SRF Green Alley Project_Bid Set 2 - Year 2 Postponement of the AwardTHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: SRF Green Alley Bid Set 2 - Year 2
DATE: August 27, 2014
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
Sealed bids were received for the SRF Green Alley Bid Set 2 — Year 2 Project. The City
received only one bid in the amount of $1,006,608.30 from Drew Cook and Sons
Excavating, Inc., which was 33.9% over the original estimate of probable cost. Fehr -
Graham, the engineering firm that designed this bid package for the City, originally
provided the City with an estimate of $751,989.00, but subsequently revised it's
estimate to $967,665.50 after the project was put out for bid.
Upon reviewing the one bid received, staff has identified that the proposed concrete
pavement prices and modified quantities for other items were the main reasons the bid
exceeded the original estimate of probable cost. Additionally, the accelerated
completion schedule potentially had an impact on contractor pricing.
Staff would like to consult with the City's engineer on the project, Fehr -Graham, and the
one bidder, Drew Cook & Sons Excavating, to review the bid submitted and the various
scope of work elements to further evaluate the bid.
City Engineer Gus Psihoyos recommends the City Council postpone the award of the
contract until the September 15, 2014 City Council meeting.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Gus Psihoyos, City Engineer
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
SUBJECT: SRF Green Alley Bid Set 2 — Year 2
DATE: August 25, 2014
INTRODUCTION
Dubuque
kraZA
AI-Amaieaclty
111113,
2007 • 2012 • 2013
The purpose of this memo is to recommend that the City Council postpone the award of
the competitive bid proposal for the SRF Green Alley Bid Set 2 — Year 2 Project through
the adoption of the enclosed resolution.
BACKGROUND
Bid Set 2 — Year 2 was to involve the reconstruction of eight (8) alleys in the Bee
Branch Watershed. The alley locations are as follows:
• AIIey from Loras Blvd. to Fillmore St between Adair Street and North Grandview Avenue
• AIIey from Fillmore Street to Decorah Street between Adair Street and North Grandview
Avenue
• AIIey from Decorah Street to Delaware Street between Adair Street and North
Grandview Avenue
• AIIey from Custer Street to Loras Blvd. between North Grandview Avenue and Atlantic
Street (This alley includes water main that will be replaced)
• Alley from Loras Blvd. to Fillmore Street between North Grandview Avenue and Atlantic
Street
• AIIey from Fillmore Street to Decorah Street between North Grandview Avenue and
Atlantic Street
• Alley from Decorah Street to Delaware Street between North Grandview Avenue and
Atlantic Street
• AIIey from Poplar Street to Bunker Hill Road between Asbury Road and Finley Street
This project will reconstruct the second bid set of green alleys slated for year 2 in the
Bee Branch Watershed. Currently, there are 26 alleys under contract. Of these 26
alleys, 10 alleys are complete and currently being used by the abutting property owners.
The remaining 16 alleys are under construction.
The reconstruction of the alleys will include:
Removal of the existing alley pavement
— Excavation of the subgrade to allow the placement of clean washed stone for a
storage medium
— Installation of a concrete border for the brick pavers
— Installation of concrete headers at the alley intersection with the intersecting
streets.
— Reconstruction of the' pavement surface with interlocking concrete pavers
Sanitary Sewer section repair
— Installation of a water main in one alley
This project will reconstruct the alleys into green alleys. These alleys allow rainwater to
infiltrate into the pavement rather than runoff into the storm sewers. This infiltration
allows for filtering of the water and recharge back into the aquifer. Monitoring wells are
also planned to be installed so that water quality improvements can be documented.
A water main is proposed in the alley from Custer Street to Loras Boulevard between
North Grandview Avenue and Atlantic Street. Currently there are three houses that take
service from a long copper service line. This public water main froze this past winter, a
new water main will be installed at a greater depth to prevent the freezing in the future.
Installing a new water main will improve the service to these properties by providing a
water main loop, thus removing the dead end line and minimizing the potential for
freezing.
The project construction documents will follow the Statewide Urban Design and
Specifications (SUDAS) in the development of the construction documents.
The Iowa Department of Natural Resources (IDNR) have reviewed and approved the
plans so that the City cost can be covered with SRF funds. The Water Department will
be funding the water main costs in one of the alleys. There are no private water services
being replaced and assessed.
This project will have special assessments.
BID RESULTS
Competitive sealed bids were received for the project on August 21, 2014. The City
received only one bid for the project. The bid of $1,006,608.30 was provided by Drew
Cook and Sons Excavating, Inc. of Dubuque, Iowa which was 33.9% over the original
estimate of probable cost. Fehr -Graham, the Engineering firm that designed this bid
package for the City, originally provided the City with an estimate of $751,989.00. Fehr -
Graham subsequently revised its estimate after the project was put out for bid. The
revised estimate for the project is $967,665.50. A summary of the bid proposals
received is as follows:
2
Contractor Name
Drew Cook and Sons Excavating, Inc.
DISCUSSION
Total Bid
$1,006,608.30
Upon reviewing the one bid received, staff has identified that the proposed concrete
pavement prices and modified quantities for other items were the main reasons the bid
exceeded the original estimate of probable cost. Additionally, the accelerated
completion schedule potentially had an impact on contractor pricing.
I recommend that staff consult with the City's engineer on the project, Fehr -Graham,
and the one bidder, Drew Cook & Sons Excavating, to review the bid submitted and the
various scope of work elements to further evaluate the bid.
RECOMMENDATION
I recommend that the City Council postpone the award of the contract for the SRF
Green Alley Bid Set 2 — Year 2. This will allow staff to consult with the City's engineer,
Fehr -Graham, for its review of the bid submitted and decide if the bid should be rejected
or awarded.
ACTION TO BE TAKEN
I respectfully request the City Council postpone the award of the contract for the SRF
Green Alley Bid Set 2 — Year 2 until the September 15, 2014 City Council meeting
through the adoption of the attached resolution
Prepared by Jon Dienst, Civil Engineer
cc: Barry Lindahl, City Attorney
Jenny Larson, Budget Director
Don Vogt, Public Works Director
John Klostermann, Street & Sewer Maintenance Supervisor
Bob Green, Water Department Manager
Deron Muehring, Civil Engineer
Denise Ihrig, Environmental Engineer
3
RESOLUTION NO. 284-14
POSTPONING THE AWARD OF THE CONTRACT FOR THE SRF GREEN ALLEY
BID SET 2 — YEAR 2 PROJECT
Whereas, competitive sealed bid proposals have been submitted by contractors
for the SRF Green Alley Bid Set 2 — Year 2 (the Project) pursuant to Resolution No..
217-14 and Notice to Bidders published in a newspaper published in the City of
Dubuque, Iowa on the 25th day of July, 2014; and
Whereas, said competitive sealed bid proposals were opened and read on the
21St day of August, 2014; and
Whereas, a contract for the Project was scheduled to be awarded at the September
2, 2014, City Council meeting; and
Whereas, the City Council deems it advisable to postpone the award of a contract
for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
The award of a contract for the SRF Green Alley Bid Set 2 — Year 2 Project is
postponed to the City Council meeting on September 15, 2014.
Passed, approved and adopted this 2nd day of Septembe, 2014.
Attest:
Trish L. Gleason, Assistant City Clerk
Roy D. Buol, Mayor
LINE
NO.
Masterpiece on the Mississippi
Project Name:
ITEM NUMBER
City of Dubuque, Iowa
Bid Tabulation
SRF ALLEY PROJECT YR 2 - BID SET 2
BID ITEM DESCRIPTION
Division 1 - General Provisions
1 1090-105-D Mobilization
Division 2010 - Earthwork, Subgrade, and Subbase
2 2010-108-C-0 Clearing and Grubbing C
3 2010-108-0-3 Topsoil, Off-site
4 2010-108-E-0 Excavation, Class 13
5 2010-108-F-0 Below Grade Excavation (Core Out)
6 2010-108-G-0 Subgrade Preparation
7 2010-108-1-0 Subbase, Special Backfill - Gradation 30
8 2010-108-1-0 Subbase, Granular Subbase - Gradation 12a
9 2010-108-1-0 Subbase, Coarse Aggregate Subbase - 3" Breaker
10 2010-108-1-0 Subbase, Porous Aggregate - Gradation 3 (ASTM 57)
11 2010-108-1-0 Subbase, Porous Aggregate - Gradation 13 (ASTM 2)
Division 3010 -Trench Excavation and Backfill
12 3010-108-L-0 Rigid Insulation Board
Division 4010 -Sanitary Sewers
13 4010-108-E-1 Sanitary Sewer Service Pipe, Trenched, 4" PVC
14 4010-108-E-1 Sanitary Sewer Service Pipe, Trenched, 6" DIP
Division 4020 -Ston Sewers
15 4020-108-A-1 Storm Sewer Gravity Main, Trenched, 12" DIP
16 4020-108-A-1 Storm Sewer Gravity Main, Trenched, 15" RCP
17 4020-108-A-1 Storm Sewer Gravity Main, Trenched, 24" RCP
18 4020-108-C-0 Removal of Storm Sewer, Under 36" Dia.
19 4020-108-F-0 Concrete Collar Connection - Type PC -1
Bid Date
PLAN
QUANTITY
UNIT
Engineer's Estimate
ESTIMATED
UNIT PRICE
TOTAL PRICE
Drew Cook & Sons
BID
UNIT PRICE
TOTAL PRICE
1 LS $ 24,000.00 $ 24,000.00 $ 16,700.00 $ 16,700.00
Sub Total $ 24,000.00 Sub Total $ 16,700.00
1 LS $ 5,000.00 $ 5,000.00 $ 3,700.00 $ 3,700.00
300 CY $ 50.00 $ 15,000.00 $ 55.00 $ 16,500.00
6050 CY $ 12.00 $ 72,600.00 $ 13.50 $ 81,675.00
890 TON $ 15.00 $ 13,350.00 $ 15.00 $ 13,350.00
6620 SY $ 2.00 $ 13,240.00 $ 1.60 $ 10,592.00
50 TON $ 18.00 $ 900.00 $ 18.00 $ 900.00
1040 TON $ 18.00 $ 18,720.00 $ 18.00 $ 18,720.00
890 TON $ 25.00 $ 22,250.00 $ 16.00 $ 14,240.00
2015 TON $ 21.00 $ 42,315.00 $ 21.00 $ 42,315.00
6685 TON $ 28.00 $ 187,180.00 $ 29.00 $ 193,865.00
Sub Total $ 390,555.00 Sub Total $ 395,857.00
256 SF $ 10,00 $ 2,560.00 $ 4.00 $ 1,024.00
Sub Total $ 2,560.00 Sub Total $ 1,024.00
130 LF $ 30 OD $ 3,900.00 $ 88.00 $ 11,440.00
342 LF $ 38.00 $ 12,996.00 $ 27.00 $ 9,234.00
Sub Total $ 16,896.00 Sub Total $ 20,674.00
10 LF $ 45.00 $ 450.00 $ 200.00 $ 2,000.00
108 LF $ 38.00 $ 4,104.00 $ 32.00 $ 3,456.00
76 LF $ 50.00 $ 3,800.00 $ 46.00 $ 3,496.00
194 LF $ 15.00 $ 2,910.00 $ 6.00 $ 1,164.00
4 EA $ 200.00 $ 800.00 $ 400.00 $ 1,600.00
Sub Total $ 12,064.00 Sub Total $ 11,716.00
LINE
NO.
Project Name:
ITEM NUMBER
SRF ALLEY PROJECT YR 2 - BID SET 2
BID ITEM DESCRIPTION
Division 4040 - Subdrains and Footing Drain Collectors
20 4040-108-A-0 Subdrain, 6" Perforated CPE
21 4040-108-C-0 Groundwater Sampling Port
22 4040-108-D-0 Subdrain Outlets and Connections, Core Drill, 6"
Division 4050 - Pipe Rehabilitation
23 4050-108-A-0 Pipe Lining, CIPP, 8"
Division 5010 -Pipe and Fittings
24 5010-108-A-1 Water Main, Trenched, DIP, 6"
25 5010-108-C-1 Fittings, Mega lug, 6"
26 5010-108-C-2 Fittings by Weight, DI
27 5010-108-E-0 Water Service Relocation, Copper, 3/4", Inc New Tap
Division 5020 - Valves, Fire Hydrants, and Appurtenances
Bid Date
PLAN
QUANTITY
UNIT
Engineer's Estimate
ESTIMATED
UNIT PRICE
TOTAL PRICE
Drew Cook & Sons
BID
UNIT PRICE
TOTAL PRICE
3067 LF $ 12.00 $ 36,804.00 $ 8.00 $ 24,536.00
19 EA $ 600.00 $ 11,400.00 $ 420.00 $ 7,980.00
9 EA $ 450.00 $ 4,050.00 $ 300.00 $ 2,700.00
Sub Total $ 52,254.00 Sub Total $ 35,216.00
176 LF $ 40.00 $ 7,040.00 $ 90.00 $ 15,840.00
Sub Total $ 7,040.00 Sub Total $ 15,840.00
596 LF $ 38.00 $ 22,648.00 $ 25.00 $ 14,900.00
20 EA $ 100.00 $ 2,000.00 $ 55.00 $ 1,100.00
251 LBS $ 6.00 $ 1,506.00 $ 6.00 $ 1,506.00
73 LF $ 120.00 $ 8,760.00 $ 140.00 $ 10,220.00
Sub Total $ 34,914.00 Sub Total $ 27,726.00
28 5020-108-A-0 Valve, Gate, DIP, 6" 15 EA $ 700.00 $ 10,500.00 $ 1,050.00 $ 15,750.00
29 5020-108-C-0 Fire Hydrant Assembly 1 EA $ 4,000.00 $ 4,000.00 $ 2,700.00 $ 2,700.00
Sub Total $ 14,500.00 Sub Total $ 18,450.00
Division 6010 - Structures for Sanitary and Storm Sewers
30 6010-108-B-0 Intake Type, CIP, SW -501
31 6010-108-E-0 Manhole Adjustment, Minor
32 6010-108-E-0 Intake Adjustment, Minor
33 6010-108-G-0 Connection to Existing Intake
34 6010-108-1-1-0 Remove Intake
Division 7010 -Portland Cement Concrete Pavement
35 7010-108-A-0 Pavement, PCC, 7" (Thickness)
36 7010-108-E-0 Curb and Gutter, 30" (Width), 6" (Thickness)
Division 7030 -Sidewalks, Shared Use Paths, and Driveways
37 7030-108-E-0 Sidewalk, PCC, 4" (Thickness)
38 7030-108-E-0 Sidewalk, PCC, 6" (Thickness)
39 7030-108-G-0 Detectable Warning
40 7030-108-H-1 Driveway, Paved, PCC, 6" (Thickness)
41 7030-108-1-1-2 Driveway, Granular
Division 7040 - Pavement Rehabilitation
42 7040-108-A-0 Full Depth Patches HMA
43 7040-108-H-0 Removal - Pavement
11.02 VF $ 450.00 $ 4,959.00 $ 510.00 $ 5,620.20
2 EA $ 400.00 $ 800.00 $ 640.00 $ 1,280.00
4 EA $ 400.00 $ 1,600.00 $ 550.00 $ 2,200.00
2 EA $ 500.00 $ 1,000.00 $ 650.00 $ 1,300.00
2 EA $ 500.00 $ 1,000.00 $ 350.00 $ 700.00
Sub Total $ 9,359.00 Sub Total $ 11,100.20
1769 SY $ 48.00 $ 84,912.00 $ 85.00 $ 150,365.00
1,205 LF $ 25.00 $ 30,125.00 $ 35.00 $ 42,175.00
Sub Total $ 115,037.00 Sub Total $ 192,540.00
56 SY $ 42.00 $ 2,352.00 $ 50.00 $ 2,800.00
67 SY $ 45.00 $ 3,015.00 $ 63.00 $ 4,221.00
100 SF $ 35.00 $ 3,500.00 $ 40.00 $ 4,000.00
409 SY $ 42.00 $ 17,178.00 $ 75.00 $ 30,675.00
70 TON $ 25.00 $ 1,750.00 $ 18.00 $ 1,260.00
Sub Total $ 27,795.00 Sub Total $ 42,956.00
808 SY $ 85.00 $ 68,680.00 $ 50.00 $ 40,400.00
2754 SY $ 6.00 $ 16,524.00 $ 6.00 $ 16,524.00
LINE
NO.
Project Name:
ITEM NUMBER
SRF ALLEY PROJECT YR 2 - BID SET 2
BID ITEM DESCRIPTION
Division 7080 -Permeable Concrete Block Pavers
44 7080-108-A-0 Brick Pavement, Permeable, Type 1
45 7080-108-A-0 Brick Pavement, Permeable, Type 2
46 7080-108-C-1 Waterproofing, Surface Leveling
47 7080-108-D-1 Waterproofing, Sealer
48 7080-108-E-1 Geotextile Fabric
IDOT Division 2528 -Traffic Control
49 IDOT 2528.04-A Traffic Control Phase I
50 IDOT 2528.04-A Traffic Control Phase II
51 IDOT 2528.04-A Traffic Control Phase III
52 IDOT 2528.04-A Traffic Control Phase IV
Division 9020 -Sodding
53 9020-108-A-0 Sod
Division 9040 -Erosion and Sediment Control
54 9040-108-A-2 SWPPP Management
55 9040-108-A-3 SWPPP Qualifying Rainfall Event Inspection
56 9040-108-D-1 Filter Socks, 8"
57 9040-108-D-2 Filter Socks, Removal
58 9040-108-P-1 Dust Control, Water
Bid Date
PLAN
QUANTITY
UNIT
Engineer's Estimate
ESTIMATED
UNIT PRICE
Sub Total
TOTAL PRICE
$ 85,204.00
Drew Cook & Sons
BID
UNIT PRICE
Sub Total
TOTAL PRICE
$ 56,924.00
14936 SF $ 5.50 $ 82,148.00 $ 4.10 $ 61,237.60
3890 SF $ 8.00 $ 31,120.00 $ 9.75 $ 37,927.50
84 SF $ 2.00 $ 168.00 $ 5.00 $ 420.00
84 SF $ 1.00 $ 84.00 $ 5.00 $ 420.00
8400 SY $ 3.00 $ 25,200.00 $ 1.70 $ 14,280.00
Sub Total $ 138,720.00 Sub Total $ 114,285.10
1 LS $ 1,250.00 $ 1,250.00 $ 1,900.00 $ 1,900.00
1 LS $ 1,250.00 $ 1,250.00 $ 1,750.00 $ 1,750.00
1 LS $ 1,250.00 $ 1,250.00 $ 2,850.00 $ 2,850.00
1 LS $ 1,250.00 $ 1,250.00 $ 3,200.00 $ 3,200.00
Sub Total $ 5,000.00 Sub Total $ 9,700.00
178 SQ $ 85.00 $ 15,130.00 $ 150.00 $ 26,700.00
Sub Total $ 15,130.00 Sub Total $ 26,700.00
1 LS $ 1,000.00 $ 1,000.00 $ 750.00 $ 750.00
20 EA $ 400.00 $ 8,000.00 $ 35.00 $ 700.00
925 LF $ 5.00 $ 4,625.00 $ 6.00 $ 5,550.00
925 LF $ 2.50 $ 2,312.50 $ 2.00 $ 1,850.00
35 MGAL $ 20.00 $ 700.00 $ 10.00 $ 350.00
Sub Total $ 16,637.50 Sub Total $ 9,200.00
Total Est. $ 967,665.50 Total Bid $ 1,006,608.30
%Over1 Under (-) 4.02%