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Home My WebLink About15.D.1. Award of Contract for 2003 Reconstruction Project No. 2003-3-Res. No. 6030 IS;O./~ CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Consider Awarding a Contract for the 2003 Reconstruction, Project No. 2003-3 DATE: April 6, 2004 INTRODUCTION: Attached is Resolution No. 6030, which accepts the bids and awards the bids for the 2003 Reconstruction, Project No. 2003-3. Also included is an extension agreement with WSB & Associates, Inc. to provide engineering services on the construction phase associated with this project. BACKGROUND: On February 17, 2004, City Council adopted Resolution No. 6012, which approved the plans and specifications and authorized staff to advertise for bids for the 2003 Reconstruction, Project No. 2003-3. The reconstruction project includes improvements to Fourth Avenue, from Naumkeag Street to Shenandoah Drive; Sarazin Street, from Fourth Avenue to C.R. 101; and Cavanaugh Drive, from Sarazin Street to the Union Pacific Railroad Crossing. On April 1, 2004, a bid opening was held on the 2003 Reconstruction Project,in which there were five 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 bid of $2,248,529.10. The Engineer's estimate for this project is $2.3 million and the low bid received is under this estimate. Previously, staff had updated the Council on the increased costs due to many factors contributing to these increased costs. This project has been long overdue and these project improvements need to be installed to support the Shakopee Public Utilities building, which is nearing completion and staff would recommend that City Council award the contract to the low bidder. In addition to awarding this contract to the low bidder, City staff will need to authorize consultant engineering services to provide surveying and construction administration services necessary for this project. Attached to this memo is an extension agreement with WSB & Associates, Inc. to perform the necessary services. 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. 6030. 2. Reject the low bidder 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 perform consultant services on this project. 5. Approve a 5% contingency amount on this project 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.1, No. 4 and No. 5 in order for this project to commence. ACTION REQUESTED: 1. Offer Resolution No. 6030, A Resolution Accepting Bids on the 2003 Street Reconstruction, Project No. 2003-3, and move its adoption. 2. Authorize the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. to perform consultant services on this project. 3. Approve a 5% contingency amount on this project for use by the City Engineer in authorizing change orders or quantity adjustments on this project. Bruce Loney Public Works Director BUpmp ENGRl2003PROlECT/WORD/MEM6030 April 1, 2004 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 Management & Surveying Services 4th A venue, Sarazin Street, Cavanaugh Drive City Project No. 2003-3 WSB Project No. 1516-00 Dear Mr. Loney: According to our Agreement for Professional Services within the City of Shakopee and Section 1- C-2 (Major Projects), this extension agreement is written to provide construction management services (as needed) and construction surveying services for the above-referenced projects. We are proposing to complete the work as detailed on the attached scope of services, Exhibit A. The total cost for these construction management services is estimated to be in the $25,000.00 to $30,000.00 range. Construction surveying services will be completed on a cost-reimbursable basis as necessary in accordance with our attached current fee schedule. The total cost for these surveying services is estimated to be in the $70,000.00 to $80,000.00 range. Please note these costs are for surveying services only, time spent on construction management and record drawings will be completed on a cost-reimbursable basis as necessary in accordance with our attached current fee schedule. The City of Shakopee agrees to reimburse WSB & Associates for these services in accordance with Section N of the Agreement for Professional Services. If this agreement meets with your approval, please sign below and return one copy to our office. Sincerely, WSB & Associates, Inc. City Administrator Steven V. Ische, RLS Survey Group Manager City Clerk Mayor Date c: \Documents and Settings \JW eyandt\Local Settings \ Temporary Internet Files \OLK6\040 1 04-extraltr. doc Exhibit A 4th Avenue, Sarazin Street, Cavanaugh Drive Reconstruction Project City Project 2003-3 WSB Project No. 1516-00 SCOPE OF SERVICES . Construction Management - This task includes correspondence with the City of Shakopee on an as needed basis on to provide technical direction on aspects ofthe project. Other responsibilities will include the review of payment vouchers and interpretation of design as needed during construction. This work will be completed on a cost-reimbursable basis at the rates in the attached rate schedule. . Construction Staking - WSB & Associates will provide a full time survey crew to do all construction staking for this project including sanitary sewer, watermain, sewer and water services, storm sewer, street, sidewalk and trails. Our crews will coordinate with the on-site City inspector to insure that construction staking operations are conducted in a timely and efficient manner. Staking will be performed as detailed in Division 1 Supplementary General Requirements of the Project Manual. . Record Drawings - Upon completion ofthe project, WSB & Associates, Inc. will prepare the final record drawings based on the field information provided by the City's inspector. Prior to submitting mylars and electronic files, photocopies of the drawings will be submitted to the City for review and approval. This work will be completed on a cost-reimbursable basis at the rates in the attached rate schedule. C:\DOCUMENTS AND sp:TTINGSVWEYANDI1LOCAL SETTINGSlTEMPORARY INTERNET FILESlOLK6\EXHA.DOC ... WSB 2004 Rate Schedule & Associates, Inc. Billing Rate/Hour Principal $116.00 Associate $109.00 Sr. Project Manager $101.00 Project Manager/Engineering Specialist III $91.50 Registered Engineer/Engineering Specialist II $82.50 Project Engineer/Engineering Specialist I/Sr. Construction Observer $74.00 Graduate Engineer $65.00 Construction Observer $67.00 Engineering Technician IV/Scientist III $60.50 Engineering Technician III/Scientist II $55.00 Engineering Technician II/Scientist I $49.00 Engineering Technician I $43.00 Office Technician II $53.00 Office Technician I $29.50 Registered Land Surveyor $103.00 Survey (Two-Person Crew) $122.00 Survey (Three-Person Crew) $145.00 GPSEquipment $39.00 All costs associated with word processing, vehicle mileage, cell phones, reproduction of common correspondence and mailing are included in the above hourly rates. Reimbursable expenses include costs associated with plan, specification and report reproduction, permit fee, delivery cost, etc. Rate Schedule is adjusted annually. RESOLUTION NO. 6030 A Resolution Accepting Bids For For The 2003 Reconstruction Project No. 2003-3 WHEREAS, pursuant to an advertisement for bids for Fourth Avenue, from Naumkeag Street to Shenandoah Drive; Sarazin Street, from Fourth Avenue to County Road 101; and Cavanaugh Drive, from Sarazin Street to the Union Pacific Railroad crossing, Project No. 2003-3, bids were received, opened on April 1, 2004, and tabulated according to law, and the following bids were received complying with the advertisement: Bidder Amount S.M. Hentges & Sons, Inc. $2,248,529.10 Barbarossa & Sons, Inc. $2,344,314.50 S.R. Weidema, Inc. $2,424,448.64 Three Rivers Construction $2,491,620.79 Ryan Contracting Co., Inc. $2,656,349.75 WHEREAS, it appears that S.M. Hentges & Sons, Inc., P.O. Box 69, Jordan, MN 55352 is the lowest responsible bidder for the 2003 Reconstruction Project improvements. 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, Inc. in the name of the City of Shakopee for the 2003 Reconstruction Project 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 ,2004. Mayor of the City of Shako pee ATTEST: City Clerk