City Council Meeting Date: March 10, 2020
To: Mayor and City Council
City Administrator
From: David Bennett, Public Works Director/City Engineer
Sean Simonson, Engineering Manager
Title
Consider Accepting Bids and Awarding Contract - 2020 Mill and Overlay Project.
Body
Action Requested:
Staff recommends approval of the attached Resolution accepting bids and awarding the contract for the 2020 Mill and Overlay Project (STRT2020-A45).
Summary Report:
The City Council is being asked to award the contract for the 2020 Mill and Overlay Project (STRT2020-A45). The plans and specifications were completed by the Bolton and Menk Engineers, and at the January 21, 2020 City Council Meeting, City Council authorized the advertisement for bids via Resolution 2020-009. The project was advertised for the minimum 21 days as required by Minnesota Statutes Chapter 429. The ad for bid was published in the Northfield News, on the MnDOT eAdvert site, and the City of Northfield website.
The project scope includes work on the following streets (Attachment 2):
• First Street - College Street to Maple Street
• Second Street - Washington Street to Oak Street
• Third Street - Washington Street to Oak Street
• Fourth Street - Nevada Street to Prairie Street
• Union Street - First Street to Second Street
• College Street - First Street to Third Street
• Winona Street - First Street to Fourth Street
• Nevada Street - First Street to Fourth Street
• Maple Street - First Street to Fourth Street
• Elm Street - Second Street to Fifth Street
• Oak Street - Second Street to Fourth Street
• Heritage Drive - TH 3 to Hidden Valley Apartments
• Jefferson Road - Hidden Valley Road to Heritage Drive
• Seventh Street - Water Street to West dead end
• Eight Street - Water Street to Linden Street
The City received five (5) competitive bids (Attachment 3), which were publicly opened and tabulated on February 20, 2020 at 2:00 p.m. The bids ranged from $2,867,161.20 to $3,376,100.01 with the lowest responsible bidder being McNamara Contracting, Inc. with a total bid amount of $2,867,161.20. This compared to the engineers estimate of $3,580.063.50. This project is identified in the 2020 - 2024 Capital Improvement Plan (CIP), and funding for the project is a combination of bonding, special assessments and enterprise funds as outlined in the finance tables below.
Staff and the consulting engineering firm is recommending that the project be awarded. (Attachment 4). These streets are deteriorated beyond routine patching and maintenance.
Alternative Options:
City Council may decide not to award this project; however, these roads will continue to deteriorate due to the condition of the current pavement surface, and future maintenance requirements will increase significantly.
Staff does not recommend any alternative actions or amendments outside of considering award of contract.
Financial Impacts:
The total project cost includes funding for construction contingency and contract overhead. The bid price is 20% below the Engineer’s Estimate performed at the time the Project was bid. However, due to Project Scope changes during project development, increasing the Engineer’s Estimate at the time of bid, the total project costs ended up being 9% below the funding approved at the time of the Feasibility Report.
1% funding for the arts is included with the project. The award resolution includes transferring the 1% for the arts to the Arts and Culture Fund.
Tentative Timelines:
See the Project Process (Attachment 5) for upcoming project milestones.