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Home My WebLink About#15 2016 Seal Coat - Accept Bids and Award Contract AGENDA ITEM MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 15 AGENDA ITEM: 2016 Seal Coat Project – Accept Bids and Award Contract SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): - 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: $152,875.00. As itemized in this report below the total post-bid project cost for the 2016 Seal Coat Project is $158,375.00 to be paid through the General Fund (Fund No. 101-430-3120-42250). SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider accepting contractor bids and awarding a contract for the 2016 Seal Coat Project. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Bids were received, publicly opened, and read aloud on May 5, 2016. 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 bid amount of $1.19 per square yard for the base bid and $1.25 per square yard for the alternate bid. The Engineer’s post-design construction cost estimate for the base bid was $1.23 per square yard and $1.33 per square yard for the alternate bid. City Council Meeting [Consent Agenda Item 15] May 17, 2016 -- page 2 -- This project will be completed jointly with West Lakeland Township with the Township reimbursing Lake Elmo their portion of the construction cost; with West Lakeland at $56,028.00 (26.8%). West Lakeland will also pay Lake Elmo $3,000 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 $152,875.00 (73.2%) for the alternate bid, which includes higher performing asphalt (CRS-2P) to provide a better product and to reduce resident complaints. The total engineering design, bidding and construction services is estimated to be $8,500 less $3,000 to be reimbursed by West Lakeland Township. The Lake Elmo total project cost is therefore estimated to be $158,375.00. RECOMMENDATION: Staff is recommending that the City Council approve Resolution No. 2016-40, thereby accepting the bids and awarding a Contract to Pearson Bros., Inc. If removed from consent, the recommended motion for this action is as follows: “Move to approve Resolution No. 2016-40 Accepting the Bids and Awarding a Contract to Pearson Bros., Inc. in the amount of $208,903.00 for the 2016 Seal Coat Project; which includes the alternate bid for Lake Elmo in the amount of $152,875.00 and the alternate bid for West Lakeland in the amount of $56,028.00.” ATTACHMENT(S): 1. Resolution 2016-40 2. Engineer’s Letter of Award Recommendation and Tabulation of Bids. 3. Project Schedule. Resolution No. 2016-40 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2016-40 A RESOLUTION ACCEPTING THE BIDS AND AWARDING A CONTRACT FOR THE 2016 SEAL COAT PROJECT WHEREAS, pursuant to an advertisement for bids for the 2016 Seal Coat Project, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Pearson Brothers, Inc., in the amount of $208,903.00. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SEVENTEENTH DAY OF MAY 2016. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk May 9, 2016 Honorable Mayor and City Council City of Lake Elmo, Minnesota 2016 Seal Coat Project City of Lake Elmo, Minnesota FOCUS Project No. 2016.118 Dear Mayor and City Council: Bids for the 2016 Seal Coat Project were received on May 5, 2016, at 3:00 PM with the following results: Contractor Base Bid Alternate Bid Pearson Bros., Inc. City of Lake Elmo $145,537.00 $152,875.00 West Lakeland Township $53,130.00 $56,028.00 TOTAL: $198,667.00 $208,903.00 Allied Blacktop Co. City of Lake Elmo $147,983.00 $154,098.00 West Lakeland Township $59,409.00 $61,824.00 TOTAL: $207,392.00 $215,922.00 Fahrner Asphalt City of Lake Elmo $188,342.00 $203,018 West Lakeland Township $74,382.00 $80,178.00 TOTAL: $262,724.00 $283,196.00 A complete Tabulation of Bids is enclosed for your information. We recommend that you award the Contract to the lowest responsible bidder, Pearson Brothers, Inc. in the total amount of $208,903.00 for their alternate bid to Lake Elmo in the amount of $152,875.00; and alternate bid for West Lakeland in the amount of $56,028.00. Please contact me with any questions you may have. Sincerely, Ryan W. Stempski, P.E. Project Engineer Enclosure cc: Jack Griffin, City Engineer FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 TABULATION OF BIDS2016 SEAL COAT PROJECTCITY OF LAKE ELMO & WEST LAKELAND TWPPROJECT NO. 2016.118 BIDS OPENED: MAY 5, 2016, AT 3:00 PMBASE BID (CRS‐2 EMULSIFIED ASPHALT)ITEMUNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTALNO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNTCITY OF LAKE ELMO1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 122,300 SY 1.23$ 150,429.00$ 1.19$ 145,537.00$ 1.21$ 147,983.00$ 1.54$ 188,342.00$ CITY OF WEST LAKELAND2 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 48,300 SY 1.23$ 59,409.00$ 1.10$ 53,130.00$ 1.23$ 59,409.00$ 1.54$ 74,382.00$ TOTAL209,838.00$ 198,667.00$ 207,392.00$ 262,724.00$ ALTERNATE BID NO. 1 (CRS‐2P EMULSIFIED ASPHALT)ITEMUNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTALNO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNTCITY OF LAKE ELMO1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 122,300 SY 1.33$ 162,659.00$ 1.25$ 152,875.00$ 1.26$ 154,098.00$ 1.66$ 203,018.00$ CITY OF WEST LAKELAND2 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 48,300 SY 1.33$ 64,239.00$ 1.16$ 56,028.00$ 1.28$ 61,824.00$ 1.66$ 80,178.00$ TOTAL226,898.00$ 208,903.00$ 215,922.00$ 283,196.00$ ENGINEER'S ESTIMATE Pearson Bros., Inc. Allied Blacktop CompanyENGINEER'S ESTIMATE Pearson Bros, Inc. Allied Blacktop Company Fahrner AsphaltAstech Corp.Astech Corp.Did Not SubmitDid Not SubmitDid Not SubmitDid Not SubmitFahrner Asphalt CITY OF LAKE ELMO 2016 SEAL COAT PROJECT PROJECT NO. 2016.118 PROJECT SCHEDULE April 7, 2016 Placement of Advertisement for Bids. –Oakdale‐Lake Elmo Review. Publication on April 13 – Quest CDN. Publication on April 13 May 5, 2016 Receive Contractor bids. May 17, 2016 City Council accepts bids and awards Contract. May 20, 2016 Process and send out Contract Documents. June 9, 2016 Receipt of Contractor’s Bonds/Legal Review. June 14, 2016 Conduct Pre‐Construction Meeting and Issue Notice to Proceed. June 15, 2016 Contractor begins Work. July 15, 2016 Substantial Completion of Work (including sweeping of excess aggregate). August 31, 2016 Final Completion of Work (including Punchlist and final documentation).