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Home My WebLink About13.A.1. Consider Awarding a Contract for, Project No. 2006-2-Res. No. 6413 CITY OF SHAKOPEE J 3.11. J# Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Jeff Weyandt, Assistant City Engineer Mark Themig, Parks, Recreation and Facilities Director SUBJECT: Consider A warding a Contract for the 2006 Street Reconstruction and Tahpah Park Improvements, Project No.2006-2 DATE: May 2,2006 INTRODUCTION: Attached is Resolution No. 6413, which accepts the bids and awards a contract for the 2006 Street. Reconstruction and Tahpah Park Improvements, Project No. 2006-2. BACKGROUND: On March 21, 2006, City Council adopted Resolution No. 6386, which approved the plans and specifications and authorized staff to advertise for bids for the 2006 Street Reconstruction and Tahpah Park Improvements, Project No. 2006-2. The project includes reconstruction of Tahpah Park; 4th A venue, from Scott Street to Cass. Street; 5th A venue, from Scott Street to Webster Street; 6th Avenue, from Scott Street to Webster Street; Webster Street, from 5th Avenue to 6th Avenue; Cass Street, from 4th A venue to 6th A venue; Clay Street, from 4th A venue to 6th A venue; and Pierce Street, from 4th Avenue to 6th Avenue. On April 25, 2006, a bid opening was held on the 2006 Street Reconstruction and Tahpah Park Improvements Project, in which there were three bids opened for this improvement project. The bids are summarized in the attached resolution. From the bid opening, the apparent low bidder is S.M. Hentges & Sons, Inc. with a total bid of $3,611,611.15 ($2,275,596.47 Street Reconstruction and $1,336,014.68 Tahpah Park Improvements). The Engineer's estimate for this project is $3,680,000.00. Street Reconstruction The feasibility study for the 2006 Street Reconstruction Improvements contained a construction cost estimate of approximately $2,406,780.42 and a project cost estimate of approximately $3,008,475.54. Adding a 5% contingency and 25% project costs to the actual low bid the projected project cost is approximately $2,986,720.37, which is below the estimated project cost in the feasibility study for the 2006 Street Reconstruction Improvements. Tahpah Park Tahpah Park work contains both work that would be funded from the sale of bonds through a 429 project, as well as work funded from the park reserve fund. 429 Project Costs The feasibility study cost estimate for the 429 portion of the project includes the main parking lot reconstruction, the north lot addition, all storm water systems, and the playground equipment. This estimate was $982,000. The actual bid for this work came in at $780.610.78; however, the bid did not include the playground at $75,000. We are bidding the playground and installation separately at a to-not-exceed cost of $75,000 in order to eliminate general contractor mark-up. The general contractor is responsible for all the site preparation for the playground, and the 429 bid includes rubber surfacing material similar to what was installed at the Huber Community Built Playground. The unit cost for the surfacing material seems a little high, so we are verifying thiscost. If deemed excessive, this unit quantity item could be deleted and added to the playground work. In addition to the work in the feasibility study, the 429 section of the bid also includes the cost to install the irrigation well, $62,985.76. This cost includes the well drilling, pump, electrical, and reconfiguring the existing piping. The total costs for the 429 work (parking, storm water, irrigation well, and playground) is $918,596.54. Factoring in a 5% contingency at $45,930 and an estimated 15% indirect costs at $137,789.48 is still within the bond capacity, according to the city's bond attorney. Park Reserve Bid Results and Funding The park improvement section of the bid came in at$492,418.l4. This bid includes several items that were optional upgrades, such as installation of conduit for future fiber (a request of the Telecommunications Commission), replacing back stops, and new foul poles. Park Reserve CIPallocation for this work was $455,250. In addition, the Jaycees recently made a contribution to the project of $25,000, Women's Softball is making a contribution tonight of $6,142.15 for lighting, and Men's softball will be making a contribution of approximately $8,000 for lighting; and Co-Rec softball will be making a contribution of approximately $3,600. In order to meet the budget, there are several adjustments that would be made to the unit quantity bid amounts. The table below shows the costs and funding with a 5% contingency, an anticipated 5% in indirect costs, project adjustments, and Public Works willingness to assist in removing backstops on fields 1 & 4 and salvaging outfield fences on fields 2-4: Costs and Funding Amount Bid Amount for Park Work -492,418.14 5% contingency . ,.' -24,620.91 5% indirect costs -24,620.91 Park Reserve CIP 455,250 Jaycees Donation . 25,000 Women's Softball Lighting Fund Donation 6,142.15 Men's/Co Rec Softball Lighting Fund Donation 11,600 Sub Total -43,668 Adjustments Telecom Funding for Fiber Conduit (or eliminate) 5,870 Public Works Removes Backstops (1 & 4) 8,340 Retain Current Backstops (2 & 3) 19,166 Public Works Remove Outfield Fences (2-4) 5,240 Delete New Foul Poles (1-3) 8,130 Delete Out of Play Poles (2-3) 2;781 Sub Total 49,527 Balance 5,859.20 By awarding the bid, most of the major work would becompletM With this contract, including extending fields 1-3, reconstructing field 4, and lighting fields I and 4. The adjustments would be made as unit quantity reductions and could be completed at another time, if desired, or possibly even with the project using any remaining funds. We would monitor the costs closely throughout the project to determine whether the adjustments could be included in the work with the available funding. Contingency If Council awards the contract, staff is also requesting a contingency amount equal to 5% of the contract to cover minor change orders and quantity adjustments that may occur on the project. ALTERNATIVES: 1. Accept the low bid of S.M. Hentges & Sons, Inc. and adopt Resolution No. 6413. 2. Reject the low bidder and award to another bidder. 3. Reject all bids and rebid. 4. Approve a 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity adjustments on this project. 5. Authorize the appropriate City officials to execute an extension agreement with. WSB & Associates, Inc. to perform construction staking services on the 2006 Street Reconstruction Improvements. 6. Table for additional information. RECOMMENDATION: Staff recommends Alternative No.1, No.4 and No.5 in order for this project to be constructed in 2006. ACTION REOUESTED: 1. Offer Resolution No. 6413, A Resolution Accepting Bids on the 2006 Street Reconstruction and Tahpah Park Improvements, Project No. 2006-2 and move its adoption. 2. Approve a 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity adjustments on this project. 3. Authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. to perform construction . staking services on the 2006 Street Reconstruction Improvements. RESOLUTION NO. 6413 A Resolution Accepting Bids For For The 2006 Street Reconstruction And Tahpah Park Improvements Project No. 2006-2 WHEREAS, pursuant to an advertisement for bids for the 2006 Street Reconstruction and Tahpah Park hnprovements, Project No. 2006-2, bids were received, opened on Apri125, 2006, and tabulated according to law, and the following bids were received complying with the advertisement: Bidder Amount S.M. Hentges & Sons, me, $3,611,611.15 Barbarossa & Sons, Inc. $4,154,253.20 Three River, mc. $4,389,618.50 WHEREAS, it appears that S.M. Hentges & Sons,mc., P.O. Box 69, Jordan, MN 55352 is the lowest responsible bidder for the 2006 Street Reconstruction and Tahpah Park hnprovements. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. The appropriate City officials are hereby authorized and directed to enter into a contract with S. M. Hentges & Sons, mc. in the name of the City of Shakopee for the 2006 Street Reconstruction and Tahpah Park hnprovements Project according to the plans and specifications therefore approved by the City Council and on file in the office of the City Clerk. 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 lowest bidder shall be retained until a contract has been signed. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2006. Mayor of the City of Shakopee ATTEST: City Clerk ~ WSB & Associates, Inc. Infrastructure I Engineering I Planning I Construction 701 Xenia Avenue South Suite 300. Minneapolis, rviN 55416 April 25, 2006 Tel: 763-541-4800 Fax: 763-541-1700 Mr. Jeff Weyandt, P.E. Assistant City Engineer City of Shakopee 129 Holmes Street South Shakopee,~ 55379-1376 Re: Extension Agreement to Provide Construction Surveying Services 2006 Street Reconstruction Project Dear Mr. Weyandt: According to our Agreement for Professional Services within the City of Shakopee and Section I-C-2 (Major Projects), this extension agreement is written to provide construction surveying services for the above-referenced project. It is our understanding that this project consists of approximately 11,000 linear feet of street and utility reconstruction on eleven (11) blocks of urban streets in the older sections of the City. Our proposal to complete this work is as follows: WSB will provide the construction staking required for this project on an hourly basis, as necessary, in accordance with our current fee schedule, with a not-to-exceed fee of $55,000. This includes all costs, including mileage, hubs, lathe, miscellaneous supplies and final as-built survey data for the City to use in the preparation of the record drawings. It is our understanding that the City will provide the AutoCAD files for WSB to use in the preparation of the~take-out data needed for the construction aiigiunents and profiles. Weare available to start this work as soon as it is authorized and look forward to the opportunity to serve you. It is our understanding that the construction is to begin the week of May 8 or the week of May 15, 2006. Thank you for considering WSB for your surveying services. We look forward to working with you and greatly appreciate the opportunity to assist you and your staff in the completion of this project. Minneapolis I St. Cloud Equal Opportunity EITlp.~!lX~ER PROPOSALS\Shakopee\042506extltl'.doc Mr. Jeff Weyandt, P.E. City of Shakopee April 25, 2006 Page 2 If this agreement meets with your approval, please sign below and return one copy to our office. If you have any questions regarding this extension agreement, please contact me at 763-287- 7181. Sincerely, WSB & Associates, Inc. :>~(j~J~ Steven V. Ische, RLS Survey Group Manager lh Authorized City Representative Signature Date P:\LErTER PROPOSALS\SjlJlkopee\0425(J6,~xtJtr.d()c