R2019-102 Resolution Accepting a Bid for Construction of a New Parking Lot Adjacent to the Decatur Public Library

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DATE: July 12, 2019 I TO: Mayor Julie Moore-Wolfe and Decatur City Council Members FROM: Scot Wrighton,City Manage SUBJECT: Library Parking Lot A detailed mema from the Public Works Department,ar�d an amended contract (minus general conditions�,discussing the results of the bid apening and each of Che � construction options is attached,This cover rnemo provides additional commentary. The attached mema says that the City Council approved a professianal services agreement on April 1St with Massie&Massie to perfarm design services for the library parking lot. But the ather council decision on Aprillst was a motion selecting an improvement option that integrated nev+t paving services with the installation of new green spaces adjacent to reconstructed parking areas,The option the City Cauncil selected on April 15t is "Alternate#1". To enact the council's April 1St decision,the mation should be "Base Bid +Alternate#1,"at a cast of$1,OSS,779.4Q. As Massie&Massie progressed with project design, t authorized thern to develap alternatives ta the selected option so that the City Council could evaluate different solutions in the event actual bids gave the city additional flexibility to add rnore parking.When the council was discussing different improvement options on April 1�they did nat have actual construction costs available to help inforrn their decision.Now they do. tn the three months since the council selected"Alternate#1," some members af the library board have expressed concern that the nurnber af parking spots included in "Alternate#1" might not be adequate for all library events.This is, of course, dif�cult to predict. For large events,access ta the two- story parking deck south of Main Street is available for overflow parking. A common theme on Aprii 1S�was that the City Council wanted to break up the lot with more green space.This council intention argue against selecting"Alternate#3" which retains all of the existing parking east of the Prairie Street entrance to Martin Luther I�ing Drive (and is the most expensive alternate anyway)."Alternate#2"and "Alternate#4"add a combination of new green space and additional retained parking east af the Prairie Street entrance.It is recommended that the low bidder be approved and that the City Council select their desired alternate. The last time library improvements were discussed by the City Council, it was noted that lease revenue available for parking lot construction also needed to cover major repairs to the buiIding's HVAC system.Johnsan Contrals estirnated this cost to be approximately$400,000.The city expects to take this part of the library praject to bid later in 2019.Hawever,the Capital Bill recently signed by the Governor includes $30d,000 for Decatur Public Library HVAC improvements (Capital Bill projects, hawever,will likely not be funded until after january 1, 2020).