Bid Schedule D Award Memo1
ENGINEERING DIVISION MEMORANDUM
July 22, 2019 TO: City Council FROM: Mike Payne, City Engineer SUBJECT: Consideration and action to award contract for Bid Schedule “D” - 2019: C2019-11 Northeast Regional Trail C2019-13 Rebid Lower Court House Lighting Improvements
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 C2019-11, Northeast Regional Trail were opened May 15, 2019 and C2019-13, Rebid Lower Court House Park Lighting Improvements, were opened July 10, 2019. A DOT grant provides significant funding for C2019-11, therefore DOT needed to review the bid information and authorize staff to bring the project forward to Council for consideration of contract award. City Recommendation The City recommends awarding contract C2019-11, Northeast Regional Trail and C2019-13
Rebid Lower Court House Lighting Improvements to the low bidders. There is no need to expresses intent to borrow funding as both contracts have been funded. Suggested Motion I move to award contract C2019-11, Northeast Regional Trail and to the low bidder and C2019-13 Rebid Lower Court House Lighting Improvements as outlined in the memo. Background
C2019-11 – Northeast Regional Trail – For furnishing all labor, materials, equipment, and executing all work in compliance with specific terms and conditions set forth by federal and state agencies providing grant assistance for this project, and doing all the work necessary to construct approximately 2 Acres of clearing and grubbing; 3,500 cubic yards of common excavation; 6,000 ton of crushed stone base aggregate; 1,200 ton asphaltic trail pavement; 1,500 square feet concrete sidewalk; 7,200 square yards hydromulching; 200 linear feet of split rail fence; construction staking; and incidental construction. There were five (5) qualified plan holders. The contract estimate was $549,020.50. Staff received one (1) bid with Rock Road Companies, Inc. providing the lowest bid. The Engineering
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Division is recommending award of this contract to Rock Road Companies, Inc. of Janesville, WI for a total bid amount of $535,146.45.
Rock Road Companies, Inc.
P.O. Box 1818 301 W. B-R Townline Road Janesville, WI 53547
Total: $535,146.45
Anticipated Project Costs:
Contract Base Bid $535,146.45
Consulting 68,334.13
DOT Fees 55,000.00
Real Estate Aquisition 6,400.00
Engineering and Contingency (14%) 75,119.42
Total $740,000.00
Project Funding:
DOT TAP Grant 408,000.00
2018 Note – General Fund 70,000.00
2019 Note – General Fund 262,000.00
Total $740,000.00
C2019-13 Rebid Lower Court House Lighting Improvements - For furnishing all the labor,
materials, equipment, and doing all the work necessary for the construction and completion of approximately 1,700’ of electrical conduit; 5,100’ of electrical wire; 14 light bollards; 9 light posts and fixtures and other landscape lighting; 3 pull boxes; 600 square feet of concrete flatwork; removal and salvage of existing light posts and fixtures; restoration; and incidental construction. There were two (2) qualified plan holders. The contract estimate was $136,406.00. Staff received two (2) bids with Van Brocklin Electric providing the lowest bid. The Engineering Division is recommending award of the base bid to Van Brocklin Electric of Janesville, WI for a total bid amount of $119,860.00. The project also included alternate bid items for uplighting 9 trees within the lower courthouse park. Van Broklin bid $14,000.00 and Westphal bid $17,893.00 for this work which was estimated at $10,657. Public Works staff has been talking with the DJI about sponsorship of tree uplighting. This work can be added to the contract if private donors are willing to pay the
additional cost. Van Brocklin Electric
405 S. Wuthering Hills Drive Janesville, WI 53546
Base Bid Total: $119,860.00
Westphal & Company 14 Marsh Court Madison, WI 53707
Base Bid Total: $174,200.14
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Anticipated Project Costs:
Contract Base Bid $119,860.00
Engineering and Contingency (8.5%) 10,140.00
Total $130,000.00
Project Funding:
Prior Note – TID 36 130,000.00
Total $130,000.00
Options
• Approve City recommendation to award contract C2019-11 and C2019-13.
• Refer back to staff with guidance on how the council wishes to proceed.
• Do not award the contracts as recommended by staff and forgo the DOT grant for the
NE Regional Trail.
Analysis Included in the ‘Background’ section. Conclusions This contract supports tasks listed in the 2019-2023 Strategic Plan. Restated City Recommendation
The City recommends awarding contract C2019-11, Northeast Regional Trail and C2019-13 Rebid Lower Court House Lighting Improvements to the low bidders. There is no need to expresses intent to borrow funding as both contracts have been funded. cc: Mark Freitag, City Manager Maggie Darr, Assistant to the City Manager Paul Woodard, Director of Public Works