Bid Schedule F-2023 Award Memo1
ENGINEERING DIVISION MEMORANDUM
January 8, 2024 TO: City Council FROM: Brad Reents, City Engineer SUBJECT: Consideration and action to award a contract for Bid Schedule “F” – 2023: C2023-16 EPDM Roof Replacement – WWTP Garage and Pump Station No. 2 C2024-1 Utility Structure Rehabilitation and Replacement C2024-2 Water & Sewer System Improvements I
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 C2023-16 EPDM Roof Replacement – WWTP Garage and Pump Station No. 2, C2024-1 Utility Structure Rehabilitation and Replacement, and C2024-2 Water & Sewer System Improvements I were opened on December 13, 2023. City Recommendation The City recommends awarding contracts C2023-16 EPDM Roof Replacement – WWTP Garage
and Pump Station No. 2, C2024-1 Utility Structure Rehabilitation and Replacement, and C2024-2 Water & Sewer System Improvements I, as well as expressing the intent to borrow funds as outlined in the memo. Suggested Motion I move to award contracts C2023-16 EPDM Roof Replacement – WWTP Garage and Pump Station No. 2, C2024-1 Utility Structure Rehabilitation and Replacement, and C2024-2 Water & Sewer System Improvements I. Background The following is a summary of the three (3) contracts:
C2023-16 EPDM Roof Replacement – WWTP Garage and Pump Station No. 2 The Department of Public Works maintains an inventory of roof conditions for all City-owned
facilities. The WWTP Garage Building (3300 W. Trip Road) and Pump Station No. 2 (6 West Delavan Drive) were identified as needing replacement. The City hired a consultant to complete the design of the roof replacements.
The WWTP Garage is approximately 5,025 square feet in size. The existing roof is a fully adhered EPDM roof with 1.5-inch iso insulation on a metal deck. The roofing will be completely removed down to the existing deck surface. The new roof system is a fully adhered EPDM membrane on
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a tapered iso insulation system. The project scope also includes the removal and replacement of precast concrete mansard panels, aluminum soffit, and soffit lighting.
Pump Station No. 2 is approximately 1,660 square feet in size. The existing roofing is a fully adhered EPDM membrane with insulation and will be completely removed down to the deck. The
new roof system will be a fully adhered EPDM membrane on an iso insulation system. C2024-1 Utility Structure Rehabilitation and Replacement This is an annual contract to rehabilitate and replace utility structures along streets identified in the City’s street rehabilitation program. Needs for rehabilitation and replacement of structures are based on a condition assessment completed by the City. More specifically, work under this contract includes the following:
• Replacement of one (1) sanitary structure, 19 storm structures, 91 storm inlets, and 11 water structures
• Rehabilitation of 116 sanitary structures, 28 storm structures, seven storm inlets, and 17 water structures. C2024-2 Water & Sewer System Improvements I
This is an annual contract for water and sewer improvements along streets identified in the City’s street rehabilitation program. Needs for utility improvements are based on a condition assessment completed by the City. More specifically, work under this contract includes the following:
• Replacement of approximately 8,800 LF of water main and 970 LF of storm sewer.
• Replacement of 10 public side lead water services
• Replacement and/or rehabilitation of 70 sanitary structures, water valve structures, storm structures, and storm inlets. Options
• Approve City recommendation award contracts C2023-16, C2024-1 and C2024-2.
• Refer back to staff with guidance on how the Council wishes to proceed.
• Do not take action on the contracts as recommended by staff.
Analysis
C2023-16 EPDM Roof Replacement – WWTP Garage and Pump Station No. 2 – Staff received one (1) bid from Gilbank Construction, Inc. The City included $450,000 in the 2024 Capital
Improvement Plan for construction based on the consultant's estimate. The City notes only one prime contractor submitted a bid for this contract. The City held a pre-bid meeting with potential bidders to visit each facility prior to bidding. During the pre-bid meeting, there were multiple potential bidders who expressed interest in bidding; however, the City never knows the number of bidders on a contract until bids are opening on the bid date and time. The lack of multiple bidders is likely due to the fact that work associated with the WWTP Garage included work beyond what a roofing contractor would pursue as a general contractor because it required other contractor trades to complete the precast mansard panels and soffit lighting. As a result, Gilbank Construction, which is accustomed to coordinating with multiple subcontractors, was interested in bidding on this project as a general contractor.
It is important to note that general contractors pursue multiple bids from subcontractors during the bid process, including roofing, electrical, and precast panel suppliers/subcontractors, so in
order for a general contractor to be competitive, they include the lowest subcontractor prices in their bids.
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While the City could re-bid this contract with the hope of receiving multiple bids, it is not recommended. Re-bidding the contract runs the risk of prices being higher than the current bid,
given the continued escalation of labor and supply costs. The City is recommending the award of this contract to Gilbank Construction, Inc., Clinton,
Wisconsin, for a total bid amount of $456,200.00. While the bid is higher than what was included in the 2024 Capital Improvement Plan, the Wastewater Utility and Water Utility has the capacity to fund the additional costs. Gilbank Construction, Inc. has successfully completed multiple City projects. In 2023, the City contracted with Gilbank to construct the City Service Center Phase I Addition and Renovations, the Water Utility Cold Storage Building, and the JPD Defense and Arrest Training Addition. Gilbank Construction, Inc. 301 Scot Drive
Clinton, WI 53525
Total Bid: $456,200.00
Anticipated Project Costs:
Contract $456,200.00 Construction Contingency (10%) $45,620.00 Consulting Fees $52,800.00
Total $554,620.00
Project Funding:
Prior Note – WW Utility – Roof Replacement - WWTP $30,000.00 Prior Note – Water Utility – Roof Replacement – Pump Station $20,000.00 2024 Note – Water Utility – Roof Replacement – Pump Station No. 2 $145,200.00 2024 Note – WW Utility – Roof Replacement – WWTP Garage $359,420.00
Total $554,620.00
C2024-1 Utility Structure Rehabilitation and Replacement – Staff received two (2) bid(s), with Globe Contractors, Inc. providing the lowest bid. The contract estimate was $1,224,000.00.
The City is recommending the award of this contract to Globe Contractors, Inc., Pewaukee, for a total bid amount of $1,187,141.00. Globe Contractors, Inc. has successfully completed work for the City in the past, with the most recent contracts being C2022-17 Utility Structure
Rehabilitation and Replacement and C2023-4 Public Side Lead Water Service Replacements. Globe Contractors, Inc.
N50 W23076 Betker Road Pewaukee, WI 53072
Total Bid: $1,187,141.00
Bjoin Limestone Inc. 7308 W State Road 11
Janesville, WI 53548
Total Bid: $1,190,700.00
Anticipated Project Costs:
Contract $1,187,141.00 Engineering & Contingency (10%) $119,859.00
Total $1,307,000.00
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Project Funding:
2024 Note – WW Utility – Sanitary Structure Rehab/Replacement $185,180.00 2024 Operating – WW Utility – Sanitary Structure Rehab/Replacement $208,820.00 2024 Operating – SW Utility – Structure & Inlet Rehab/Replacement $692,000.00 2024 Note – Water Utility – Structure & Valve Replacement $221,000.00
Total $1,307,000.00
C2024-2 Water & Sewer System Improvements I – Staff received five (5) bid(s), with Maddrell Excavating, LLC providing the lowest bid. The contract estimate was $2,501,398.00. The City is recommending the award of this contract to Maddrell Excavating LLC, Brodhead, Wisconsin, for a total bid amount of $2,443,428.50. Maddrell Excavating, LLC has completed work for the City in the past, with the most recent contract being C2023-2 Water and Sewer Improvements I. Maddrell Excavating LLC
N3371 W. 3rd Avenue Brodhead, WI 53520
Total Bid: $2,443,428.50
R.T. Fox Contractors, Inc. 5628 Highway M
Edgerton, WI 53534
Total Bid: $2,488,010.00
Globe Contractors, Inc. N50 W23076 Betker Road Pewaukee, WI 53072
Total Bid: $2,584,391.00
Rock Road Companies, Inc. PO Box 1818
Janesville, WI 53547-1818
Total Bid: $2,893,326.00
Fischer Excavating, Inc. 1567 Heine Rd. Freeport, IL 61032
Total Bid: $3,172,428.00
Anticipated Project Costs:
Contract $2,443,428.50 Engineering & Contingency (8%) $194, 571.50
Total $2,638,000.00
Project Funding:
2023 Operating – Water Utility – Water Main Replacement $1,808,000.00 2024 Note – Water Utility – Hydrant & Hydrant Lead Replacement $202,000.00 2024 Note – Water Utility – Lead Water Service Replacement $32,000.00 2024 Note – WW Utility – Sanitary Structure Rehab/Replacement $57,810.00 2024 Operating – WW Utility – Sanitary Structure Rehab/Replacement $65,190.00 2024 Operating – SW Utility – Structure & Inlet Rehab/Replacement $258,000.00
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2024 Note – Water Utility – Structure & Valve Replacement $27,000.00 2024 Operating – SW Utility – Storm Sewer Replacement $188,000.00
Total $2,638,000.00
Conclusions This contract supports tasks listed in the 2024-2028 Strategic Plan by supporting the City’s efforts
to maintain existing infrastructure and continue to provide municipal services. All low-bid contractors have successfully completed projects for the City in the past. Restated City Recommendation The City recommends awarding contracts C2023-16 EPDM Roof Replacement – WWTP Garage and Pump Station No. 2, C2024-1 Utility Structure Rehabilitation and Replacement, and C2024-2 Water & Sewer System Improvements I, as well as expressing the intent to borrow funds as outlined in the memo.
cc: Kevin M. Lahner, City Manager KML
Ryan McCue, Deputy City Manager RPM Nicholas Faust, Assistant to the City Manager NSF Mike Payne, Director of Public Works