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ARC Transfer Center Phase I Project AwardMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager Dubuque kital All- America City II 111! 2012 SUBJECT: Recommendation to Accept Bid and Award Contract re: RFB for the Construction of the ARC Transfer Center Phase I Project DATE: November 27, 2012 Sealed bids were received for the Construction of the ARC Transfer Center Phase I Project. Director of Transit Operations Barbara Morck recommends award of the contract to the low bidder, Murphy Construction, in the amount of $223,601. This cost includes the $12,000 deduction for use of a membrane roof instead of a metal roof for the canopy. The Iowa Department of Transportation /Office of Public Transit concurs with the award of the ARC Transfer Center Phase I Project to Murphy Construction. I concur with the recommendation and respectfully request Mayor and City Council approval. kri,„ Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Barbara Morck, Director of Transit Operations Kelley Deutmeyer, Executive Director of ECIA David Heiar, Economic Development Director Masterpiece on the Mississippi TO: Michael Van Milligen, City Manager FROM: Barbara Morck, Director of Transit Operations CC: David Heiar, Economic Development Director Kelley Deutmeyer, Executive Director of ECIA Dubuque All- America City '1111! 2007 SUBJECT: Recommendation to Accept Bid and Award Contract re: RFB for the Construction of the ARC Transfer Center Phase I Project DATE: November 26, 2012 BACKGROUND In August 2010 staff of ECIA, The Jule and Area Residential Care (ARC) began collaborating on a construction of a transfer center, to be located at the new ARC, Inc. facility located at the JFK Circle (the old Econo Foods building). The parties agreed to pursue the project which, based on cost, was been split into two phases: Phase I is to be a canopy attached to the new ARC facility that will offer protection from the weather for passengers waiting to board and de- boarding from fixed route and paratransit buses. Phase I also allows The Jule's Bus Operators access to the building's restroom facilities. Phase II of the project, if funded, will allow for the build -out of an enclosed waiting area which will include public restrooms and will be applied for use in fiscal year 2014. DISCUSSION In October 2010 a Public Transit Infrastructure Grant (PTIG) for $298,357 was awarded for the Phase I construction to The Jule. The PTIG funding requires a 20% local match, which is being provided by ARC, Inc. in the form of a "soft match" that has a value of $74,859. The "soft match" used for this project consists of improvements that have been made by ARC, Inc. in the pavement in and around the areas that will be used by The Jule's buses (e.g. parking lot, gated access to rear driveway, driveways,) the value of land that is to be covered by the canopy, that will be set aside as travel lanes in and out of the parking lot, and the parking spaces that have been set aside for use by "park -n- ride" transit passengers. On March 28, 2012 City Council awarded IIW a contract in the amount of $52,900. This contract is for the final design, compilation of construction documents, construction bid and oversight of the construction of the Phase I canopy ($48,440) and the Phase II Conceptual design ($4,460). IIW worked with a project committee comprised of City staff (David Heiar), Jule Staff (Barbara Morck and Jodi Johnson), ECIA staff (Mark Munson), ARC staff (Jon Romaine and Karl Stieglitz), and a member of the Transit Advisory Board (Matt Esser) in the design elements of the canopy. In May 2012 the committee came to agreement on the final design. Blueprints and required construction documents (e.g. building plans and specifications) were prepared and a Request for Bid (RFB) release through a Public Bid process on July 18, 2012, with a closing date of August 28, 2012. On August 28th at 2pm Kevin Firnstahl /City Clerk opened the five (5) bids that had been submitted in response to the RFB. Two (2) of bids were rejected outright for failing to submit the required Certifications and Assurances as outlined in the RFB. The remaining three (3) bids were reviewed and found to be complete, however all 3 were found to be over the budgeted amount for the project and as a result were rejected by City Council as their September 17, 2012 meeting. The amount of funding available for construction is approximately $230,000. I worked with Mark Fassbinder /IIW, the architect for this project, on a revised set of plans and documents, and found savings that allowed us to reduce the overall cost of the ARC project. This cost - savings included offering an alternative bid of a membrane roof instead of a metal roof. City Council approved the (re- )release of a Request for Bid (RFB) for the ARC Transfer Center Phase! Project at their October 1, 2012 meeting with a bid closing date of November 20, 2012. On November 20th at 2pm, Kevin Firnstahl /City Clerk opened the six (6) bids that had been submitted in response to the RFB. Two (2) of bids were rejected outright for failing to submit the required Certifications and Assurances as outlined in the RFB. The remaining four (4) bids were reviewed and found to be complete. The low bid for the project came in at $235,601 with a potential deduction of $12,000; this deduction accounts for the use of a membrane roof for the canopy (instead of a metal roof). Murphy Construction, as a responsive and responsible bidder, gave the low bid for the ARC Transfer Center project with project cost of $235,601 with a potential deduction of $12,000 which, if accepted and included, places the total project cost at $223,601, which is well within the amount budgeted. I have requested and received concurrence from the Iowa Department of Transportation /Office of Public Transit that the bid on the ARC Transfer Center Phase 1 project be awarded to Murphy Construction. PROJECT SCHEDULE Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Publish Public Hearing Notice on Plans and Specifications Plans and Specifications made available to Public for Review Public Hearing Pre -Bid Conference Receipt of Bid Proposals (Bid - letting) Award Construction Contract Final Project Completion Date (revised) October 15, 2012 October 16, 2012 October 18, 2012 October 18, 2012 November 5, 2012 November 7, 2012 November 20, 2012 December 3, 2012 May 15, 2013 BUDGET IMPACT The estimate of probable cost for the ARC Transfer Center Phase I project is as follows: Construction Contract Contingency (10 %) Davis -Bacon Monitoring Engineering /Contract Administration Fixtures (bus benches, trash containers, etc.) Total Construction Contract Project Cost The project funding summary is as follows: CIP Funding Source 6002235 Public Transit Infrastructure Grant (PTIG) — 80% 6002235 Local Match, provided by ARC, Inc. — 20% (soft match = improvements in the form of paving, gate closures, concrete work, etc.) Total Project Cost Estimate $223,516 $22,352 $1,050 $48,440 $3,000 $298,357 Amount $298,357 $74,589 $372,946 RECOMMENDATION /ACTION STEP I recommend that the City Council awards the ARC Transfer Center Phase I Project to Murphy Construction with a total project cost of $223,601. This cost includes the $12,000 deduction for use of the membrane roofing material. RESOLUTION NO. 340 -12 AWARDING PUBLIC IMPROVEMENT CONTRACT FOR THE ARC TRANSFER CENTER PHASE I PROJECT Whereas, sealed proposals have been submitted by contractors for the ARC Transfer Center Phase I Project (the Project) pursuant to Resolution No281 -12 and Notice to Bidders published in a newspaper published in the City of Dubuque, Iowa on the 1- 9tti:lay of October, 2012, and Whereas, said sealed proposals were opened and read on the 20th day of November, 2012 and it has been determined that Murphy Construction Group, LLC of Dubuque, Iowa with a bid proposal in the amount of $235,601.00, is the responsive, responsible bidder for the Project, and Whereas, it has been determined that it is in the best interest of the City of Dubuque to enter into an improvement contract with Murphy Construction Group, LLC for said Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a Public Improvement Contract for the Project is hereby awarded to Murphy Construction Group, LLC and the City Manager is hereby directed to execute a Public Improvement Contract on behalf of the City of Dubuque for the Project. Passed, approved and adopted this 3rd day of December , 012. Attest: • am /%'ra K= in S. Firnst- I, C Tar ity Clerk DL oy D. Buol, Mayor ARC TRANSFER CENTER CANOPY PHASE I — 2012 PROJECT - REBID BID DATE: NOVEMBER 20, 2012 © 2:00 p.m. BID OPENING TABULATION FORM Revised Bid Tab - Action Item 4, 12/3/12 City Council Meeting 11W Project No.: 11095 -01 Rebid Addenda Bid Security 10 °1° (must be Required State & Federal Clauses, Certifications & Assurances Attest (Signed) Total Base Bid Alternate Attachment Attachment Attachment Attachment Attachment DBE Certificate of Good Faith Efforts 1 Add I Contractor 1 2 ori•inal A B C D -1 D -2 Pro •osal Lum• Sum Price Deduct Klauer Construction X X X X X X X X X X $276,808.00 $- 12,000.00 Murphy Construction X X X X X X X X X X $235,601.00 $- 12,200.00 Portzen Construction X X X X X X X X X X $283,000.00 $- 12,000.00 Sheets Design Build X X X X X X X X X X $288,500.00 $- 14,400.00 Taylor Construction X X X X $295,000.00 $- 12,000.00 Tri -Con Construction X X X X $268,000.00 $- 12,000.00 11W Project No.: 11095 -01 Rebid