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#1 Award of Contract C2012-14 (parking plaza structural repairs) DEPARTMENT OF PUBLIC WORKS MEMORANDUM August 23, 2012 TO: City Council FROM: Carl Weber, Public Works Director SUBJECT: Structural Repairs for the Downtown Parking Plaza. Summary During the City of Janesville’s biennial bridge inspection in early July of this year, the City’s inspection consultant, Bloom Companies, found structural concerns that resulted in a recommendation to close portions of the plaza to vehicles. The City retained Bloom to prepare specifications for repair of the areas of concern. Bids for Public Works Bid Schedule “E”-2012, Contract 2012-14, were opened on Wednesday, August 22, 2012. The sole bid was found to be responsive and acceptable. Staff Recommendation Following review by the Council, staff recommends award to the low bidder of the base bid or the base bid plus alternate bid, whichever the Council deems the best combination of benefit and value, and recommends the City Council express their intent to include necessary funding in a future note issue. City Manager Recommendation The City Manager recommends award of the base bid plus alternative bid. I believe it is in the best interest of the City and of the redevelopment of downtown for the City to approve the parking so that adequate parking can be determined for the time when the parking plaza is removed. I believe that removal of the parking without removal of the structure would leave a blighted area with a perception of lack of coordinated parking that could lead to more vacancies rather than development in a positive manner. Suggested Motion I move to award the base bid plus alternate bid of Contract 2012-14 to Concrete Structures Inc, the low bidder, and express intent to include $175,000 in the 2012 Note Issue. Background The City had previously received a report in 2002 stating that the structure was approaching the end of its useful life. Based on that report, and completion of subsequent repairs between 2004 and 2007, City staff had expected to have until sometime between 2015 and 2020 to plan and implement actions to accommodate the parking demand currently serviced by the Plaza. The current unplanned partial closure does not allow for plan implementation in advance of final removal of the structure. The recent Bloom structural report offered short term rehabilitation options which would reopen all or part of the structure and extend its useful life an estimated 4 years. This could allow the City time to prepare and implement a strategy to manage public parking modifications in the downtown area and rehabilitation of the riverfront in the Plaza area in a manner that best addresses the varied interests and needs of the downtown businesses, customers and City residents. Contract 2012-14, Parking Plaza Structural Repairs The base bid for this project includes steel corbel repair, girder jacking, girder end repair, and all incidental items to repair the parking structure allowing approximately half of the 100 closed parking stalls to be put back into service. The alternate bid item includes the same scope allowing all 100 closed parking stalls to be put back into service. If the base bid and alternate bid is awarded, the entire parking plaza will be open to the public. The total number of designated stalls on the parking plaza is 275. Although we had four prequalified general contractors we only received one (1) bid for this contract from Concrete Structures of Janesville, Wisconsin. The one (1) bid received (base bid plus alternate bid) is within 3% of the design consultant estimate so we believe it is a reasonable bid. Concrete Structures Inc performed similar repairs to the parking plaza in 2004 and is familiar with the nature of work required. Anticipated project costs if the Base Bid is awarded: Consultant and Engineering costs $19,500 Base Bid $72,880 Contingency (10%) $7,620 Project Total= $100,000 Anticipated project costs if the Base Bid and Alternate Bid is awarded: Consultant and Engineering costs $19,500 Base Bid plus Alternate Bid $140,180 Contingency (10%) $15,320 Project Total= $175,000 The project funding will be 2012 Note Issue. The bid received is shown below: Concrete Structures Inc Base Bid $72,880 Janesville Wisconsin Alternate Bid $67,300 $140,180 DEPARTMENT OF PUBLIC WORKS MEMORANDUM August 20, 2012 TO: City Council FROM: Carl Weber, Public Works Director SUBJECT: Structural Repairs for the Downtown Parking Plaza. Summary During the City of Janesville’s biennial bridge inspection in early July of this year, the City’s inspection consultant, Bloom Companies, found structural concerns that resulted in a recommendation to close portion of the plaza to vehicles. The City retained Bloom to prepare specifications for repair of the areas of concern. Bids for those repairs are due on Wednesday 8/22 at 2pm. Subsequent to review of those bids and prior to the Council meeting, this memo will be amended to include recommended action on those bids. Staff Recommendation Staff recommends that the City Council, contingent upon the receipt of reasonable bids, award the base or the base and alternate bid which the Council deems provides the best combination of benefit and value. City Manager Recommendation The City Manager concurs in the recommendation that the City Council, contingent upon the receipt of bids within 10% of the Engineer’s estimate award the base bid or the base and alternate bid. I believe it is in the best interest of the City and of the redevelopment of downtown for the City to approve the parking so that adequate parking can be determined for the time when the parking plaza is removed. I believe that removal of the parking without removal of the structure would leave a blighted area with a perception of lack of coordinated parking that could lead to more vacancies rather than development in a positive manner. Background The City had previously received a report in 2002 stating that the structure was approaching the end of its useful life. Based on that report, and completion of subsequent repairs between 2004 and 2007, City staff had expected to have until sometime between 2015 and 2020 to plan and implement actions to accommodate the parking demand currently serviced by the Plaza. The current unplanned partial closure does not allow for plan implementation in advance of final removal of the structure. The recent Bloom structural report offered short term rehabilitation options which would reopen all or part of the structure and extend its useful life an estimated 4 years. This could allow the City time to prepare and implement a strategy to manage public parking modifications in the downtown area and rehabilitation of the riverfront in the Plaza area in a manner that best addresses the varied interests and needs of the downtown businesses, customers and City residents. Suggested Motion I move to award the base bid or base and alternate bid to the low responsive bidder.