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Home My WebLink About#25 - Hamlet Sanitary Sewer STAFF REPORT DATE: June 16, 2020 REGULAR AGENDA ITEM: Accept Bids and Award Contract for the Hamlet on Sunfish Lake Sanitary Sewer Extension SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Mark Scholle, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the Hamlet on Sunfish Lake Sanitary Sewer Extension? BACKGROUND: On May 5th, 2020, the City Council approved the plans and specifications for the Hamlet on Sunfish Lake Sanitary Sewer Extension and authorized staff to advertise the project for bids. The Project was advertised on QuestCDN.com and in the Stillwater Gazette in accordance with the Minnesota Competitive Bidding requirements. The scope of improvements has been reduced since Council approval. A portion of the project will now be completed privately as a part of the Legacy at Northstar 3rd Addition Improvements. Hamlet on Sunfish Lake currently operates a privately owned community wastewater treatment system which was determined to be non-compliant in 2006 due to several system deficiencies. The Hamlet on Sunfish Lake HOA is currently operating the system in accordance with a Schedule of Compliance dated March 13, 2014 and Amended January 18, 2017 through the Minnesota Pollution Control Agency (MPCA), and per the Stipulation Agreement dated May 1, 2007 with the City of Lake Elmo. The Schedule of Compliance requires the subdivision to connect to the city sanitary sewer system and decommission the private wastewater system by December 31, 2020, or to abandon and replace the private wastewater treatment system altogether. The project extends the City sanitary sewer from the east property line 410 feet to the west side of the HOA wastewater treatment system. At this location the HOA sewer conveyance system will be directly connected to the city sanitary sewer to remove the HOA wastewater treatment system from operation. Minimum requirements have been identified to decommission the HOA wastewater treatment system, including pumping out and disposing of the remaining wastewater from two septic tanks and 1 lift station, bulkheading and abandoning in place all tanks and structures, and disconnecting and salvaging control panels and equipment. In the wetland treatment cell, the PVC stand pipes will be exposed and removed and the liner will be perforated. PROPOSAL DETAILS/ANALYSIS: Bids were received, publicly opened, and read aloud on Tuesday, June 9, 2020. The City received 3 bids for this project, with A-1 Excavating, Inc. providing the lowest bid in the base bid amount of $167,247.00. Contractor references for A-1 Excavating, Inc. were reviewed and verified. The City Engineer is therefore recommending that the Council award the contract to the lowest responsible bidder, A-1 Excavating, Inc. as outlined in the attached letter. FISCAL IMPACT: Approval of this resolution commits the council to enter into a construction contract for the project. The post-bid total estimated project cost is $569,808. All costs are required to be paid upfront in accordance with the 2007 Stipulation Agreement between the city and Hamlet on Sunfish Lake HOA. Payment must be made from the HOA in the amount of $569,808 for the 2020 improvements. RECOMMENDATION: Staff is recommending that the City Council approve a resolution accepting bids and awarding a contract to A-1 Excavating, Inc. in the base bid amount of $167,247.00 for the Hamlet on Sunfish Lake Sanitary Sewer Extension. The recommended motion for this action is as follows: “Move to approve Resolution No. 2020–070, accepting bids and awarding a contract to A-1 Excavating, Inc. in the base bid amount of $167,247.00 for the Hamlet on Sunfish Lake Sanitary Sewer Extension.” ATTACHMENTS: 1. Resolution Accepting Bids and Awarding a Contract for the Hamlet on Sunfish Lake Sanitary Sewer Extension. 2. Engineer Award recommendation and Abstract of Bids. 3. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2020-070 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE HAMLET ON SUNFISH LAKE SANITARY SEWER EXTENSION WHEREAS, pursuant to an advertisement for bids for the Hamlet on Sunfish Lake Sanitary Sewer Extension, 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 submittal 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, A-1 Excavating, Inc., for the base bid amount of $167,247.00. NOW, THEREFORE, BE IT 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 JUNE, 2020. CITY OF LAKE ELMO By: __________________________ Mike Pearson (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk June 10, 2020 Jack Griffin P.E. City Engineer City of Lake Elmo 3880 Laverne Avenue N Suite 100 Lake Elmo, MN 55042 Re: Hamlet on Sunfish Lake Sewer Extension Project City of Lake Elmo, MN Project No. 2018.128 Dear Mr. Griffin Attached is the bid abstract for the project referenced above. Bids were received at 11:00 a.m. on Tuesday, June 9, 2020. The following is a summary of the bids received: Bidder Schedule A (HDD) Sewer Alt 2 (Open Cut) A‐1 Excavating Inc. $167,247.00 $166,997.00 Rachel Contracting Inc. $213,158.65 $220,533.65 Miller Excavation $221,199.33 $230,799.33 We have reviewed the bids and recommend awarding only the Schedule A portion of this bid to A‐1 Excavating Inc. in the amount of $167,247.00 Regards, FOCUS Engineering, inc. Mark Scholle, P.E. Sr. Municipal Engineer Enclosure: Bid Abstract 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 HAMLET ON SUNFISH LAKE SEWER EXTENSION & TREATMENT POND DECOMMISSIONING (#7007182)Owner: City of Lake ElmoSolicitor: FOCUS Engineering Inc06/09/2020 11:00 AM CDTA-1 Excavating Inc. Rachel Contracting, LLC Miller Excavating, Inc.Section Title Line Item Item Description UofM Quantity Unit Price Extension Unit Price Extension Unit Price ExtensionSchedule A - Sanitary Sewer Extension$167,247.00 $213,158.65 $221,199.331 MOBILIZATION LS 1 $24,500.00 $24,500.00 $38,500.00 $38,500.00 $10,160.00 $10,160.002 TRAFFIC CONTROL LS 1 $1,500.00 $1,500.00 $1,000.00 $1,000.00 $3,190.14 $3,190.143 SILT FENCELF 656 $3.00 $1,968.00 $3.50 $2,296.00 $3.58 $2,348.484 BIOROLL DITCH CHECK EA 1 $140.00 $140.00 $125.00 $125.00 $139.77 $139.775 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 1 $700.00 $700.00 $1,750.00$1,750.00 $4,038.70 $4,038.706 CLEARING, GRUBBING, TREE REMOVAL LS 1 $3,500.00 $3,500.00 $2,500.00$2,500.00 $5,969.41 $5,969.417 SAWCUT PAVEMENT (ALL TYPES) LF 20 $5.00 $100.00 $10.00 $200.00 $7.39 $147.808 REMOVE & DISPOSE OF EXIST. BITUMINOUS PAVEMENT SY 33 $10.00 $330.00 $15.00 $495.00 $13.35 $440.559 CLASS 6, AGGREGATE BASE, 100% CRUSHED LIMESTONE TN 20 $35.00 $700.00 $28.00 $560.00 $44.77 $895.4010 TYPE SP 9.5 BITUMINOUS WEARING COURSE (SPWEA230C) TN 10 $300.00 $3,000.00 $375.00 $3,750.00 $217.42 $2,174.2011 CONNECT TO EXISTING SANITARY SEWER EA 2 $6,350.00 $12,700.00 $5,500.00 $11,000.00 $1,173.94 $2,347.8812 12" HDPE SANITARY SEWER, DR11, HDD LF 280 $72.00 $20,160.00 $136.00 $38,080.00 $238.63 $66,816.4013 10" PVC SANITARY SEWER, SDR 35, 0-20' DEPTH LF 130 $110.00 $14,300.00 $135.00 $17,550.00 $223.33 $29,032.9014 4' DIAMETER SANITARY SEWER MANHOLE (ALL DEPTHS) EA 3 $7,600.00 $22,800.00 $9,500.00 $28,500.00 $6,113.57 $18,340.7115 10" 45 DEGREE BEND SDR 35 PVC EA 2 $400.00 $800.00 $225.00 $450.00 $145.08 $290.1616 TRACER WIRE SNAKE PITS (OFF ROAD STRUCTURES) EA 3 $200.00 $600.00$120.00 $360.00 $119.34 $358.0217 EXPLORATORY DIGGING HR 5 $325.00 $1,625.00 $400.00 $2,000.00 $693.82$3,469.1018 SANITARY SEWER PUMPING WETLAND TREATMENT POND LS 1 $3,500.00 $3,500.00 $2,500.00 $2,500.00 $3,008.10 $3,008.1019 TELEVISINGLF 410 $3.00 $1,230.00 $10.00 $4,100.00 $5.10 $2,091.0020 SALVAGE AND RE-SPREAD TOPSOIL SY 2349 $3.00 $7,047.00 $2.00 $4,698.00 $1.80 $4,228.2021 SEEDING, FERTILIZER, MULCH SY 2349 $1.00 $2,349.00 $0.75 $1,761.75 $1.66 $3,899.3422 EROSION CONTROL BLANKET SY 2349 $2.00 $4,698.00 $2.10 $4,932.90 $1.90 $4,463.1023 DISCONNECT, REMOVE & SALVAGE ALL CONTROL PANELS AND EQUIPMENT TO HOA LS 1 $2,000.00 $2,000.00 $5,000.00 $5,000.00 $7,800.00 $7,800.0024 SALVAGE PUMPS, TABLET CHLORINATOR & USEABLE APPURTENANCES TO HOA LS 1 $1,500.00 $1,500.00 $5,000.00 $5,000.00 $8,960.00 $8,960.0025 DISCONNECT, REMOVE PIPE, CAP BULKHEAD END OF PIPE EA 12 $1,000.00 $12,000.00 $1,000.00 $12,000.00 $385.00 $4,620.0026 REMOVE, SALVAGE AND REPLACE FENCE LS 1 $6,200.00 $6,200.00 $9,500.00 $9,500.00 $8,254.97 $8,254.9727 ABANDON SEPTIC STRUCTURES PER STATUTE 7080.2500 EA 5 $2,500.00 $12,500.00 $1,750.00 $8,750.00 $3,975.00 $19,875.0028 REMOVE PVC STANDPIPES & PERFORATE POND LINER EA 8 $600.00 $4,800.00 $725.00 $5,800.00 $480.00 $3,840.00Base Bid Total:$167,247.00 $213,158.65 $221,199.33Sewer Alternate 2($250.00)$7,375.00 $9,600.0030 (DELETE SCH-A ITEM 11) 12" HDPE SANITARY SEWER, DR11, HDD LF -280 $72.00($20,160.00)$136.00($38,080.00)$238.63($66,816.40)31 10" PVC SANITARY SEWER, PVC SDR 35, 0-20' DEPTH, OPEN CUT LF 280 $60.00 $16,800.00 $151.00 $42,280.00 $259.00 $72,520.0032 SILT FENCELF 470 $3.00 $1,410.00 $3.50 $1,645.00 $3.57 $1,677.9033 SEEDING, FERTILIZER, MULCH SY 850 $1.00 $850.00 $0.75 $637.50 $1.66 $1,411.0034 EROSION CONTROL BLANKET SY 425 $2.00 $850.00 $2.10 $892.50 $1.90 $807.50Alternate Bid Total:$166,997.00 $220,533.65 $230,799.33 PROJECT SCHEDULE CITY OF LAKE ELMO HAMLET ON SUNFISH LAKE SANITARY SEWER IMPROVEMENTS PROJECT NO. 2018.128 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 OCTOBER 16, 2018 Council accepts Petition; authorizes preparation of Feasibility Report and Preliminary Design. APRIL 21, 2020 Presentation of Feasibility Report. Council accepts Report and calls Hearing on Improvement. MAY 5, 2020 Approve the Plans and Specifications and Order the Advertisement for Bids. MAY 19, 2020 Public Improvement Hearing. Council Orders the Improvement (4/5th Vote). JUNE 9, 2020 Project Bid Date: Receive contractor bids. JUNE 16, 2020 Council accepts Bids and awards Contract. JULY 14, 2020 Conduct Pre‐Construction Meeting and issue Notice to Proceed. AUGUST 31, 2020 Completion date for Sanitary Sewer Extension, Connection and Testing. OCTOBER 9, 2020 Substantial completion date for Construction. NOVEMBER 20, 2020 Final completion date for Construction. **2021 Construction Season: HOA sanitary sewer conveyance system repair and replacement to be completed with the Hamlet on Sunfish Lake Street and Utility Improvements.