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Home My WebLink About#09 2017 Seal Coat Accept Bids & Award Contract STAFF REPORT DATE: May 16, 2017 CONSENT ITEM #: 9 AGENDA ITEM: 2017 Seal Coat Project – Accept Bids and Award Contract SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Rob Weldon, Public Works Director Ryan Stempski, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the 2017 Seal Coat Project? PROPOSAL DETAILS/ANALYSIS: Bids were received, publicly opened, and read aloud at City Hall on Thursday, May 4, 2017. 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 Allied Blacktop Company providing both the lowest base bid and lowest alternate bid. Staff is recommending that Allied Blacktop Company be awarded the contract for the Alternate Bid in the amount of $173,305.00 which includes the amount of $122,265.00 for the City of Lake Elmo and the amount of $51,040 for West Lakeland Township. The Alternate Bid includes higher performing asphalt (CRS-2P) to provide a better product and to reduce resident complaints. Once again, the project will be completed jointly with West Lakeland Township with the Township reimbursing Lake Elmo their portion of the construction cost in the bid award amount of $51,040.00 (29%). West Lakeland Township 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. FISCAL IMPACT: $122,265.00. The post-bid construction estimate for Lake Elmo is $122,265.00 (71%). 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 post-bid project cost is therefore estimated to be $127,765.00 to be paid through the General Fund (Fund No. 101-430-3120-42250). RECOMMENDATION: Staff is recommending that the City Council approve, as part of the consent agenda, Resolution No. 2017-055 accepting the bids and awarding a Contract to Allied Blacktop Company. If removed from consent agenda, the recommended motion for this action is as follows: “Move to approve Resolution No. 2017-055Accepting the Bids and Awarding a Contract to Allied Blacktop Company in the Alternate Bid amount of $173,305.00 for the 2017 Seal Coat Project; which includes $122,265.00 for the City of Lake Elmo and $51,040.00 for West Lakeland Township.” ATTACHMENTS: 1. Resolution No. 2017-055 Accepting Bids and Awarding Contract. 2. Engineer’s Letter of Award Recommendation and Tabulation of Bids. 3. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2017-055 A RESOLUTION ACCEPTING THE BIDS AND AWARDING A CONTRACT FOR THE 2017 SEAL COAT PROJECT WHEREAS, pursuant to an advertisement for bids for the 2017 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, Allied Blacktop Company, for the Alternate Bid in the amount of $173,305.00. 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 SIXTEENTH DAY OF MAY 2017. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk May 5, 2016 Jack Griffin, P.E. City Engineer City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, Minnesota 55042 2017 Seal Coat Project City of Lake Elmo, Minnesota Project No. 2017.118 Dear Mr. Griffin, Attached is a complete tabulation of Bids for the 2017 Seal Coat Project. Bids were received at City Hall at 3:00 PM on Thursday, May 4, 2017. Contractor Base Bid Alternate Bid Allied Blacktop Company City of Lake Elmo $119,047.50 $122,265.00 West Lakeland Township $49,720.00 $51,040.00 TOTAL: $168,767.50 $173,305.00 Astech Corporation City of Lake Elmo $120,120.00 $126,555.00 West Lakeland Township $49,280.00 $51,920.00 TOTAL: $169,400.00 $178,475.00 Pearson Bros, Inc. City of Lake Elmo $124,410.00 $130,845.00 West Lakeland Township $52,360.00 $55,440.00 TOTAL: $176,770.00 $186,285.00 We recommend that you award the Contract to the lowest responsible bidder for the Alternate Bid to Allied Blacktop Company in the total amount of $173,305.00. This includes the amount of $122,265.00 for the City of Lake Elmo and the amount of $51,040.00 for West Lakeland Township. The Alternate Bid includes the higher grade CRS‐2P emulsified asphalt for a superior product. Please contact me with any questions you may have. Sincerely, Ryan W. Stempski, P.E. Project Engineer Enclosure FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 TABULATION OF BIDS 2017 SEAL COAT PROJECT CITY OF LAKE ELMO & WEST LAKELAND TWP PROJECT NO. 2017.118 BIDS OPENED: MAY 4, 2017, AT 3:00 PM BASE BID (CRS‐2 EMULSIFIED ASPHALT) ITEM UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL NO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT CITY OF LAKE ELMO 1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 107,250 SY 1.23$ 131,917.50$ 1.11$ 119,047.50$ 1.12$ 120,120.00$ 1.16$ 124,410.00$ CITY OF WEST LAKELAND 2 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 44,000 SY 1.23$ 54,120.00$ 1.13$ 49,720.00$ 1.12$ 49,280.00$ 1.19$ 52,360.00$ TOTAL 186,037.50$ 168,767.50$ 169,400.00$ 176,770.00$ ALTERNATE BID NO. 1 (CRS‐2P EMULSIFIED ASPHALT) ITEM UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL NO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT CITY OF LAKE ELMO 1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 107,250 SY 1.33$ 142,642.50$ 1.14$ 122,265.00$ 1.18$ 126,555.00$ 1.22$ 130,845.00$ CITY OF WEST LAKELAND 2 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 44,000 SY 1.33$ 58,520.00$ 1.16$ 51,040.00$ 1.18$ 51,920.00$ 1.26$ 55,440.00$ TOTAL 201,162.50$ 173,305.00$ 178,475.00$ 186,285.00$ ENGINEER'S ESTIMATE Allied Blacktop Company Astech Corporation ENGINEER'S ESTIMATE Allied Blacktop Company Astech Corporation Pearson Bros, Inc. Pearson Bros, Inc. PROJECT SCHEDULE CITY OF LAKE ELMO 2017 SEAL COAT PROJECT PROJECT NO. 2017.118 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 APRIL 6, 2017 Placement of Advertisement for Bids. –Oakdale‐Lake Elmo Review. Publication on April 12 – Quest CDN. Publication on April 12 MAY 4, 2017 Receive Contractor bids. MAY 16, 2017 Council accepts bids and awards Contract. JUNE 14, 2017 Conduct Pre‐construction meeting and Issue Notice to Proceed. JUNE 15, 2017 Contractor begins Work. JULY 14, 2017 Substantial Completion of Work; including sweeping of excess aggregate. AUGUST 31, 2017 Final Completion of Work; including punchlist and final documentation.