HomeMy WebLinkAbout9A - Brooksville Hills Project Phase II
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
MEETING DATE: APRIL 6, 2009
AGENDA #: 9A
PREPARED BY: LARRY POPPLER, ASSISTANT CITY ENGINEER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND
AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR
STREET AND UTILITY CONSTRUCTION FOR 2009 STREET
RECONSTRUCTION PROJECT (CITY PROJECT #09-011)
DISCUSSION: Introduction
This agenda item accepts bids and awards a construction contract for the
Brooksville Hills Phase II Improvement Project.
Historv
On July 7,2008, Council adopted Resolution 08-099 ordering the preparation of
a Feasibility Report for those projects in the 2008 Capital Improvement Program
(CIP) required to follow the Minnesota Statutes Chapter 429 process. The
Minnesota Statutes Chapter 429 process is required because the City Council
intends to specially assess a portion of the project. The roadways studied in the
report include Mandan Avenue, Franklin Circle, Summer Street, Franklin Trail,
Robinson Circle, and Itasca Avenue. The 2009 Improvement Project is Phase II
of the improvements in this region. The recommendation of the Feasibility
Report was to proceed with this project.
On November 17, 2008, Council adopted Resolution 08-149 accepting the
Feasibility Report and calling for a Public Hearing on December 15, 2008 for the
2009 Improvement Project.
At the December 15, 2008 Public Hearing, no one spoke regarding the project,
however a letter from one resident was read at the meeting. That resident
supported the project and the proposed sidewalk on Franklin Trail.
In addition to the Public Hearing, the City has held two informational meetings to
discuss the project. The last informational meeting was an open house held on
January 21, 2009 and offered residents the opportunity to comment on the
proposed plans. At the open house persons from 11 homes were represented.
City Staff explained the proposed design and took down names of residents that
were interested in the various programs available. Since the open house, City
Staff has been busy finalizing the design.
On February 17, 2009, the City Council authorized the advertisement for bids on
this project. Bids were received on March 18, 2009.
The project includes storm sewer, sanitary sewer, water main, concrete curb and
gutter, aggregate base, bituminous surfacing, raw water main and appurtenant
work.
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
R:\Council\2009 Agenda Reports\04 06 09\Brooksvi1le II Award Agenda.doc
Current Circumstances
The City received 13 bids on March 18, 2009. The bids have been checked and
tabulated. Quiring Excavating from Shakopee, Minnesota submitted the low bid
in the amount of $1,213,844.23. The lowest bid was 24% or $388,151.82 below
the engineer's estimate of $1,601,996.05.00. The bid summary is provided as
follows:
COMPANY
QUIRING EXCAVATING
I CHARD TILING AND EXCAVATING
I MCNAMARA CONTRACTING
I GEISLlNGER AND SONS
I VALLEY PAVING
I S.M. HENTGES AND SONS
I FRIEDGES CONTRACTING
I NORTHWEST ASPHALT
I MINGER CONSTRUCTION
I W.M.MUELLER AND SONS
I NORTHDALE CONSTRUCTION
I GMH ASPHALT CORP.
I BURSCHVILLE CONSTRUCTION
BID AMOUNT
$1,213,844.23
$1,246,340.03
$1,373,061.11
$1,379,444.20
$1,422,337.42
$1,433,622.74
$1,448,284.77
$1,461,462.55
$1,501,797.58
$1,521,908.08
$1,533,451.67
$1,536,962.78
$1,680,037.00
Quiring Excavating is a relatively new company, but has recently completed the
City's Welcome/Industrial sewer and water extension project. City Staff has
some concerns that the size and inexperience of Quiring Excavating could be an
issue on this project in terms of construction pace and customer service. The
City has met with Quiring Excavating to discuss project expectations, project
plan, and timeline. Quiring understands the City's concerns and is eager to show
the City that their staff is capable of performing the work on the reconstruction
project. Quiring highlighted two projects that they had worked on in a residential
environment which included a project is Chaska and a project is Credit River
Township. They understand that last year's Brooksville Hills project was
completed early and set a high standard. Quiring does not have the resources to
complete the project as quickly as last years but can complete the project in
accordance with the specified project schedule. Quiring Excavating is a local
company (Shakopee) and plans to use Prior Lake Blacktop for their paving
operations and other local subcontractors as well. After discussions with Quiring
Excavating and evaluating their bid documents, City Staff has determined that
Quiring Excavating meets the requirements for selection on this project and that
Quiring Excavating is a responsible bidder. As the lowest responsible bidder,
City Staff recommends that the City Council award the contract to Quiring
Excavating.
ISSUES:
This project is proposed to be paid for from a number of different funding
sources including: Assessments, Tax Levy, Enterprise Fund, Water Quality
Fund, and Trunk Sewer and Water Fund. Assessments will be based on 40% of
the street and storm sewer improvements. The remaining 60% will be paid
through the tax levy. The Water Quality Fund and Scott WMO Grant will be
utilized to pay for the bio-retention swale and the voluntary rain garden program.
The Enterprise Fund will be utilized for the sanitary sewer and watermain
improvements. Based on the low bid, all funding sources realized a significant
savings from the budgeted amounts. Quantity overruns or change orders may
affect these overall savings. City Staff will closely monitor requests for change
FINANCIAL
IMPACT:
R:\Council\2009 Agenda Reports\04 06 09\Brooksville II Award Agenda.doc
orders. Prior to the Assessment Hearing, City Staff will evaluate the quantities
for final assessment calculation.
ASSESSMENT AND TAX LEVY CALCULATION
I TOTAL BID AMOUNT $1,213,844.00 I
I ITEMS PAID BY THE ENTERPRISE FUND $276,532.00 I
I ITEMS PAID BY THE WATER QUALITY FUND $36,461.00 I
I ITEMS PAID BY SCOTT WMO GRANT $30,977.00 I
NET CONSTRUCTION COST BASIS FOR $910,350.00
ASSESSMENT DETERMINATION (ADDING $4,000
FOR STREET LIGHTS)
SUBTRACT NON-ASSESSABLE ITEMS
I SUBTOTAL
ADD 35% ADMINISTRATION, FINANCE, AND
ENGINEERING
TOTAL PROJECT COST FOR ASSESSMENT
DETERMINATION
ASSESSMENT AMOUNT (40%)
I TOTAL TAX LEVY AMOUNT
PROJECT FUNDING
I PROJECT ASSESSMENT*
I PROJECT TAX LEVY*
I ENTERPRISE FUND WATER UTILITY
I ENTERPRISE FUND SEWER UTILITY
I WATER QUALITY FUND
I SCOTT WMO GRANT
I PRIVATE DRIVEWAY CONSTRUCTION
I TOTAL PROJECT COST
*Includes Indirect Costs
$227,972.00 I
$682,378.00 I
$238,832.00
$921,210.00
$368,484.00
$692,296.00 I
$368,484.00
$692,296.00
$239,608.00
$36,924.00
$36,461.00
$30,977.00
$58,927.00
$1,463,677.00
It should be noted that the indirect cost estimate is based on actual costs
experienced during the Brooksville Hills Phase I project. The projected total
bonding amount which includes assessments and the tax levy is $1,060,780 is
less than the $1,175,000 included in Cities 2009 Transportation Plan for
Brooksville Hills Phase II. This lower amount will allow the City to also bond for
the funding necessary to complete the Blind Lake Maintenance Resurfacing as
part of the 2009 Overlay project.
ALTERNATIVES: The alternatives are as follows:
1. Approve a resolution accepting bids and awarding the City's Standardized
Construction Contract for street and utility construction to Quiring
Excavating for the Brooksville Hills Phase II Improvement Project (City
Project #09-011.
2. Deny this item for a specific reason and provide Staff with direction.
3. Table this item until some date in the future.
RECOMMENDED Alternative #1
MOTION:
R:\Council\2009 Agenda Reports\04 06 09\Brooksville II Award Agenda.doc
ReViewerv J
Frank Boyles. U a9"
--...
R:\Council\2009 Agenda Reports\04 06 09\Brooksville II Award Agenda.doc
RESOLUTION 09-xx
A RESOLUTION ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED
CONSTRUCTION CONTRACT FOR STREET AND UTILITY CONSTRUCTION FOR THE
BROOKSVILLE HILLS PHASE II IMPROVEMENT PROJECT(CITY PROJECT #09-011)
Motion By:
Second By:
WHEREAS Pursuant to an advertisement for bids for the Brooksville Hills Phase II Improvement
Project (City Project #09-011) which includes sanitary sewer, water main, storm sewer,
aggregate base, concrete curb and gutter, bituminous pavement, turf restoration and
appurtenant work; and
WHEREAS, Thirteen bids were received, opened, and tabulated according to law; and
WHEREAS, The following bids were received complying with the advertisement:
COMPANY
QUIRING EXCAVATING
I CHARD TILING AND EXCAVATING
MCNAMARA CONTRACTING
GEISLlNGER AND SONS
VALLEY PAVING
I S.M. HENTGES AND SONS
I FRIEDGES CONTRACTING
I NORTHWEST ASPHALT
I MINGER CONSTRUCTION
I W.M.MUELLER AND SONS
I NORTH DALE CONSTRUCTION
I GMH ASPHALT CORP.
I BURSCHVILLE CONSTRUCTION
and;
BID AMOUNT
$1,213,844.23
$1,246,340.03
$1,373,061.11
$1,379,444.20
$1,422,337.42
$1,433,622.74
I $1,448,284.77
I $1,461,462.55
I $1,501,797.58
I $1,521,908.08
I $1,533,451.67
I $1,536,962.78
I $1,680,037.00
WHEREAS, The City of Prior Lake's street and utility costs share is allocated as follows:
I PROJECT FUNDING TABLE
I STREET AND STORM CONSTRUCTION
I CITY BOND FINANCING COSTS (5%)
CITY ENGINEERING/ADMINISTRATION (30%)
NON-ASSESSABLE AD VOLERUM
I ENTERPRISE FUND WATER UTILITY
I ENTERPRISE FUND SEWER UTILITY
I WATER QUALITY FUND
I SCOTT WMO GRANT
I PRIVATE DRIVEWAY CONSTRUCTION
I TOTAL PROJECT COST
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$682,378.00
$34,119.00 I
$204,713.00 I
$139,570.00 I
$239.608.00 I
$36,924.00 I
$36,461.00 I
$30,977.00
$58,927.00
$1,463,677.00 I
Phone 952.447.9800 / Fax 952.447.4245
The proposed City funding sources for this project are as follows:
I City Funding
General Obligation 429 Bonds
Enterprise Fund Water Utility
I Enterprise Fund Sewer Utility
I Water Quality Fund
I Private Driveway Construction
I SCOTT WMO GRANT
I Total City Funding
; and
I
$1,060,780.00 I
$239,608.00 I
$36,924.00 I
$36,461.00 I
$58,927.00 I
$30,977.00 I
$1,463,677.00 I
WHEREAS, Quiring Excavating of Shakopee, Minnesota is the lowest responsible bidder.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Quiring Excavating of Shakopee, Minnesota is the lowest responsible bidder.
3. The Mayor and City Manager are hereby authorized to enter into the City's standard contract with
Quiring Excavating of Shakopee, Minnesota in the name of the City of Prior Lake for the Brooksville
Hills Phase II Improvement Project (Project #09-011) in the amount of $1,213,844.23.
4. The City Manager is hereby authorized and directed to return to all bidders the deposits that
accompanied their respective bids.
5. Construction costs will be recorded in the Construction Fund (#501-48365-501) for the Brooksville
Hills Phase II Improvements
6. City Staff is authorized to transfer the following amounts to the Construction Fund #501-48365-501:
. Enterprise Fund Water Utility ($239,608.00) # 601-49303
. Enterprise Fund Sewer Utility ($ 36,924.00) # 601-49303
. Water Quality Fund ($ 36,461.00) # 602-49303
7. Proceeds from the bond sale will be deposited in the Construction Fund.
PASSED AND ADOPTED THIS 6th DAY OF APRIL 2009.
YES
NO
Hauf;jen
Erickson
Hedberg
leMair
Millar
Haugen
Erickson
Hedberg
leMair
Millar
Frank Boyles, City Manager
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