Subject:
Title
8:15 p.m. - 8:45 p.m. Request approval to award Invitation for Bid (IFB) 25-13 to Ball Rock Inc. in the amount of $329,846.96 for replacement of the Meadow Lane bathroom facility.
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
Oct. 21, 2019 - Approval of 2020-36 Capital Improvement Plan (CIP)
Jan. 24, 2022 - Request approval to ride District Department of Transportation (DDOT) contract for Meadow Lane Park Site Survey and Site Plan Submission with Kimley-Horn
Feb. 28, 2025 - Town Council held a public hearing and approved the site plan for new restroom facilities at Meadow Lane Park, on parcel 0384 08C, at 400 Courthouse Road, SW, in the Parks and Recreational zoning district.
EXPLANATION AND SUMMARY:
The existing restroom facility at Meadow Lane Park, built between 1962 and 1964, is outdated and no longer meets current accessibility and capacity needs. The Parks and Recreation Department proposes replacing it with a prefabricated structure that will expand the fixture count from one each in the men's and women's restrooms to two per restroom. Upgrades to domestic water, sanitary sewer, and electrical service will support the new facility.
As required by Town Code, properties zoned PR (Parks and Recreation) must undergo site plan review, with public hearings before the Planning Commission and Town Council. Additionally, the Board of Architectural Review (BAR) must approve all exterior modifications.
Boards & Commissions of Interest:
* Planning Commission: Held a public hearing and recommended approval of the site plan on Feb. 26, 2025.
* Board of Architectural Review (BAR): Approved the facility's design on March 21, 2024.
Bids were received from four (4) vendors for the IFB 25-13. Ball Rock Inc. was the lowest bidder and has been determined to be a responsive and responsible bidder that has met the specifications of the IFB.
Funding
The Finance Department has allocated $329,846.96 to replace the restroom building at Meadow Lane Park through capital improvement funding, 2020 bond.
NEXT STEPS: If Council approves the recommendation, Parks & Recreation will issue a purchase order to Ball Rock Inc. to initiate the replacement of the Meadow Lane Park bathroom facility.
ANTICIPATED COMPLETION TIMEFRAME: The project is expected to begin fall 2025 and be completed by December 2025. Meadow Lane Park will be impacted for approximately 60 days. The playground will remain open to the public during construction, with fencing separating the work zone. Portable toilets will be placed in the park.
Departmental Recommendation: Recommend approval.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town has competitively bid the contract to replace the Meadow Lane Park Restroom, and the Town Council may award the contract to the lowest responsive and responsible bidder in its discretion.
Town Manager's Recommendation: I recommend the Town Council approve the award of IFB 25-13 to Ball Rock, Inc. for the Meadow Lane Park Restroom Replacement, as presented.
Cost and Financing: $329,846.96
GL# 300-000-0000-39470-48801
Project Number: 720MLPR031
Prior Funding Approval: CIP Budget 2020
Decision Needed by This date: April 28, 2025
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move for approval of award IFB 25-13 to Ball Rock Inc.
and
I further move to approve spending in the amount of $329,846.96 with Ball Rock Inc. for the Meadow Lane Park Restroom Replacement."
Or
Other action deemed necessary by Council.