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Home My WebLink About9B Accepting bids for 2011 Street Reconstruction ProjectPRlp\ u 4646 Dakota Street SE Prior Lake. MN 55372 INNESO` CITY COUNCIL AGENDA REPORT MEETING DATE: JUNE 6, 2011 AGENDA #: 9B PREPARED BY: LARRY POPPLER, INTERIM CITY ENGINEER PRESENTED BY: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR STREET AND UTILITY CONSTRUCTION FOR THE 2011 STREET RE- CONSTRUCTION PROJECT (CITY PROJECT #11 -011) DISCUSSION: Introduction This agenda item accepts bids and awards a construction contract for the Boudins Phase I Improvement Project. History At its June 21, 2010 meeting the City Council adopted Resolution 10 -059 au- thorizing staff to prepare a Feasibility Report for the 201 land 2012 Improve- ment Project as outlined in the CIP and required for the Minnesota Statutes Chapter 429 process. The Minnesota Statutes Chapter 429 process is re- quired because the City Council intends to specially assess a portion of the project. The roadways studied in the report include: Boudin Street, Denese Street, Lois Avenue, Natalie Road, Timothy Avenue, Grayling Circle, Rutgers Street, and Watersedge Trail. The reconstruction of these streets is sche- duled for construction over a two year period. It is recommended based on the constructability preference that Grayling Circle, Rutgers Street, and Water - sedge Trail be constructed in 2011 and the balance of the streets be con- structed in 2012. The recommendation of the Feasibility Report was to pro- ceed with this project. On October 4, 2010, Council adopted Resolution 10 -091 accepting the Feasi- bility Report and calling for a Public Hearing on November 15, 2010 for the 2011 and 2012 Improvement Project. At the November 15, 2010 Public Hear- ing, a number of people spoke regarding the project. 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 February 2, 2011 and offered residents the opportunity to comment on the proposed plans. At the open house persons from 33 homes were represented. City Staff explained the proposed design and took down names for those that were interested in the various programs available. Since the open house, City Staff has been busy finalizing the design. On March 7, 2011, the City Council authorized the advertisement for bids on the Boudins Phase I project and received two bids on May 4, 2011. Both bids were over $300,000 more than the Engineer's Estimate. The City Council re- jected the bids on May 9 2011 and authorized re- advertisment for bids. The project includes storm sewer, sanitary sewer, water main, concrete curb and gutter, aggregate base, bituminous surfacing, raw water main and appur- tenant work. Current Circumstances The City received bids on June 6, 2011. The bid results will be shared at to- night's meeting. Conclusion Based on the low bid, Staff recommendation will be shared at the June 6, 2011 meeting. ISSUES: Normally, the City awards a Contract several weeks after the bid opening. This allows the City Staff to evaluate how the low bid fully affects the funding sources for the project. City Staff will share preliminary estimates of the funding source impacts, but to fully evaluate the low bid takes several days. However, it is critical that the Contractor begin construction to complete as much work as possible in 2011. If a low bid is received, Staff would suggest awarding a Contract to allow the Contractor to start work as soon as possible. Because of the delay in the start of construction, the project schedule was revised to include work on a portion of the project in 2012. The bid included an alternate for the completion of the entire project in 2011. The City Council will learn the pricing on the alternate and will have the option to choose the alternate. If cho- sen, the alternate would be written into the Contract. FINANCIAL Because the low bid was received today, the full financial implications were not IMPACT: studied. General financial information will be broken down to evaluate its im- pact on the funding sources for this project. If the City Council chooses to award a Contract, the full funding source table will be shared with the Assess- ment Review Committee at their June 17 2011 meeting and ultimately with the City Council. 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 Prior Lake Spring Lake Wa- tershed District Grant will be utilized to pay for the Boudins Park underground stormwater facility and the voluntary rain garden program. The Enterprise Fund will be utilized for the sanitary sewer and watermain improvements. ALTERNATIVES: 1. Approve a resolution accepting bids and awarding the City's Standardized Construction Contract for street and utility construction for the 2011 Street Reconstruction Project (City Project #11 -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 City Staff will share their recommendation at the meeting. MOTION: PRtO� I: U try 4646 Dakota Street SE 7 4ro vXES 010. Prior Lake, MN 55372 RESOLUTION 11 -xxx A RESOLUTION ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR STREET AND UTILITY CONSTRUCTION FOR THE 2011 STREET RECONSTRUCTION PROJECT (CITY PROJECT #11.011) Motion By: Second By: WHEREAS, Pursuant to an advertisement for bids for the Boudins Phase I Improvement Project (City Project #11 -011) which includes sanitary sewer, water main, storm sewer, aggregate base, concrete curb and gutter, bituminous pavement, turf restoration and appurtenant work; and WHEREAS, Bids were received, opened, and tabulated according to law; and WHEREAS, The following bids were received complying with the advertisement: COMPANY BID AMOUNT and; WHEREAS, 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. is the lowest responsible bidder. 3. The Mayor and City Manager are hereby authorized to enter into the City's standard contract with in the name of the City of Prior Lake for the 2011 Street Reconstruction Project (Project #11 -011) in the amount of $ 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 - 48371 -501) for the Boudins Phase I Improvements 6. Proceeds from the bond sale will be deposited in the Construction Fund. PASSED AND ADOPTED THIS 6th DAY OF JUNE 2011. YES NO Frank Boyles, City Manager CADocuments and Settingslogreen\My Documents\SharePoint Drafts\Award Boudins Resolution.doc M ser — My ser Erickson Erickson Hedber — Hedberg Keene — Keeney Soukup Souku Frank Boyles, City Manager CADocuments and Settingslogreen\My Documents\SharePoint Drafts\Award Boudins Resolution.doc PRIG U r �� 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 11 -xxx A RESOLUTION ACCEPTING BIDS AND AWARDING THE CITY'S STANDARDIZED CONSTRUCTION CONTRACT FOR STREET AND UTILITY CONSTRUCTION FOR THE 2011 STREET RECONSTRUCTION PROJECT (CITY PROJECT #11.011) Motion By: Second By: WHEREAS, Pursuant to an advertisement for bids for the Boudins Phase I Improvement Project (City Project #11 -011) which includes sanitary sewer, water main, storm sewer, aggregate base, concrete curb and gutter, bituminous pavement, turf restoration and appurtenant work; and WHEREAS, Bids were received, opened, and tabulated according to law; and WHEREAS, The following bids were received complying with the advertisement: COMPANY BID AMOUNT and; WHEREAS, 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. is the lowest responsible bidder. 3. The Mayor and City Manager are hereby authorized to enter into the City's standard contract with in the name of the City of Prior Lake for the 2011 Street Reconstruction Project (Project #11 -011) in the amount of $ 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 - 48371 -501) for the Boudins Phase I Improvements 6. Proceeds from the bond sale will be deposited in the Construction Fund. PASSED AND ADOPTED THIS 6th DAY OF JUNE 2011. YES NO M ser M ser Erickson Erickson Hedberg Hedber Keeney Keene Soukup Souku Frank Boyles, City Manager