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Home My WebLink About#06 - 2019 Seal Coat - Accept Bids STAFF REPORT DATE: May 21, 2019 CONSENT AGENDA ITEM: 2019 Seal Coat Project – Accept Bids and Award Contract SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Amanda Groh, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the 2019 Seal Coat Project? PROPOSAL DETAILS/ANALYSIS: Bids were received, publicly opened, and read aloud at City Hall on Thursday, May 9, 2019. 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. Staff is recommending that Pearson Bros, Inc. be awarded the contract in the amount of $119,616.60 which includes the amount of $56,224.08 for the City of Lake Elmo and the amount of $63,392.52 for West Lakeland Township. 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 $63,392.52 (53%). 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: $56,224.08. The post-bid construction estimate for Lake Elmo is $56,224.08 (47%). The total engineering design, bidding and construction services is estimated to be $9,000 less $3,000 to be reimbursed by West Lakeland Township. The Lake Elmo total post-bid project cost is therefore estimated to be $62,224.08 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, a resolution accepting the bids and awarding a contract to Pearson Bros, Inc. If removed from consent agenda, the recommended motion for this action is as follows: “Move to approve Resolution No. 2019-040 Accepting the Bids and Awarding a Contract to Pearson Bros, Inc. in the Bid amount of $119,616.60 for the 2019 Seal Coat Project; which includes $56,224.08 for the City of Lake Elmo and $63,392.52 for West Lakeland Township.” ATTACHMENTS: 1. Resolution Accepting Bids and Awarding Contract for the 2019 Seal Coat Project. 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. 2019-040 A RESOLUTION ACCEPTING THE BIDS AND AWARDING A CONTRACT FOR THE 2019 SEAL COAT PROJECT WHEREAS, pursuant to an advertisement for bids for the 2019 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 Bros, Inc. in the amount of $119,616.60. 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 TWENTY-FIRST DAY OF MAY 2019. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk May 14, 2016 Honorable Mayor and City Council City of Lake Elmo, Minnesota 2019 Seal Coat Project City of Lake Elmo, Minnesota FOCUS Project No. 2019.109 Dear Mayor and City Council: Bids for the 2019 Seal Coat Project were received on May 9, 2019, at 3:00 PM with the following results: Contractor Base Bid Pearson Bros, Inc. City of Lake Elmo $56,224.08 West Lakeland Township $63,392.52 TOTAL: $119,616.60 Allied Blacktop Company City of Lake Elmo $59,398.02 West Lakeland Township $66,971.13 TOTAL: $126,369.15 Asphalt Surface Technologies City of Lake Elmo $70,280.10 West Lakeland Township $79,240.65 TOTAL: $149,520.75 A complete Tabulation of Bids is enclosed for your information. We recommend that you award the Contract to the lowest responsible bidder, Pearson Brows, Inc. in the total amount of $119,616.60. Please contact me with any questions you may have. Sincerely, Amanda E. Groh, P.E. Project Engineer Enclosure cc: Jack Griffin, City Engineer FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 TABULATION OF BIDS2019 SEAL COAT PROJECTLAKE ELMO, MNPROJECT NO. 2019.109BIDS OPENED: May 9, 2019 3:00PMITEMNO. ITEMUNIT QUANTITYUnit Price Total Amount Unit Price Total Unit Price Total Unit Price TotalCity of Lake Elmo ‐ Bituminous Seal Coat1BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK AND CRS 2P EMULSIFIED ASPHALTSY45,342 1.25$ 56,677.50$ 1.31$ 59,398.02$ 1.24$ 56,224.08$ 1.55$ 70,280.10$ West Lakeland Township ‐ Bituminous Seal Coat2BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK AND CRS 2P EMULSIFIED ASPHALTSY51,123 1.25$ 63,903.75$ 1.31$ 66,971.13$ 1.24$ 63,392.52$ 1.55$ 79,240.65$ TOTAL BASE BID120,581.25$ 126,369.15$ 119,616.60$ 149,520.75$ Asphalt Surface TechnologiesEngineer's Estimate Allied Blacktop Company Pearson Bros., Inc. PROJECT SCHEDULE CITY OF LAKE ELMO 2019 SEAL COAT PROJECT PROJECT NO. 2019.109 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 11, 2019 Placement of Advertisement for Bids. – Oakdale-Lake Elmo Review. Publication on April 18 – Quest CDN. Publication on April 18 MAY 9, 2019 Receive Contractor bids. MAY 21, 2019 Council accepts bids and awards Contract. Approve JSA with WLT JUNE 19, 2019 Conduct Pre-construction meeting and Issue Notice to Proceed. JUNE 24, 2019 Contractor begins Work. AUGUST 5, 2019 Substantial Completion of Work; including sweeping of excess aggregate. SEPTEMBER 6, 2019 Final Completion of Work; including punchlist and final documentation.