HomeMy WebLinkAboutItem 13 - 2014 Seal Coat - Accept Bids and Award Contract AGENDA ITEM
MAYOR & COUNCIL COMMUNICATION
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DATE: May 20, 2014 REGULAR ITEM # 13
AGENDA ITEM: 2014 Seal Coat Project – Accept Bids and Award Contract
SUBMITTED BY: Ryan Stempski, Assistant City Engineer
THROUGH: Dean A. Zuleger, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works Adam Bell, City Clerk
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item .................................................................................. City Engineer
- Report/Presentation………………………………………… .................. City Engineer
- Questions from Council to Staff ......................................................... Mayor Facilitates
- Public Input, if Appropriate…………………………………. ........... Mayor Facilitates
- Call for Motion ........................................................................... Mayor & City Council
- Discussion .................................................................................. Mayor & City Council
- Action on Motion ............................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: $189,889.88. As itemized in this report below the total post-bid project cost for the 2014 Seal Coat Project is
$193,389.88 to be paid through the General Fund (Fund No. 101). The project was authorized by the City council on April 15, 2014 in the amount of $213,000.
The 2014 seal coat budget amount was $160,000. However, staff received Council approval on April 15 to manage the seal coat budget using a rolling average by applying $27,350 from the undesignated fund balance to the 2014 Seal Coat Project and reducing the 2015 Seal Coat Project by $6,039.88 to maintain
the targeted rolling budget. The $27,350 represents the amount of unused 2013 Seal Coat Project funds. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider accepting contractor bids and awarding a contract for the 2014 Seal Coat Project. The recommended motion for this action is as follows:
City Council Meeting [Regular Agenda Item 13]
May 20, 2014
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“Move to approve Resolution No. 2014-32, Accepting the Bids and Awarding a Contract to Pearson Bros., Inc. in the amount of $265,298.88 for the 2014 Seal Coat Project; which includes the alternate
bid for Lake Elmo in the amount of $189,889.88; the base bid for West Lakeland in the amount of $44,175.00; and the base bid for Baytown in the amount of $31,234.00.” LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Bids were received, publicly opened, and read aloud on May 1, 2014. FOCUS Engineering, Inc. has prepared and attached the Tabulation of Bids and a Letter of Recommendation for the award of the contract. The City received three (3) bids for this project, with Pearson Bros., Inc. providing the lowest unit bid in the amount of $1.13 per square yard for the base bid and $1.24 per square yard for the alternate bid. The Engineer’s post-design construction cost estimate for the base bid was $1.25 per square yard and $1.33 per square yard for the alternate bid. The project will be completed jointly with West Lakeland Township and Baytown Township with each entity reimbursing Lake Elmo their portion of the construction cost; with West Lakeland at $44,175.00 (16.6%) and Baytown Township at $31,234.00 (11.8%). West Lakeland and Baytown will also pay Lake
Elmo $3,000 each for engineering and administration fees once the Lake Elmo City Council accepts the bids and awards the construction contract. Construction observation services will be contracted directly by each jurisdiction for the work performed on their streets.
The post-bid construction estimate for Lake Elmo is $189,889.88 (71.6%) for the alternate bid, which includes higher performing asphalt (CRS-2P) to reduce resident complaints. The total engineering design,
bidding and construction services is estimated to be $9,500 less $3,000 to be reimbursed by West Lakeland Township and $3,000 to be reimbursed by Baytown Township. The Lake Elmo total project cost is therefore estimated to be $193,389.88. RECOMMENDATION: Staff is recommending that the City Council approve Resolution No. 2014-32, thereby accepting the bids and awarding a Contract to Pearson Bros., Inc. The recommended motion for this action is as follows:
“Move to approve Resolution No. 2014-32, Accepting the Bids and Awarding a Contract to Pearson Bros., Inc. in the amount of $265,298.88 for the 2014 Seal Coat Project; which includes the alternate bid for Lake Elmo in the amount of $189,889.88;
the base bid for West Lakeland in the amount of $44,175.00; and the base bid for Baytown in the amount of $31,234.00.” ATTACHMENT(S):
1. Resolution No. 2014-32 2. Engineer’s Letter of Recommendation and Tabulation of Bids 3. Project Schedule