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CR 92-243 Award Of Surcharge Bid Westbrooke Way . . - -.. .. V \ 0 ~ 1- '" o P K \ "'" council Report: 92-243 December 7, 1992 Award of Surcharge Bid Westbrooke Way Reconstruction Proposed Action. Staff recommends adoption of the following motion: Move that Council adopt Resolution 92-110. Resolution For Award of Bid. Surcharqe Bid - Westbrooke Way Improvements. City proiect 92-08. Overview. council at its November 10 meeting was presented final plans for a Westbrooke Way improvement project involving reconstruction of an existing roadway, new construction of roadway with a parkway design, placement of surcharge materials in conjunction with the parkway system, and installation of storm sewer and a trail. Primary Issues to Consider. · Bid tabulation · Analysis of costs · Staff recommendation · Timetable Supportino Information. . Detailed bid tabulation · Resolution 92-110 ~.~- James Gessele Engineering Superintendent . Analvsis. · Bid Tabulation Contractor S.M. Hentges C.S. McCrossan Hardrives G.L. Contracting Carl Bolander Park Constr. Part A Surcharqe $166,140.00 166,762.90 204,723.00 192,726.60 227,950.00 199,249.00 Part B/C Street/Parkinq $605,538.70 673,218.58 713,525.85 726,215.20 718,038.50 760,826.78 Lot Total Bid $771,678.70 839,981.48 918,248.85 918,941. 80 945,988.50 960,075.78 Engineer's Estimate 110,000 491,900 601,900 · Analysis of Costs . At the bid opening of December 2 it immediately became obvious that the engineer's estimate was at considerable variance with the apparent low bid. The consultant examined the bids for irregularities and noted that the bid price for granular borrow on all six bids was ~minimum double the engineer's quote. Apparently granular borrow as specified in this project is in short supply within the metro area and materials of this nature face added transportation costs during the 1993 construction season. The low bid of $771,678.70 would be lowered to $641,723.70 were the engineer's granular borrow prices used in the calculation. This then would reflect a modest increase over the engineer's total contract estimate. The consultant engineer examined bidder qualifications as a final check and found S.M. Hentges a fully qualified bidder with the equipment and manpower to complete the project. e The consultant then met with the Meadow Creek Condominium owners association to explain in detail the bid results and the impact the higher costs would have on special assessments. The engineer went on to explain that cost saving measures such as specifying a lesser grade of granular borrow and modifications in street section design could be employed. The association went on record as being in favor of a street project regardless of cost cutting measures. staff welcomes this approach. Although staff and the consultant are always mindful of spending dollars well and every step should be taken to economize, there is a danger that the savings could jeopardize the overall quality and life span of the proposed roadway. Using the bid prices as quoted by S.M. Hentges and adding 30% for overhead, the average assessment at Meadow Creek translates to $1300; $355 for Westbrooke Parki $270 for Westbrooke West. . . . Part C of the bid documents concerns public parking lot improvements at Westbrooke Way and 9th Avenue South. with some modification or deletion of bid items the consultant is confident total construction cost could be decreased from $23,000 to $14,000. This is one cost anticipated to be borne 100% by the city. · staff recommendation Aware that the proposed roadway between Old Settlers Trail and Smetana will need an 18-month surcharge, staff recommends award of Part A of the bid, in the amount of $166,140.00, at this time to expedite the construction timetable. In the meantime staff and its consultant will explore possible cost saving measures by doing a more detailed analysis with the soils engineer. staff will prepare an assessment roll once it has firmly established construction costs and anticipates having those available for the January 5, 1993 meeting. Council will then be asked to follow the normal assessment procedure before the entire construction contract is awarded. · Timetable December 8, 1992 Award Bid (Part A - Surcharge) Council orders assessment roll January 5, 1993 Council orders assessment hearing February 2, 1993 Assessment hearing opens February 16, 1993 Council closes hearing and adopts assessment roll April 6, 1993 End of 3D-day appeal period in dist. court and Council awards remaining construction contract June 1, 1993 Begin phase I of construction e 0:0 on ):. 0 I'TI C nI ~ '" m oj: ~~ "'0 .., mL :jQ 6~ ~:! o -j .. 0 ~ Z z: G"I "TI 2orn:UI 2:' ~ 1; 0 F)~~z 3 o So- o.C) Z m ~ O"1J (J) nQ;>>;.> 1TlNom~ ~ ~~ m "",. :0 Z .N CJ - In ., -< ~ ~ l:: '" m ::: m :0 ;:: .., " o ;ii ;:: m Z -< In ~"N-I~ 'll ,. '" -< )- I (n C " () :r :>- " l;) m () o z ~, o --J o '" In r-;~)l.-)o' Lie "nOOO(f.lZ f:i!ili)l =l o e :>- 1t>JI: Z -~. 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CITY OF HOPKINS Hennepin County, Minnesota RESOLUTION NO: 92-110 RESOLUTION FOR AWARD OF BID SURCHARGE BID - WESTBROOKE WAY IMPROVEMENTS CITY PROJECT 92-08 BE IT RESOLVED BY THE CITY COUNCIL OF HOPKINS, MINNESOTA, that the bid of S.M. Hentges and Sons, Inc. in the amount of $166,140.00 is the lowest responsible bid for the placement of surcharge materials, erosion control and turf establishment, city Project 92-08, and the Mayor and city Clerk are hereby authorized and directed to enter into a contract with said bidder for and on behalf of the City. Adopted by the City Council of the City of Hopkins this 8th day of December, 1992. Nelson W. Berg, Mayor ATTEST: James A. Genellie, City Clerk