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Home My WebLink About#15 - 2023 Trail Improvements STAFF REPORT DATE: June 6, 2023 REGULAR AGENDA ITEM: Accept Bids and Award Contract for the 2023 Trail Improvements SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Adam Swanepoel, Assistant Public Works Director Mike Rusenovich, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the 2023 Trail Improvements project? BACKGROUND: On May 2, 2023, the City Council approved the plans and specifications for the 2023 Trail Improvements 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 final design scope of improvements remains generally consistent with the combined Park Commission work plan for 2022 and 2023. The project includes approximately 7,076 feet of new trail segments, paving existing gravel trail segments, and reconstruction of existing paved trails. Trail segments include Stonegate neighborhood trails, including Trail A, Trail B, Trail C and Trail D; the Hamlet on Sunfish Lake to Tapestry Trail connection; the “City Walking Path” in the Old Village; the DeMontreville Wildlife Area Walking Path; and the Sunfish Ponds Walking Trails. Trail construction or reconstruction will consist of common excavation and grading, installation of an aggregate base, pavement, and pedestrian ramp installation in accordance with the City Engineering Design Standards. PROPOSAL DETAILS/ANALYSIS: Bids were received and opened electronically on May 26, 2023 including a Base Bid Proposal consisting of approximately 4,464 feet of Trails, including the Stonegate Trail segments; the Hamlet on Sunfish Lake to Tapestry Trail connection; the “City Walking Path”; and the DeMontreville Wildlife Area Walking Path. An add Alternate Bid Proposal was also received for an additional 2,612 feet of trails in the Sunfish Ponds subdivision. The bid structure provides flexibility to the City Council to award a construction contract for the Base Bid only, or the combined Base Bid plus Alternate Bid. The city received 5 contractor bids for the project as presented on the attached Bid Summary and Bid Tab. OMG Midwest, Inc. DBA Minnesota Paving & Materials provided the lowest responsible Base Bid in the amount of $367,265.96. OMG Midwest, Inc. DBA Minnesota Paving & Materials also provided the lowest responsible Base Bid plus Alternate Bid in the total amount of $549,359.21. Contractor references for OMG Midwest, Inc. DBA Minnesota Paving & Materials. were reviewed and verified. As a part of a construction contract award, staff is requesting the City Council to provide the City Administrator the authority to enter into a material testing contract for the project construction phase services for the project in the not-to-exceed amount of $10,000. Staff has requested proposals from Braun Intertec and AET. FISCAL IMPACT: The Capital Improvement Plan included a budget amount of $266,430 for the 2022 Trail Improvements and $250,000 for the 2023 Trail Improvements for a Total CIP Budget of $516,430. The Post Bid Estimated Total Project Cost for the Base Bid plus Alternate Bid is $748,324 and for the Base Bid only is $535,501. Both post bid total project cost estimates include a 4.6% contingency for unforeseen costs incurred during construction. OPTIONS: 1. Award a construction contract to OMG Midwest, Inc. DBA Minnesota Paving & Materials for the 2023 Trail Improvements, including the Base Bid plus Alternate Bid in the total construction contract amount of $549,359.21. Post Bid Estimated Total Project Cost of $748,324. 2. Award a construction contract to OMG Midwest, Inc. DBA Minnesota Paving & Materials for the 2023 Trail Improvements, for the Base Bid only in the total construction contract amount of $367,265.96. Post Bid Estimated Total Project Cost of $535,501. An alternative Resolution has been included in the agenda packet. 3. Reject all Bids. RECOMMENDATION: Staff is recommending that the City Council approve a resolution accepting bids and awarding a contract to OMG Midwest, Inc. DBA Minnesota Paving & Materials for the 2023 Trail Improvements, including the Base Bid plus Alternate Bid. The recommended motion for this action is as follows: “Move to approve Resolution No. 2023–058, accepting bids and awarding a construction contract to OMG Midwest, Inc. DBA Minnesota Paving & Materials for the Base Bid plus Alternate Bid in the amount of $549,359.21 for the 2023 Trail Improvements.” Staff is also recommending that the City Council authorize the City Administrator to enter into a material testing contract for the project construction phase services for the project, in the not-to-exceed amount of $10,000. The recommended motion for this action is as follows: “Move to authorize the City Administrator to enter into a material testing contract for the project construction phase services in the not-to-exceed amount of $10,000 for the 2023 Trail Improvements.” ATTACHMENTS: 1. Resolution Accepting Bids and Awarding a Contract for the 2023 Trail Improvements for the Base Bid plus Alternate Bid amount. 2. Alternate Resolution Accepting Bids and Awarding a Contract for the 2023 Trail Improvements for the Base Bid amount only. 3. Letter of Award Recommendation and Tabulation of Bids. 4. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2023-058 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE 2023 TRAIL IMPROVEMENTS WHEREAS, pursuant to an advertisement for bids for the 2023 Trail Improvements, 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, OMG Midwest, Inc. DBA Minnesota Paving and Materials, for the base bid amount of $367,265.96. NOW, THEREFORE, BE IT RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in 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 SIXTH DAY OF JUNE, 2023. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2023-058 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE 2023 TRAIL IMPROVEMENTS WHEREAS, pursuant to an advertisement for bids for the 2023 Trail Improvements, 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, OMG Midwest, Inc. DBA Minnesota Paving and Materials, for the base bid plus alternate amount of $549,359.21. NOW, THEREFORE, BE IT RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in 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 SIXTH DAY OF JUNE, 2023. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk TKDA® | 444 Cedar Street Suite 1500 | Saint Paul, MN 55101 651.292.4400 • tkda.com An employee-owned company promoting affirmative action and equal opportunity. May 30, 2023 Honorable Mayor and City Council City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, MN 55042 Re: 2023 Trail Improvements Project City of Lake Elmo, Minnesota City Project No. 2022.117 TKDA Project No. 18551.000 Dear Mayor and City Council: On May 26, 2023, five bids for the referenced project were received. The lowest bid was submitted by OMG Midwest dba Minnesota Paving & Materials. Listed below is a summary of the bids received, and a complete Tabulation of Bids is enclosed for your information. Contractor Base Bid Alternate Bid OMG Midwest dba Minnesota Paving & Materials $367,265.96 $182,093.25 Hobs Excavating, Inc. $379,215.10 $197,916.10 Miller Excavating, Inc. $508,495.55 $227,017.78 T.A. Schifsky & Sons, Inc. $577,830.41 $242,151.79 Urban Companies $643,089.00 $353,441.00 Engineer’s Estimate $364,615.00 $179,156.00 We have reviewed the bids and recommend awarding this bid to the lowest responsible bidder for the Base Bid and combination of Base Bid and Alternate Bid, OMG Midwest dba Minnesota Paving & Materials, for either their Total Base Bid of $367,265.96 or their Total Base Bid plus Alternate Bid of $549,359.21. Please do not hesitate to call me with any questions or comments. Sincerely, Mark O. Byers, PE Project Engineer MOB:add Enclosure PROJECT SCHEDULE CITY OF LAKE ELMO 2023 TRAIL IMPROVEMENTS PROJECT NO. 2022.117 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 MAY 2, 2023 Council approves Plans and Specifications and orders Advertisement for Bids. MAY 26, 2023 Project Bid Date: Receive contractor bids. JUNE 6, 2023 Council accepts Bids and awards Contract. JULY 3, 2023 Conduct Pre-Construction Meeting and issue Notice to Proceed. • SEPTEMBER 8, 2023 Substantial Completion. • OCTOBER 7, 2023 Final Completion.