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Home My WebLink About15.A.1. Award Contract for LED Replacement Project No. 2003-8-Res. No. 5953 /5 fJ, /, CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Consider Awarding the Contract for Installation of Traffic Control Signal LED's, Project No. 2003-7 DATE: September 16, 2003 INTRODUCTION: Attached is Resolution No. 5953, which accepts the bids and awards the contract for the installation of traffic control signal LED's, Project No. 2003-7. Also included is an extension agreement with WSB & Associates, Inc. for the construction, administration and inspection for this project. BACKGROUND: On October 15, 2002, the City Council did review a proposal to replace existing signal lamps with more energy efficient LED traffic signal lights and also would be able to participate in an energy saving program with Shakopee Public Utilities Commission (SPUC). After review of the proposed project and the cost participation with SPUC on this project, the City Council did approve a motion authorizing staff to proceed with the installation of LED lights on traffic control signals in the City of Shakopee and to participate in SPUC's program for energy efficiency. Plans and specifications were completed by WSB & Associates, Inc. and approved by City Council by Resolution No. 5927 and advertisement for bids was issued for this proj ect. On September 15, 2003, sealed bids were received and publicly opened for this project. A total of six bids were received and summarized in the attached resolution. From the bid opening, the apparent low bidder for the base bid and alternate bid was Killmer Electric, Inc. of Crystal, MN with a bid of $65,462.00. With this base bid and alternate bid, this project will replace the green and yellow lights and pedestrian indicators on 14 intersections in the City of Shakopee. The City has budgeted $44,000.00 in the professional services under the Street Division and SPUC has budgeted $44,000.00 for this project, in which $15,000.00 has already been sent to the City of Shakopee. The remaining $29,000.00 from SPUC will be issued to the City after completion of the proj ect. The cost estimate for this project, based on the bids received, is as follows: Base Bid + Alternate Bid $65,462.00 5% Contingency $ 3,373.10 Design Costs from WSB $ 6,200.00 Construction! Admin./Inspection Costs $ 2,200.00 GRAND TOTAL $77,135.10 In addition, there may be additional staff time to coordinate this project with WSB & Assoc., SPUC and the contractor. The City does have $44,000.00 budgeted in this year's budget for this project. It is estimated that the City's costs, after receiving SPUC's participating amount, to be $33,135.10. Based on the bids received, staff does recommend to enter into a contract with Killmer Electric of Crystal, MN for the base bid and alternate bid to redo the signal lamps to LED's, including the pedestrian indicators for the 14 signals in the City of Shakopee. In addition to awarding the contract to the low bidder, Killmer Electric, Inc., City staff will need to authorize consultant engineering services to provide construction, administration and inspection as necessary for this project. Attached to this memo is an extension agreement with WSB & Associates, Inc. to perform the necessary services. If the Council awards this project, staff is also requesting that the City Council authorize a contingency amount equal to 5% of the contract to cover minor change orders or quantity adjustments that may occur on the project. ALTERNATIVES: 1. Accept the low bid of $65,462.00 and adopt Resolution No. 5953, awarding the contract to Killmer Electric, Inc. 2. Reject the low bid and award to another bidder. 3. Reject all bids and rebid. 4. Authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. to provide consultant services on this project. 5. Authorize 5% contingency amount for use by the City Engineer in authorizing change orders or quantity adjustments on this project. 6. Table for additional information. RECOMMENDATION: Staff recommends Alternative No.'s 1,4 and 5 in order for this project to be constructed and completed this year. ACTION REQUESTED: 1. Offer Resolution No. 5953, A Resolution Accepting Bids on the Installation of Traffic Control Signal LED's, Project No. 2003-7 and move its adoption. 2. Authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. to provide consultant services on this project. 3. Authorize 5% contingency amount for use by the City Engineer in authorizing change orders or quantity adjustments on this project. ~~ ce Loney "'ff Public Works Director BUpmp MEM5953 RESOLUTION NO. 5953 A Resolution Accepting Bids On The Installation Of Traffic Control Signal LED's Project No. 2003-7 WHEREAS, pursuant to an advertisement for bids for the installation of traffic control signal LED's, Project No. 2003-7, bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder Amount Killmer Electric Company, Inc. $65,462.00 Ridgedale Electric, Inc. $67,362.00 Mankato Electric, Inc. $67,602.00 Egan McKay Electrical Contractors, Inc. $69,919.65 Bob's Electric Company $74,953.00 Electrical Installation & Maintenance Co. $83,215.75 AND WHEREAS, it appears that Killmar Electric Company, Inc. is the lowest responsible bidder for the installation of the traffic control signal LED's, Project No.. 2003-7. 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 Killmer Electric Company, Inc. in the name of the City of Shakopee for the installation of traffic control signal LED's, Project No. 2003-7, according to the plans and specifications therefore approved by the City Council and on file in the office ofthe 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 Shako pee, Minnesota, held this day of ,2003. Mayor of the City of Shakopee ATTEST: City Clerk SEP-15-2003 13: 18 WSB & ASSOCIATES '(,b~~411' ('1111 t-' .111/111 A WSB & Associates, f/lc. September 15, 2003 Mr. Bruce Loney, P .E. .~::> Public Works Director/City Engineer :~;:: City of Shakopee 129 Holmes Street South Shakopee, MN 55379-1376 Re: Extension Agreement to Provide Construction Administration LED Conversion Project City Project No. 2003-07 Dear Mr. Loney: , ' According to our Agreement for Professional Services with the City of Shakopee and Section I-C-2 (Major Projects), this extension agreement is written to provide for construction administration and construction surveying services for the above-referenced project. We are proposing to complete this work on a cost-reimbursable basis as necessary in accordance with our current fee schedule. As you are aware, construction work is somewhat variable depending on the Contractor and actual field conditions. We have estimated a fee for this project of $2,200 or approximately 20 hours . The City of Shakopee agrees to reimburse WSB & Associates, Inc. for these services in accordance with Section IV of the Agreement for Professional Services. If this agreement meets with your approval, please sign below and return one copy to our office. Sincerely I ~Ii~: Bret Weiss, P .E. President City Administrator cc: Chuck Rickart, WSB & Associates, Inc. City Clerk Mayor 4150 Olson Date Memorial Highway ..F~. &tl~; Suite 300 ~::S:I: ~~;'MinneapoIiS y:/:Minnesota /' 5$422 763.541.4800 F:\WPWrN\1281-48\091503bl-ltr.doc " 7&.') J:;: Aic :~'"1"n ~^ V I\Jt;_..............i;,. (... rJ..., ,,J [:,.......1 n...............+"....a" l:~....I,;\I~,. TOTAL P.01 SHAKepltE FtJILICtJTILITIES CII.MMISSI'N ~;-:-, October 10, 2002 Mr. Bruce Loney Public Works Director City of Shakopee 121 Holmes Street Shakopee, MN 55379 Dear Mr. Loney: As you know, we are mandated by the State of Minnesota to offer programs that encourage implementing energy efficient technology. I am excited for Shakopee Public Utilities and the City of Shakopee to work together on the LED Traffic Signal Program. Led traffic signals not only save you money in energy costs but also last nearly 10 times longer than the incandescent lights; this results in extensive maintenance dollar savings. Rebate money has been set aside for the City of Shakopee for the years 2002-2003. We have committed $20,000 in conservation dollars for the LED traffic signals in 2002 and $24,000 in 2003. Once the study has been completed and the results of the study have been released we can release the 2002 funds to you after approval from our commissioning board. In 2003, once the project is underway and copies of the invoices have been received our commissioning board will approve to have the 2003 funds relinquished to you. I am really looking forward to working with you on this project, as I feel it will be a benefit to the Shakopee community as a whole. Sincerely, Julie Konecny Marketing Key Account Representative Shakopee Public Utilities 1030 East Fourth Avenue' Shakopee, Minnesota 55379-1899' (952)445-1988' Fax (952) 445-7767