Rejection of Bids for Golf Course Irrigation Project Copyrighted
February 17, 2020
City of Dubuque Consent Items # 10.
ITEM TITLE: Rejection of Bids for Golf Course Irrigation Project
SUM MARY: City Manager recommending rejection of the bids received
for Phase 3 of the Bunker Hill I rrigation Replacement
Project.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File;Approve
ATTACHMENTS:
Description Type
Bunker Hill Irrigation Replacement Project Phase 3-M City Manager Memo
Staff inemo Staff Memo
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Bunker Hill Irrigation Replacement Project Phase 3 Bid Rejection
Recommendation (CIP 102-1530)
DATE: February 9, 2020
Leisure Services Manager Marie Ware recommends rejection of the bids received for
Phase 3 of the Bunker Hill Irrigation Replacement Project.
The lowest base bid received was $255,000, which did not include cost of rock removal.
The Fiscal Year 2020 CIP budget for this project is $185,756. Staff will request
additional funds in the Fiscal Year 2021 CIP budget to complete the project and to
restructure the bid documents to have the bidding agencies include their rock removal
price in the base bid. This will allow for a much clearer understanding of the total cost.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
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Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Marie L. Ware, Leisure Services Manager
Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Bunker Hill Irrigation Replacement Project Phase 3 Bid Rejection
Recommendation (CIP 102-1530)
DATE: February 7, 2020
INTRODUCTION
The purpose of this memorandum is to recommend the rejection of bids received for
Phase 3 of the Bunker Hill Irrigation Replacement Project.
BACKGROUND
In the fall of 2019, staff solicited bids for the final Phase (Phase 3) of the Bunker Hill
Golf Course Irrigation Project. This final phase is planned to replace the irrigation lines
and sprinkler heads for the remaining 9 holes of the course.
DISCUSSION
Staff received 2 formal bids from Midwest Irrigation and Leibold Irrigation Inc. Both of
which are local tri-state companies who are familiar with the project and were the
bidding companies for Phase 2.
Currently in the FY20 budget, there is a combined total of$185,756 in CIP's 1021530-
62712 ($12,830) and 1021530-73211 ($172,926) dedicated to Phase 3. The lowest
base bid received from Leibold Irrigation Inc. was $255,000. Also, included in the bid
specs but not the base bid was the per linear foot cost of rock removal. Currently, the
amount of rock that would need to be removed for this project is unknown. Staff does
know from previous work and experience, that this section of the golf course does have
the potential for the need to remove areas of rock based on the new irrigation line
design. For reference, with the quoted cost of $55 per linear foot, if 50 feet of rock
needed to be removed to finish a line to a green, this would add $2,750 to the base bid
of $255,000. If 300 feet of rock needed to be removed, $16,500 would be added to the
base bid.
Staff is proposing to reject the current bids, request for approval in the FY21 CIP budget
for additional funds to complete the project and to restructure the bid documents to have
the bidding agencies include their rock removal price in the base bid. This will allow
staff to have a much clearer understanding of the total cost. The bid documents would
be made available in July of 2020 with the project beginning in mid-September 2020.
BUDGETIMPACT
As described, there is currently $185,756 in the FY20 CIP budget. If the requested
additional funds are adopted in March for FY21, there will be an additional $54,132 for
the project. This would bring the total FY21 funding dedicated for Phase 3 to $239,888
and allow the total completion of the Bunker Irrigation Project.
ACTION REQUESTED
This memo recommends rejection of the bids and low base bid of $255,000 from
Leibold Irrigation Inc. for Phase 3 of the Bunker Hill Irrigation Replacement Project.
Prepared by: Dan Kroger, Recreation Division Manager
cc: Jenny Larson, Budget and Finance Director
Gerry Lange, Golf Course Superintendent
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