Work began on the Addison Athletic Club Master Plan in 2014 and was adopted by Council on October 11, 2016. A preferred list of renovation projects was finalized at Council's October 20, 2016 meeting and included the following items:
- Air Conditioning and Heating System
- Elevator Replacement
- General Painting
- Carpet Replacement
- Convert 2 Racquetball Courts to Exercise Space
- New Lighting in Gym
Bid #18-116 Addison Athletic Club HVAC Improvements was initiated on April 9, 2018 and closed on May 3, 2018. The Town received only one bid in the amount of $1,589,814, which significantly exceeded the budget that had been presented to Council. Staff presented this information at the May 22, 2018 Council meeting and recommended that Council reject the bid. Staff discussed options to re-bid the project with Council on August 14, 2018, and Council directed staff to move forward with re-bidding the project.
The design was completed in early September that included the development of a project base bid and a one set of additive alternates. The base bid includes:
- The replacement of the undersized packaged units for the expansion with an appropriately sized air-cooled chiller (200 ton)
- The replacement of high priority air handling units
- Installation of several high volume, low speed fans
The additive alternates include:
- The replacement of additional air handling units located within the facility
- Replacement of the duct work in the gymnasium
- Replacement of the dog house, air relief hood in the gymnasium
Bid #18-224 was initiated on September 20, 2018 and closed on October 18, 2018. The Town received four (4) bids, a more detailed analysis of those bids is provided below:
| Contractor |
Total Base Bid |
Additive Alternate Bid |
Total Base w/ Alternate |
| Infinity Contractors International, LTD. |
$913,329 |
$266,706 |
$1,180,035 |
| TDI Industries |
$1,103,553 |
$280,245 |
$1,383,798 |
| MIINC |
$1,100,566 |
$374,750 |
$1,475,316 |
| 308 Construction |
$2,675,000 |
$475,000 |
$3,150,000 |
Infinity Contractors International, LTD., has been determined to be the lowest responsible bidder. Staff has reviewed their references and finds them more than capable of performing this work. Infinity has a great reputation in the DFW area.
At the August 14, 2018 City Council meeting, staff presented updated cost estimates for the HVAC project. The updated estimate for the base bid was $1,119,293 and $484,025 for the additive alternates. The total estimated cost of the project at that time was $1,603,318. The low bid from Infinity is $1,180,035 for the base bid plus the additive alternates, a difference of $423,283, below the estimate that was presented in August.
Staff recommends the award of the base bid and the additive alternates. Doing the additive alternates at the same time as the base project takes advantage of the very competitive prices and lessens the disruption to the facility by doing all the work at the same time.
Staff recommends that additional monies in the amount of $363,088.63 be transferred from the General Fund - fund balance to pay the difference between the available budget and the actual project total. These additional monies will provide funding for the remainder of engineer's design contract, the construction additive alternates, the construction management agreement and will also provide a construction contingency. A more detailed cost breakdown is provided below:
| Available Budget |
$1,004,640.00 |
| Base Bid (Infinity) |
$913,329.00 |
| Additive Alternate Bid (Infinity) |
$266,706.00 |
| Bid Sub Total |
$1,180,035.00 |
| Construction Contingency |
$100,000.00 |
| Remaining Design Funds (PGAL) |
$20,973.63 |
| Construction Management Contract (Eikon) |
$66,720.00 |
| Project Total |
$1,367,728.63 |
| Budget Reallocation Request |
$363,088.63 |
Council may choose to authorize the base bid only. The total project amount for the base bid, remaining design contract and the construction management agreement is $1,001,022.63, which is within the available budget. The total cost for the base bid and additive alternates are $1,180,035 and is expected to take 5 months to complete upon approval of the HVAC submittals. |