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4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 15, 2010
AGENDA #: 9E
PREPARED BY: ROSS BINTNER, WATER RESOURCES ENGINEER
PRESENTER: ROSS BINTNER, WATER RESOURCES ENGINEER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND
AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT
FOR WATER QUALITY MAINTENANCE AND RETROFIT PROJECT
(CITY PROJECT #11-012)
DISCUSSION: Introduction
This agenda item accepts bids and awards a construction contract for the
2011 Water Quality Maintenance and Retrofit Project.
History
On October 4, 2010, the City Council accepted plans and authorized the
advertisement for bids on this project. Bids were received on November 9,
2010.
The project plans included excavation, maintenance, water quality retrofit,
and restoration work on the water quality utility system at 12 sites in the City.
The bid was structured to include five sites as a main bid anti six alternate
bid schedules added the remaining sites.
Current Circumstances
The City received 4 bids on November 9, 2010. The kids have been
checked and tabulated. Quiring Excavating, LLC from Shakopee has
submitted the low bid in the amount of $346,354.80. The lowest bid was
18% or $76,948.80 below the engineer's estimate of $423,303.60. The bid
summary is provided as follows:
COMPANY BID AMOUNT
Quirin Excavation, LLC. $346,354.80
C & L Excavatin Inc. $437,694.98
Sunram Construction, Inc. $618,310.86
Stocker Excavatin ,Inc. $632,520.21
Conclusion
Quiring Excavating, LLC is a responsible Contractor and has experience in a
variety of grading, pipe installation and maintenance projects. Quiring
Excavating recently served as general contractor for the City 2009
Brooksville Hills Phase 2 reconstruction project. Staff recommends that the
City Council award the contract to Quiring Excavating, LLC as the lowest
responsible bidder.
ISSUES: This project represents one of the major recurring capital expenses paid by
the water quality utility fund. Currently maintenance projects of this size are
planned for every other year for the next 5 years. This level of expenditure
results in a planned draw-down of fund reserves. The scope of this project
equates to an expenditure of about 80% of planned revenue for 2011.
The bid was set up to maintain and upgrade sites in order to maximize clean
water outcomes and minimize expense under the water quality capital
improvement budget of $350,000.00. The low bid submitted allows for the
maintenance of 9 of the 13 sites under the budget amount. This represents
a nearly 80% increase in modeled removal capacity for phosphorus in the
project area. Staff continues to work with the LAC and Watershed District
(WSD) to provide better planning tools to determine if this level of service
can meet overall system maintenance liability, not to mention new federal
clean water requirements imposed though the recent Total Maximum Daily
Load study undertaken by the WSD; and, if the combination Hof these
activities and those of the WSD can meet clean water outcomes in a time
frame that meets citizen expectations.
While this type of major every-other-year expense promotes projects of cost
efficient scale and allows the City to implement these projects at current
staff levels, it does set up a saw tooth pattern in the budget that has been
politically delicate in recent years when year over year expenditures are
compared.
FINANCIAL The 2011 Water Quality Budget identifies $350,000 for completion of this
IMPACT: project.
ALTERNATIVES: The alternatives are as follows:
1. Approve a resolution accepting bids and awarding the City's
Standardized Construction Contract for street and utility construction to
Quiring Excavating, LLC for the Water Quality Maintenance and
Retrofit Project (City Project #11-012).
2. Deny this item for a specific reason and provide Staff with direction.
3. Table this item until some date in the future.
RECOMMENDED Alternate 1
MOTION: /'
FrahC~ Bo,~le$, Cry Manager
2
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RESOLUTION 10-xxx
A RESOLUTION AWARDING BID FOR THE 2011 WATER QUALITY MAINTENANCE AND RETROFIT
PROJECT TO QUIRING EXCAVATING AND AUTHORIZING THE MAYOR AND CITY MANAGER TO
EXECUTE THE CITY'S STANDARD CONSTRUCTION CONTRACT ON BEHALF OF THE CITY
Motion By: Second By:
WHEREAS, Pursuant to an advertisement for bids for the Water Quality Maintenance and Retrofit
Project (City Project #11-012) which includes excavation, maintenance, water quality retrofit
and restoration work on up to 12 sites in the City.
WHEREAS, four bids were received, opened, and tabulated according to law; and
WHEREAS, the City elects to complete alternates 1 and 2 in addition to schedule 1 of the bid; and,
WHEREAS, the following bids for schedule 1 and alternates 1 and 2 were received complying with the
advertisement:
COMPANY BID AMOUNT
Quirin Excavatin ,LLC. $346,354.80
C & L Excavatin Inc. $437,694.98
Sunram Construction, Inc. $618,310.86
Stocker Excavatin ,Inc. $632,520.21
and;
WHEREAS, Quiring Excavation, LLC. from 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. The Mayor and City Manager are authorized to execute the City's Standardized Construction
Contract with Quiring Excavating, LLC.
3. Project funding shall come from Account # 602-49420-530.
PASSED AND ADOPTED THIS 15th DAY OF November, 2010.
YES NO
M ser M ser
Erickson Erickson
Hedber Hedber
Keene Keene
Millar Millar
Frank Boyles, City Manager