Bid Schedule C Award Memo1
ENGINEERING DIVISION MEMORANDUM
April 8, 2019 TO: City Council FROM: Mike Payne, City Engineer SUBJECT: Consideration and action to award contract for Bid Schedule “C” - 2019: C2019-8 City Hall Concrete Plaza Improvements C2019-9 Chip Sealing
Relates to Strategic Plan Strategic Goal - Infrastructure
These contracts support the City’s efforts to maintain existing infrastructure and continue to provide municipal services. Executive Summary Bids for C2019-8 – City Hall Concrete Plaza Improvements, C2019-9 – Chip Sealing, were opened March 27, 2019. Funding for the City Hall project exceeded the anticipated budget but the project needs to be completed due to the deteriorated structural condition of the building, the water infiltration into occupied spaces, and to correct the existing safety hazards such as holes in the concrete floor between parking structure levels. City Recommendation
The City recommends awarding contracts C2019-8 – City Hall Concrete Plaza and C2019-9 – Chip Sealing to the low bidders and expresses intent to borrow the necessary funding in the 2019 Note Issue and fund future costs in the 2020 Note Issue or other potential funding sources
such as the undesignated fund balance. Suggested Motion
I move to award contracts C2019-8 – City Hall Concrete Plaza and C2019-9 – Chip Sealing to the low bidders as described in the memo and to express an intent to borrow funds as outlined in the memo. Background C2019-8 – City Hall Concrete Plaza Improvements – For furnishing labor, materials, equipment and doing all the work necessary for the single prime contract to improve the City Hall Plaza. Improvements to include, but are not limited to: Demolition of existing plaza wear slab, demolition of existing sidewalks and site incidentals, removal and subsequent replacement of existing overburden, preparation of substrate and new waterproofing of same, concrete repairs, sealant replacement, masonry repairs, curtainwall replacement, door replacement, landscaping, irrigation system, inclusion of snow melt system to sidewalks, upgrading parking areas and plaza level lighting, replacement of deteriorated conduit and miscellaneous painting.
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There were five (5) qualified plan holders. The contract estimate was $1,507,000.00. Staff
received two (2) bids with Klobucar Construction providing the lowest bid. The Engineering Division is recommending award of this contract to Klobucar Construction of Beloit, WI for a total bid amount of $2,158,900.00. Klobucar Construction
3127 East Tortoise Lane Beloit, WI 53511
Total: $2,158,900.00
Gilbank Construction Inc. 301 Scot Dr
Clinton, WI 53525
Total: $2,425,000.00
Anticipated Project Costs:
Contract Base Bid 2,158,900.00
Consulting 160,182.00
Asbestos 40,000.00
Engineering and Contingency (13.5%) 290,918.00
Total $2,650,000.00
Project Funding:
2019 Note – General Fund 1,900,000.00
2020 Note – General Fund or Alternate Funding 750,000.00
Total $2,650,000.00
C2019-9 – Chip Sealing – For furnishing all the labor, materials, equipment, and completing all work necessary for providing approximately 36,000 SY of crack sealing and chip seal application, 1,000 LF of surface patch sealing & leveling, 20,000 LF of pavement markings, inlet protection, traffic control, and all other necessary incidental construction to complete the work
as specified. There were two (2) qualified plan holders. The contract estimate was $112,948.00. Staff
received two (2) bids with Fahrner Asphalt Sealers, LLC providing the lowest bid. The Engineering Division is recommending award of this contract to Fahrner Asphalt Sealers, LLC of Eau Claire, WI for a total bid amount of $133,086.01.
Fahrner Asphalt Sealers, LLC
6615 US Hwy 12 W Eau Claire, WI 54703
Total: $133,086.01
Scott Construction, Inc PO Box 340 Lake Delton, WI 53940
Total: $147,696.89
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Anticipated Project Costs:
Contract Base Bid 133,086.01
Engineering and Contingency (#%) 6,913.99
Total $140,000.00
Project Funding:
Prior Note Proceeds 110,000.00
2019 Annual Street Program Contigency 18,000.00
2019 Operating 12,000.00
Total $140,000.00
Options
• Approve City recommendation to award contracts C2019-8 and C2019-9.
• Refer back to staff with guidance on how the council wishes to proceed.
• Do not award the contracts as recommended by staff.
Analysis Included in the ‘Background’ section. Conclusions These contracts support tasks listed in the 2019-2023 Strategic Plan. Restated City Recommendation The City recommends awarding contracts C2019-8 – City Hall Concrete Plaza and C2019-9 – Chip Sealing to the low bidders and expresses intent to borrow the necessary funding in the
2019 Note Issue and fund future costs in the 2020 Note Issue or other potential funding sources such as the undesignated fund balance.
cc: Mark Freitag, City Manager Maggie Darr, Assistant to the City Manager Paul Woodard, Director of Public Works