vi-./
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE REJECTION OF ALL
BIDS FOR THE CONSTRUCTION OF THE DOWNTOWN
PAVILION STAGE DUE TO ~J~LL BIDS EXCEEDING THE
BUDGET IN CIP 003, AND THAT ARCENEAUX 8s GATES
CONSULTING ENGINEERS, INC. BE INSTRUCTED TO SO
INFORM ALL BIDDERS.
WHEREAS, the CIP 003 Account for the downtown pavilion had a
beginning FY2002 balance in the amount of $140,490.42 of which $ ! 1,406.25 has
been paid out to date for engineering costs, and $15,871.50 remains on the
engineering contract; and,
WHEREAS, Mardi Gras of SOuth East Texas' $45,000 share of the funding
was included in the $140,490.42 figure, and the AS400 shows a current balance
in the CIP 003 Account of $134,509.58; and,
WHEREAS, on January 20, 2002 and January 27, 2002 the City advertised
for bids for the construction of the Downtown Pavilion Stage; and,
WHEREAS, bids were received and opened on February 6, 2002 w/th eight
(8) bids being opened; and,
WHEREAS, all bids are being rejected due to all of them being more than
the available budget as of this date which has additional engineering payments
being processed against it; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
P,R. No. 11671
Page #2
and~
THAT all bids for construction of the Downtown Pavilion Stage be rejected;
THAT Arceneaux & Gates Consulting Engineers, Inc., the engineering firm
for the project, be instructed to so inform all bidders on the construction of the
Downtown Pavilion Stage project; and,
THAT the bid bonds of all bidders be returned to them by the City
Secretary's office; and,
THAT a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
READ, ADOPTED, AND APPROVED this day of A.D.,
2002 at a Meeting of the City Council of the City of Port
Arthur, Texas, by the following vote: Ayes: Mayor: ,
Councilmembers ;
Noes:
ATTEST:
Mayor
City Secretary
P.i~. NO. 11671
Page #~
APPROVED AS TO FORM:
City ^ttomey
APPROVED FOR ADMINISTRATION:
Steve Fitzgibbons
City Manager
Leslie E. McMahen, P.E.
Director of Public Works
file c: \ res\pavflionstagebidrejection