CR 2014-039 Accept Bid and Award of Bid - 2014 Pavement and Drainage Improvements City Project 2013-141320-
City of Hopkins
April 1, 2014 Council Report 2014-039
ACCEPT BID AND AWARD OF BID
2014 PAVEMENT AND DRAINAGE IMPROVEMENTS
CITY PROJECT 2013-14
Proposed Action
Staff recommends the following motion: adopt Resolution 2014-019 accepting bid; and Resolution 2014-020
Resolution for Award of Bid, 2014 Pavement and Drainage Improvements, City Project 2013-14
This action continues an assessable project. for utility improvements.
Overview
The bid opening for the 2014 Pavement and Drainage Improvements in the Hobby Acres neighborhood was
held on March 24, 2014. This project also includes proposed parking and drainage improvements at Zion
Church, drainage improvements along P Street North, miscellaneous alley and sidewalk repairs, and Elmo
Park trail improvements. The low bid was $1,259,264.19, which is $33,600 less than the final engineer's
estimate. In all, 5 bids were opened indicating a very competitive construction market. The low bidder is
Northwest Asphalt, Inc. from Shakopee, MN. This contractor has a good reputation with previous similar
projects in the metro area. Staff is recommending award of the project contract to Northwest Asphalt, Inc.
Primary Issues to Consider
■ Project costs and assessments
■ Bid tabulation and analysis
■ Project schedule
Supporting Information
■ Consultant Recommendation
■ Tabulation and Abstract of Bids
■ Resolutions 2014-019, 2014-020
Nate Stanley, P.E., C Engmeer
Financial Impact: $1,652,800 Budgeted: Y/N Yes_ Source: Special Assessments, PIR, and
Utility funds `Related Documents (CIP, ERP, etc.): CIP and Engr's Estimate
Notes:
Council Report 2014-039
Page 2
ANALYSIS OF ISSUES
• Project costs and assessments:
Based on the low bid, 25% overhead costs (engineering, admin, legal), and a 5% construction contingency
the total estimated project cost is $1,652,800. The only assessments associated with this project are for
water service replacements in the Hobby Acres neighborhood. The assessable amount is calculated based on
50% of the costs for water service replacements. The following table shows the preliminary and current
assessment rates.
Utility Service Type
Preliminary Shared
Cost
Current Unshared
Cost
Current Shared
Cost
Water
$525 - $975 per Unit
$1,700 - $3,080 per Unit
$850 - $1540 per Unit
The total utility cost to the homeowners will be in the range of $850 to $1,540, which is higher than what
was estimated in the feasibility report. Staff believes these costs are higher than anticipated due to the small
quantity of water service work in comparison to the contract as a whole. Similar unit prices for water
services can be observed across most of the bids received for this project.
It is important to note that since we are assessing this project after it is completed, the final assessable costs
will be based on the actual costs incurred. Therefore, these estimates may change slightly.
As part of this contract, the parking lot at Zion Church will be rehabilitated and improvements will be made
to mitigate existing drainage problems. Earlier this year, the city entered into a lease agreement with Zion
Church which specifies cost responsibilities for these improvements. The bid cost for the parking lot and
drainage improvements is $233,098; the church's share of this work is $134,966.
The following is a breakdown summary of the funding for the project:
Assessments
$10,775
Zion Church
134,966
PIR
794,253
Utilijy Funds
712,806
Total Project
$1,652,800
Council Report 2014-039
Page 3
Bid tabulation and analysis:
Northwest Asphalt, Inc.
$1,259,264.19
Bituminous Roadways, Inc.
1,318,623.55
North Valley, Inc.
1,320,589.52
Park Construction Co.
1,337,358.30
Midwest Asphalt Corp.
1,427,124.80
All bids were submitted with required bid security made by qualified contractors. Northwest Asphalt, Inc. is
a reputable contractor who has completed similar projects in the metro area.
• Project Schedule:
Accept Bids and Award Contract April 1, 2014
Begin Construction April 2014
Construction Complete August 2014
Order Public Assessment Hearing September 2, 2014
Conduct Public Assessment Hearing/ October 7, 2014
Adopt Assessment Roll
f. i M ,
•
Consulting Engineers & Surveyors
12224 Nicollet Avenue • Burnsville, MN 55337
Phone (952) 890-0509 • Fax (952) 890-8065
wv,w. bolton-menk.com
March 25, 2014
Mr. Nate Stanley, P.E., City Engineer
City of Hopkins
1010 1" Street South
Hopkins, MN 55343
Re: 2014 Hobby Acres, 13`x' Ave N, Zion Parking Lot, & Trail Improvements
City of Hopkins, Minnesota
BMI Project No. T16.106858
Dear Mr. Stanley:
Bids on the above -referenced project were opened at 2:00 p.m. on March 24, 2014. There were
five competitive bidders for the project. A tabulation of bids and detailed bid abstract are
enclosed. The low bidder on the project is Northwest Asphalt, Inc. from Shakopee with a bid of
$1,259,264..19, inclusive of all six bid schedules. The engineer's estimate for the full project is
$1,301,060.00.
The instructions provided to bidders noted the City reserves the right to award the project with or
without Schedule D (the Zion Church Parking Lot Improvements). The total amount bid by
Northwest Asphalt for Schedule D is $233,097.83. Of this amount, $134,965.75 is to be the
responsibility of Zion Church based on the various bid items each party (City and Church) is
responsible for. Enclosed is a breakdown of as -bid costs for Schedule D.
Northwest Asphalt, Inc. is a reputable contractor with previous similar experience in the metro
area. This contractor most recently completed a City Street & Utility Project in Hopkins in 2005.
Based on their experience and acceptable bid prices we recommend the City of Hopkins award
the project to Northwest Asphalt, Inc. with or without Schedule D as desired by the project
stakeholders.
If you have any questions regarding this recommendation, please do not hesitate to call and we
would be glad to assist.
Sincerely,
BOLTON & MENK, INC.
Mike. J. Waltman, P.E.
Project Manager
Enclosures
DESIGNING FOR A BETTER TOMORROW
Bolton & Menk is an equal opportunity employer.
BID TABULATION
2014 Hobby Acres,13th Avenue North, Zion Church
Parking Lot & Trail Improvements
Hopkins, MN
T16.106858
Bids Taken: Monday, March 24, 2014
Time: 2:00 p.m.
Bolton & Menk, Inc.
CONSULTING ENGINEERS & SURVEYORS
Mankato — Fairmont — Sleepy Eye — Burnsville — Willmar - Chaska — Ramsey — Maplewood — Baxter —
Rochester MN
Ames —Spencer, IA & Fargo, ND
BIDDERS
TOTAL AMOUNT BID
(A+B+C+D+E+F)
1.
NORTHWEST ASPHALT, INC.
$1,259,264.19
2.
BITUMINOUS ROADWAYS, INC.
$1,318,623.55
3.
NORTH VALLEY, INC.
$1,320,589.52
4.
PARK CONSTRUCTION COMPANY
$1,337,358.30
5.
MIDWEST ASPHALT CORPORATION
$1,427,124.80
Bolton & Menk, Inc.
CONSULTING ENGINEERS & SURVEYORS
Mankato — Fairmont — Sleepy Eye — Burnsville — Willmar - Chaska — Ramsey — Maplewood — Baxter —
Rochester MN
Ames —Spencer, IA & Fargo, ND
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CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 2014-019
RESOLUTION ACCEPTING BID
WHEREAS, pursuant to an advertisement for bids for the improvement of Wayside Road West,
Wayside Road East, Farmdale Road West, Farmdale Road East, Sweet Briar Lane, Campbell
Drive, Althea Lane, Hazel Lane, Hollycock Lane, 3rd Street North, Zion Church Parking Lot, and
miscellaneous street, utility, alley, trail, and sidewalk work, bids were received, opened and tabu-
lated according to law, and the following bids were received complying with the advertisement:
Northwest Asphalt, Inc.
$1,259,264.19
Bituminous Roadways, Inc.
1,318,623.55
North Valley, Inc.
1,320,589.52
Park Construction Co.
1,337,358.30
Midwest Asphalt Corp.
1,427,124.80
AND WHEREAS, it appears that Northwest Asphalt, Inc. of Shakopee, MN is the lowest re-
sponsible bidder,
NOW THEREFORE, BE IT RESOLVED by the City Council of Hopkins, Minnesota, that:
The mayor and city manager are hereby authorized and directed to enter a contract with
Northwest Asphalt, Inc. of Shakopee, MN in the name of the city of Hopkins for the im-
provements noted above according to the plans and specifications therefore approved by the
city council and on file in the office of the 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 bid-
der shall be retained until a contract has been signed.
Adopted by the City Council this 1St day of April, 2014.
Eugene J. Maxwell, Mayor
Kristine Luedke, City Clerk
C:\Users\nstanley\Desktop\R2014-019 Bid Acceptance 2014 Hobby Acres Recon and Drainge.doc
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2014-020
RESOLUTION FOR AWARD OF BID
2014 PAVEMENT AND DRAINAGE IMPROVEMENTS
CITY PROJECT 2013-14
BE IT RESOLVED BY THE CITY COUNCIL OF HOPKINS, MINNESOTA, that
the lowest bid of Northwest Asphalt, Inc. in the amount of $1,259,264.19 is the lowest
responsible bid for the 2014 Pavement and Drainage Improvements, City Project 2013-14, and the
Mayor and City Manager are hereby authorized and directed to enter into a contract with said
bidder for and on behalf of the City;
BE IT FURTHER RESOLVED, that Bolton and Menk, Inc. will perform the
construction services for this project and the City Manager is hereby authorized and directed to
enter into a contract with said firm for and on behalf of the City.
Adopted by the City Council of the City of Hopkins, Minnesota, this 1St day of April, 2014.
LIM
ATTEST:
Kristine Luedke, City Clerk
Eugene J. Maxwell, Mayor
C:\Users\nstanley\Desktop\R2014-020 Award Bid 2014 Hobby Acres Recon and Drainage.docx