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HomeMy WebLinkAbout9A - Condy Cove/lakesode Manor & Lift Station CITY COUNCIL AGENDA REPORT DISCUSSION: JULY 19,1999 9A SUE MCDERMOTT, ASSISTANT CITY ENGINEER GREG ILKKA, PUBLIC WORKS DIRECTOR/CITY ENGINEER CONSIDER APPROVAL OF RESOLUTIONS 99-XX AND 99-XX ACCEPTING BIDS AND AWARDING THE CONTRACT FOR CANDY COVE/LAKESIDE MANOR IMPROVEMENTS (CITY PROJECT #99-11 AND LIFT STATION RENOVATIONS (CITY PROJECT #99-02) HISTORY DATE: AGENDA #: PREPARED BY: REVIEWED BY: SUBJECT: Proposed improvements to the Candy Cove/Lakeside Manor Addition streets and lift station renovations was approved in the 1999 Capital Improvement Program. Resolution 98-131 authorizing preparation of plans and specifications for the projects was approved by the City Council on November 2, 1998. At the April 19, 1999 meeting the Council approved plans and specifications and authorized advertisement for bids for both projects. Project # 99-11 involves storm sewer and street reconstruction for Candy Cove Trail north of TH 13, Lemley Circle, Woodlawn Circle, Manor Road and Hill Circle. Project # 99-02 involves renovation of three lift stations (Nos. 9, 12, and 13) in the Candy Cove/Lakeside Manor Additions area. Bids were received and found to be unsatisfactory so at the June 7, 1999 meeting, the City Council adopted Resolution 99-55, rejecting all bids and authorizing readvertisement for bids for work as two separate projects. CURRENT CIRCUMSTANCES Proiect 99-02: Lift Station Renovations Bids were received and opened on July 7, 1999. Four bidders submitted bids. The bids have been checked and tabulated. The low bid was submitted by Braun Pump and Controls of New Prague, MN in the amount of $117,800.00. Their bid was over the Engineer's Estimate of $110,000.00. The summary is as follows: 162~.Creek Ave. S.E., Prior Lake, Minnesota 553y2-1714 / Ph. (612) 447-4230 / Fax (612),417-4245 AN EQUAL OPPORTUNITY EMPLOYER CONTRACTORS Braun Pump and Control CCS Contracting Lysne Construction Widmer, Inc. BID AMOUNT $117,800.00 $160,000.00 $173,900.00 $217,000.00 Braun Pump and Control is a reputable contractor and has worked with Prior Lake maintenance staff on several lift station repairs. Braun Pump and Control has also performed work for the City of Minneapolis, the City of Pipestone, Alexandria Lakes Area Sewer District, and Chisago Lakes Sanitary Sewer District. Proiect 99-11: Candy Covel Lakeside Manor Bids were received and opened on July 7, 1999. Four bidders submitted bids and they were very competitive. The bids have been checked and tabulated. The low bid was submitted by S. M. Hentges & Sons, Inc. of Jordan, MN in the amount of $679,658.77. The second lowest bid was received by Northwest Asphalt, Inc. in the amount of $696,739.63. Both bids were below the Engineer's Estimate of $746,859.05. The summary is as follows: CONTRACTORS S. M. Hentges & Sons, Inc. Northwest Asphalt, Inc. McNamara Contracting B. H. Heselton Co. BID AMOUNT $679,658.77 $696,739.63 $704,087.31 $706,849.15 Attached to this report is the "Information for Bidders" which was included in the specifications. The "Information for Bidders" was revised for the 1999 projects and outlines the criteria to determine whether a bidder is a responsible bidder. All bidders were required to acknowledge that they fully read and understood this document. In accordance with the "Information for Bidders", S. M. Hentges and Northwest Asphalt supplied staff with five (5) municipal references. Staff called all of the references as well as additional communities the contractors have worked in. Based on the criteria for responsible bidder and responses received from the references including the City's past experience with S. M. Hentges & Sons, Inc., the staff recommends that the City Council award the contract to Northwest Asphalt, Inc. as the lowest responsible bidder. Such action is in the best interest of the City and its taxpayers considering the experiences that various cities have had with S. M. Hentges & Sons on previous similar projects. Northwest Asphalt, Inc., using the same specification supplied criteria has received satisfactory references from other cities for similar projects they have performed. 99AWCC2.DOC 2 ,- ISSUES Contract A ward Proiect 99-02: Lift Station Renovations Renovations of lift stations Nos. 9, 12 and 13 are included in this project. The proposed work includes replacement of pumps, valves, control panels, guide rails, structure repair and appurtenant work. This project was originally bid with the Candy Cove/Lakeside Manor street reconstruction project at which time the bids for the lift station renovations ranged from $143,125.50 to $235,627.60. Staff revised plans by deleting valve manholes from two of the three lift stations and by bidding this project separately from the street work. Braun Pump and Controls' bid of $117,800.00 is substantially lower than previous bids. Proiect 99-11: Candy CovelLakeside Manor Improvements It is staffs opinion that it is not in the best interest of the City to award the contract to the lowest bidder based on a finding of irresponsibility. Both City staff and staff from other communities have indicated that S. M. Hentges & Sons fail to meet the following criteria as outlined in the Project specifications under "Information for Bidders" (attached): 1. Failed to complete the work in a timely fashion, 2. Failed to follow the OWNER'S directions during the progress of the work, 3. Failed to inform the OWNER in a timely fashion of any problems incurred in completing the work, and 4. Requesting change orders in excess of 20% of the work (Duluth Avenue - $30,000 requested on a bid of $39,000 for sanitary sewer). Based on the findings, staff recommends award of the contract to Northwest Asphalt in the amount of $696,739.63. Assessments The Special Assessment Policy provides for the creation of an Assessment Review Committee of two Councilmembers and three staff members (Councilmembers Petersen and Schenck and staff members Boyles, Teschner, and IIkka). This committee met prior to bids being received to review the proposed assessments. The committee recommends to assess the properties on a unit basis and to conduct the special assessment hearing in September. Based on the bid, the unit assessment would be $3,357.27 which includes 30% indirect costs. Due to the scope of the project, the contractor as well as the City staff would like to start work as soon as the contracts are 99AWCC2.DOC 3 ,'. ~ ~ FINANCIAL IMPACT: ALTERNATIVES: 99AWCC2.DOC executed, and the City is in receipt of all applicable bonds. The special assessment hearing will be held after award of the contract. Based on the success of utilizing staff for construction observation on the 1998 Improvement projects and the scope of this project, we propose to do in-house construction observation and construction staking on these projects. CONCLUSIONS Staff recommends that the Council award the contract for the construction of the Lift Station Renovations to Braun Pump and Controls and Candy Cove/Lakeside Manor Improvements to Northwest Asphalt, Inc. It is the recommendation of the staff and the Assessment Review Committee that the assessment hearing for Candy Cove/Lakeside Manor Improvements be held after the contract is awarded. Financing of the improvements are recommended as follows: Funding Lift Station Candy Covel Renovations Lakeside Manor Assessments $305,511.87* Tax Levy $458,267.81* Water Resources $58,800.00 Trunk Reserve $117,800.00 $50,416.80 Project Total $117,800.00 $872,996.48* * These numbers include 30% indirect costs for design, survey, inspection, administration and financing. There are three alternatives for the City Council to consider: 1. Approve Resolutions 99-XX accepting bids and awarding the contract for Project 99-02 Lift Station Renovations to the lowest responsible bidder, Braun Pump and Controls for the bid amounting to $117,800.00 and Resolution 99-XX accepting bids and awarding the contract for Project 99-11 Candy Cove/Lakeside Manor Improvements to Northwest Asphalt for the bid amounting to $696,739.63. 2. Deny this item for a specific reason and provide staff with direction. 3. Table this item until some date in the future. 4 ,- RECOMMENDED MOTION: A motion and second to adopt Resolutions 99-XX and 99-XX accepting bids and awarding the contracts for Lift Station Renovations to Braun Pump and Controls and for Candy Cove/Lakeside Manor Improvements to Northwest Asphalt, Inc. 99AWCC2.DOC 5 - -- RESOLUTION 99-XX ACCEPTING BIDS AND AWARDING CONTRACT FOR LIFT STATION RENOVATIONS (CITY PROJECT #99-02) MOTION BY: SECOND BY: WHEREAS, pursuant to an advertisement for bids for the Lift Station Renovation improvement project (Project 99-02) which includes renovations of lift stations #9, 12, and 13, and appurtenant work; and WHEREAS, the following bids were received, opened, and tabulated according to law following bids were received complying with the advertisement: and the CONTRACTORS Braun Pump and Control CCS Contracting Lysne Construction Widmer, Inc. BID AMOUNT $ 117,800.00 $ 160,000.00 $ 173,000.00 $ 217,000.00 WHEREAS, it appears that Braun Pump and Controls of New Prague, Minnesota is the lowest responsible bidder. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA: 1. The Mayor and City Manager are hereby authorized to enter into a contract with Braun Pump and Controls of New Prague, Minnesota in the name of the City of Prior Lake for the Lift Station Renovations improvement project (Project 99-02) in the amount of $117,800.00. 2. The City Manager is hereby authorized and directed to return to all bidders the deposits made with their bids once a contract has been signed. Passed and adopted this 19th day of July, 1999. YES NO Mader Kedrowski Petersen Schenck Wuellner Mader Kedrowski Petersen Schenk Wuellner Frank Boyles, City Manager A~~Q.QJ:agle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612l..447-4245 AN EQUAL OPPORTUNITY EMPLOYER RESOLUTION 99-)(}( ACCEPTING BIDS AND AWARDING CONTRACT FOR CANDY COVE/LAKESIDE MANOR IMPROVEMENT PROJECT (CITY PROJECT #99-11) MOTION BY: SECOND BY: WHEREAS, pursuant to an advertisement for bids for the Candy Cove/Lakeside Manor Improvement Project (Project 99-11) which includes reconstruction of streets, storm sewer, and appurtenant work; and WHEREAS, the following bids were received, opened, and tabulated according to law following bids were received complying with the advertisement: and the CONTRACTORS S.M. Hentges & Sons, Inc. Northwest Asphalt McNamara Contracting B.H. Heselton Co. BID AMOUNT $ 679,658.77 $ 696,739.63 $ 704,087.31 $ 706,849.15 WHEREAS, the City Council has determined that Northwest Asphalt of Shakopee, Minnesota is the lowest responsible bidder. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA: 1. The Mayor and City Manager are hereby authorized to enter into a contract with Northwest Asphalt of Shakopee, Minnesota in the name of the City of Prior Lake for the Candy Cove/Lakeside Manor Improvement Project (Project 99-11) in the amount of $696,739.63. 2. The City Manager is hereby authorized and directed to return to all bidders the deposits made with their bids once a contract has been signed. Passed and adopted this 19th day of July, 1999. YES NQ Mader Kedrowski Petersen Schenk Wuellner Mader Kedrowski Petersen Schenck Wuellner Frank Boyles, City Manager {Seal) Al.~9.Q&agle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612~147-4245 AN EQUAL OPPORTUNITY EMPLOYER INFORMATION FOR BIDDERS BIDS will be received by the City of Prior Lake (herein called the OWNER), at City HalL 16200 Eagle Creek Avenue SE. Prior Lake. MN 55372 until 10:15 a.m.. local time. Wednesdav. July 7. 1999 and then at said office publicly opened and read aloud. Each BID must be submitted in a sealed envelope, addressed to City Engineer. City of Prior Lake at 16200 Eagle Creek Avenue SE. Prior Lake. MN 55372 , Each sealed envelope containing a BID must be plainly marked on the outside as BID for Candy Cove/Lake Side Manor Street Improvement Proiect No. 99-11 and, the envelope should bear on the outside the name of the BIDDER, his address, his license number if applicable, and the name of the project for which the BID is submitted. If forwarded by mail, the sealed envelope containing the BID must be enclosed in another envelope addressed to the OWNER at City of Prior Lake. 16200 Eagle Creek Avenue SE. Prior Lake. MN 55372 . The envelope must be received by the OWNER on or before the date specified herein for receipt of BIDS. All BIDS must be made on the required BID form. All blank spaces for BID prices must be filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted. Only one copy of the BID form is required. The OWNER may waive any informalities or minor defects. The OWNER reserves the right to reject any or all BIDS. Any BID may be withdrawn prior to the above schedule time for the opening of BIDS or authorized postponed thereof. Any BID received after the time and date specified shall not be considered. No BIDDER may withdraw a BID within 60 days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement between the OWNER and the BIDDER. BIDDERS must satisfy themselves of the accuracy of the estimated quantities in the BID Schedule by examination of the site and a review of the drawings and specifications including ADDENDA. After BIDS have been submitted, the BIDDER shall not assert that there was a misunderstanding concerning the quantities required' to complete the WORK or of the nature of the WORK to be done. The OWNER shall provide to BIDDERS prior to BIDDING, all information which is pertinent to, and delineates and describes, the land owned and rights-of-way acquired or to be acquired. The CONTRACT DOCUMENTS contain the provisions required for the construction of the PROJECT. Information obtained from an officer, agent, or employee of the OWNER or any other person shall not affect the risks or obligations assumed by the CONTRACTOR, or relieve him from fulfilling any of the conditions of the CONTRACT DOCUMENTS. Each BID must be accompanied by a BID bond payable to the OWNER for five percent of the total amount of the BID. As soon as the BID prices have been compared, the OWNER will return the BONDS of all BIDDERS except the three lowest responsible BIDDERS. When the CONTRACT DOCUMENTS are executed, the bonds of the two remaining unsuccessful BIDDERS will be returned. The BID BOND of the successful BIDDER will be retained until the payment BOND and performance BOND have been executed and approved, after which it will be returned. A certified check may be used in lieu of a BID BOND. A performance BOND and a payment BOND, each in the amount of 100 percent of the CONTRACT PRICE, provided by a corporate surety approved by the OWNER, will be required at the time the CONTRACT DOCUMENTS are executed. Attorneys-in-fact who signs BID BONDS or payment BONDS and performance BONDS must file with each BOND a certified and effective dated copy of their power of attorney. The BIDDER that is awarded the WORK will be required to execute the CONTRACT DOCUMENTS and obtain the performance BOND and payment BOND within ten (10) calendar days from the date when NOTICE OF AWARD is delivered to the BIDDER. The NOTICE OF AWARD shall be accomplished by the necessary CONTRACT DOCUMENTS and BOND forms. In case of failure of the BIDDER to execute the CONTRACT DOCUMENTS, the OWNER may at its option consider the BIDDER in default, in which case the BID BOND accompanying the proposal shall 3 ,'. ~. G:\projects\l999\11candy\front.doc become the property of the OWNER. The OWNERS within ten (10) days of receipt of acceptable performance BOND, payment BOND, and executed CONTRACT DOCUMENTS signed by the party to whom the WORK was awarded shall sign the CONTACT DOCUMENTS and return to such party an executed duplicate of the CONTRACT DOCUMENTS to the CONTRACTOR. Should the OWNER not execute the CONTRACT DOCUMENTS within such period, the BIDDER may by WRITTEN NOTICE withdraw its signed CONTRACT DOCUMENTS. Such notice of withdrawal shall be effective upon receipt of the notice by the OWNER. The NOTICE TO PROCEED shall be issued within ten (10) days of the execution of the CONTRACT DOCUMENTS by the OWNER. Should there be reasons why the NOTICE TO PROCEED cannot be issued within such period, the time may be extended by mutual agreement between the OWNER and CONTRACTOR. If the NOTICE TO PROCEED has not been issued within the ten (10) day period or within the period mutually agreed upon, the CONTRACTOR may terminate the CONTRACT DOCUMENTS without further liability on the part of either party. The OWNER may make such investigation as the OWNER deems necessary to determine the ability of the BIDDER to perform the WORK, and the BIDDER shall furnish to the OWNER all such information and data for this purpose as the OWNER may request to determine whether the BIDDER meets the requirements set out below for determining whether the BIDDER qualifies as a responsible BIDDER. A responsible BIDDER is one that can perform the work in a timely fashion and with minimal change orders. The OWNER may request BIDDERS to submit references from projects where the WORK was similar in nature to the WORK described in the BID DOCUMENTS and the Plans and Specifications. The BIDDER shall provide five (5) references and identify all work done for any political subdivision ("municipal") within the State of Minnesota within the most recent five (5) years. Failure to identify municipal reference shall be sufficient basis to reject a BIDDER'S BID. For each municipal reference provided, the BIDDER must specify the nature of the project or work. The OWNER may require additional information from references such as the amount of the original contract and the amount of any change orders requested by the BIDDER. The OWNER may find a BIDDER is not responsible and reject its BID if the OWNER finds that the BIDDER has a reputation for submitting a low BID and thereafter excessive change orders. The OWNER may also consider information provided by references concerning whether a BIDDER (1) failed to complete work in a timely fashion; (2) failed to follow the reference OWNER'S directions during the progress of the WORK; (3) failed to inform the reference OWNER in a timely fashion of any problems it incurred in completing the WORK; or (4) requested of the reference OWNER change orders initiated by the BIDDER in excess of twenty (20) percent of the amount the BIDDER bid for the reference OWNER'S WORK. The OWNER may also consider the OWNER'S past experience with a BIDDER. Based on information provided by reference OWNERS or the OWNER'S past experience, the OWNER may reject the BIDDER'S BID as not responsible. It is the OWNER'S responsibility to the tax payers of Prior Lake to obtain the lowest responsible BID. Municipalities are required by Minnesota Statute 471.345 to competitively bid all work over $25,000 "for the sale or purchase of supplies, materials, equipment or the rental thereof, or the construction, alteration, repair or maintenance of real or personal property" and to accept the lowest responsible bid. It is the OWNER'S experience that some BIDDER'S submit a BID lower than the amount they actually believe the WORK will cost, in order to be the "low bidder." Once awarded the WORK, these BIDDER'S submit requests for change orders for costs that more appropriately should have been included in their original BID. In cases where this type of situation arises, the BIDDER may not have been the lowest BID. Where the OWNER receives information from a reference OWNER that the reference OWNER had this type of experience with the BIDDER or the OWNER itself had this type of experience on past WORK of the BIDDER, the OWNER may find that the BIDDER is not responsible and reject its BID. Further, the OWNER reserves the right to reject any BID if the evidence submitted by, or investigation of, such BIDDER fails to satisfy the OWNER that such BIDDER is properly qualified to 4 ".- G: \projects\ 1999\ 11 candy\front. doc A carry out the obligations of the CONTRACT DOCUMENTS or to complete the WORK contemplated ..-.::.Ltherein. A conditional or qualified BID will not be accepted. The award will be made to the lowest responsible BIDDER. All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the PROJECT shall apply to the contract throughout. Each BIDDER is responsible for inspecting the site and for reading and being thoroughly familiar with the CONTRACT DOCUMENTS. The failure or omission of the BIDDER to do any of the foregoing shall in no way relieve any BIDDER from any obligation in respect to his BID or be the basis for any change order request. The BIDDER agrees to abide by the requirements under Executive Order No. 11246, as amended, including specifically the provisions of the equal opportunity clause set forth in the SUPPLEMENTAL GENERAL CONDITIONS. The OWNER shall not reimburse any BIDDER for its BID preparation costs. The low BIDDER shall supply the names and addresses of major material SUPPLIERS and SUBCONTRACTORS when requested to do so by the OWNER. The ENGINEER is City of Prior Lake their address is 16200 Eagle Creek Avenue SE. Prior Lake. MN 55372 5 ". -- G: \projects\1999\11candy\front.doc