City Council Meeting Date: July 23, 2019
To: Mayor and City Council
City Administrator
From: David Bennett, Public Works Director/City Engineer
Title
Consider Accepting Bids and Awarding Contract - Depot and Transit Hub Site Improvements.
Body
Action Requested:
Staff recommends approval of the attached Resolution accepting bids and awarding the contract for the Depot and Transit Hub Site Improvements (DEVP2015-Z05).
Summary Report:
The City Council is being asked to award the contract for the Depot and Transit Hub Site Improvements. The Plans and Specifications were completed by SEH and approved at the June 4, 2019 City Council Meeting. The Council authorized the advertisement for bids via Resolution 2019-053. The project was advertised for 21 days. The ad for bid was published in the Northfield News, on the MnDOT eAdvert site and City of Northfield website.
The City received two (2) competitive bids, which were publicly opened and tabulated on July 11, 2019 at 2:00 p.m. The bids ranged from $412,975.00 to $420,243.20 (Attachment 2) with the lowest responsible bidder being BCM Construction Inc., with a total bid amount of $412,975.00. This bid is over the engineers estimate, however two competitive bid were received with comparable costs for the projects work. Staff is recommending awarding the contract for the proposed project.
Alternative Options:
Staff is recommending awarding the project as is. An alternative for Council consideration would be to remove the parking lot lighting at this time. If the parking lot lighting was removed from the project, it could save $102,500, however it is likely that some of the lighting work would be installed, such as conduits for future wire. Therefore, project savings would be in the $50,000 - $75,000 range.
Financial Impacts:
The project is proposed to be funded through TIF 4 and Capital Reserve Funds.
The 2018 End of year Capital Reserve Fund Balance is $681,686, after this project remaining fund balance would be $529,273. This fund is intended for use for capital infrastructure projects. Staff believes it is useful to consider these funds for projects that may not otherwise be eligible for including in a debt issuance. Due to timing of this project and available funds staff feels this is an appropriate use of funds for this project.
Tentative Timelines:
See the Project Process (Attachment 3) for upcoming project milestones. It is anticipated that construction will occur in September and be complete in the fall of 2019.
Additional Related Actions
City staff is working cooperatively with Save the Northfield Depot on actions that will donate property as previously presented to the City Council. We are anticipating a letter from Save the Northfield Depot to be provided as a supplemental memorandum item prior to the City Council meeting that more specifically details the agreements being worked on and their support of these actions. The following are some other related next steps for approval:
August 5th - Minor Subdivision of Property Approval
August 5th - Resolution Acceptance Property
* August 5th - Potential Amendment to Existing Agreement