Agenda Packets - 2011/05/23 - Laserfiche WebLink

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Approving Bid Docs & Authorizing Ad for Bid for 2011 Reroofing of City Hall & Well House Nos. 5 & 6 Page 2 The proposed 2011 budget includes monies to address the roof replacements being considered. The following is a breakdown of the funding locations: • $175,000 for City Hall under 280-4180-7050, Special Projects; • $65,000 for Well No. 5 & 6 under 700-4823-7050, Water Infra & Equip. Maintenance. Total combined proposed funding amount: $240,000 The discrepancy between the INSPEC combined estimated cost of $306,000 and the combined fund amount of $240,000 is due to the overly conservative estimate used by INSPEC, namely for the City Hall roof replacement costs. City staff solicited two roofing quotes during summer 2010 for City Hall that ranged from $117,000 to $120,000. However, the real costs will be known upon bidding of the project. Proposed Project Schedule (2011): The project requires a public bid process since the total construction costs are expected to exceed $100,000. The advertisement for bid will need to be posted 21-days in advance of the bid opening. All qualified roofing contractors are invited to bid. The following is a proposed schedule based upon a public bid process: May 23 City Council approves Bid Docs./Authorizes Ad for Bid June 2 Advertisement for Bid posted June 15 Pre-Bid meeting with potential bidders June 22 Bid Opening June 27 City Council awards construction contract July 5-18 Construction begins Late Aug. Construction complete INSPEC has submitted a fee for $900 to provide assistance during the bidding phase. The scope of services will include answering bidder’s questions, attending the pre-bid meeting, issuing any addendums, reviewing the bids received, and recommending a bidder to award the project. Recommendation: City staff recommends that the City Council consider adopting the attached resolution, which will approve the bidding documents and authorize advertisement for bids. If adopted, INSPEC will finalize plans and specifications to be readied for distribution to potential bidders. A bid opening date of June 22, 2011 at 10:00 am will be set. INSPEC will be authorized to perform bidding services for an amount not to exceed $900. The Council will still need to award the construction contract to the successful bidder before any construction can take place. Respectfully submitted, Nick DeBar - Public Works Director Attachments: Roofing Section Plan for City Hall Resolution 7797