2015 Bridge Repairs and Maintenance Project Bid Rejection Copyright 2014
City of Dubuque Action Items # 2.
ITEM TITLE: 2015 Bridge Repairs and Maintenance Project Bid Rejection
SUMMARY: City Manager recommending rejection of the single bid proposal received
for the 2015 Bridge Repairs and Maintenance Project due to a lack of
competitive bids and insufficient funding to proceed with the construction
improvements as proposed.
RESOLUTION Rejecting competitive bid proposal received for the 2015
Bridge Repairs and Maintenance Project
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt Resolution(s)
ATTACHMENTS:
Description Type
❑ Rejection of Bids for 2015 Bidge Repairs and Maintenance Project-MVM City Manager Memo
Memo
❑ Staff Memo Staff Memo
❑ Resolution Resolutions
THE CITY OF Dubuque
UBE I
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Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: 2015 Bridge Repairs and Maintenance Project
CI P 3001258, 7401405, 7101289
DATE: July 14, 2015
City Engineer Gus Psihoyos recommends City Council rejection of the single bid
proposal received for the 2015 Bridge Repairs and Maintenance Project due to a lack of
competitive bids and insufficient funding to proceed with the construction improvements
as proposed.
It is further recommended that staff review the scope of the project, further evaluate the
estimate of probable cost based on current construction cost market conditions, and
prepare to re-bid the project in January 2016. By re-bidding the project in early 2016,
staff is optimistic that more contractors will bid on the project and allow for a more
favorable competitive bidding environment.
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
THE CITY OF UUP uque
DUB E AN_ caCRY
11111.1
Masterpiece on the Mississippi 200^-2012-?0H
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
>,
SUBJECT: 2015 Bridge Repairs and Maintenance Project
CIP 3001258, 7401405, 7101289
DATE: July 13, 2015
INTRODUCTION
The enclosed resolution authorizes the rejection of the single competitive bid proposal
received for the 2015 Bridge Repairs and Maintenance Project due to insufficient
funding to proceed with the proposed improvements.
BACKGROUND
During the 2013 Bi-Annual Bridge Inspections, it was observed and noted that both the
Cedar Cross Road and Old Mill Bridges were experiencing spalled concrete sections on
each of their respective bridge decks. Additionally, the southerly bridge approach
pavement on the Fremont Avenue Bridge has settled, causing a significant bump, poor
ride quality, and unsafe conditions for cyclists on the south end of the bridge.
The 2015 Bridge Repairs and Maintenance Project was intended to provide for the
following improvements:
Cedar Cross Road Bridge:
• Remove and replace both the north and south bridge approach pavements for
improved ride-ability.
• Concrete bridge deck repair to extend the life of the bridge.
• Sidewalk settlement repairs and expansion joint maintenance.
Fremont Bridge:
• Remove and reconstruct the south bridge approach pavement for improved ride-
ability.
• Concrete bridge deck joint repair.
• Sidewalk settlement repairs.
Old Mill Road Bridge:
• Concrete bridge deck repair to extend the life of the bridge.
Old Mill Road Utility Disconnects:
• Remove eight (8) water services and three (3) sanitary sewer services on Old
Mill Road while the bridge and roadway are closed.
ALTERNATE BIDS
Since the City has not recently completed a structural bridge deck repair project such as
this, it is challenging to prepare an estimate of probable cost due to the lack of historical
cost information within our area for performing such work. As a result, when preparing
the construction documents, staff included two (2) alternate bid items to allow for some
flexibility to adjust the scope of the project should the bids come in higher than
anticipated, thus allowing the project to remain within the budgeted funding available.
Alternate Bids:
• Concrete separation barrier rail repair on Cedar Cross. (Alternate Bid No. 1)
• Apply concrete bridge deck sealer. (Alternate Bid No. 2)
PROJECT FUNDING
The estimate of probable cost for the 2015 Bridge Repairs and Maintenance Project is
as follows:
Estimate
Construction Contract $ 273,000.00
Alternate Bid No. 1 - Bridge Barrier Rail Repair on Cedar Cross 20,000.00
Alternate Bid No. 2 - Bridge Deck Sealer 26,000.00
Contingency 31,900.00
Engineering Design, Construction Administration & Inspection 52,634.00
Total Project Cost $ 403.535.00
The project funding summary is as follows:
CIP No. Fund Description Estimate
3001258 Bridge Repair/ Maintenance (FY14, FY15) $ 246,035.00
3001258 Bridge Repair/ Maintenance (FY16) $ 100,000.00
7401405 Water Main Replacement 22,000.00
7101289 General Sanitary Sewer Repair 6,500.00
Private Participation 29,000.00
Total Project Funding $ 403,535.00
The City currently has $246,000 (FY14, FY15) available in the Bridge Repair /
Maintenance CIP. In FY 2016, the City is estimated to receive an additional $1,008,648
from the increased 10 cent State gas tax. The additional gas tax revenue is projected to
generate $6,945,259 in total Road Use Tax Funding allocation for the City, of which
$100,000 is proposed to be used toward bridge repairs.
The funding summary also includes the Private Participation on behalf of Mr. David
Hartig for the estimated cost to disconnect the water and sanitary sewer services.
BID RESULTS
Competitive Sealed bids were received on the 2015 Bridge Repairs and Maintenance
Project on July 9, 2015. One (1) qualifying bid proposal was received, with a base bid
of $444,792.40. Based on the estimate of probable cost in the amount of $273,000, the
bids are significantly over the current funding available to complete the construction
improvements as proposed.
RECOMMENDATION
I recommend that the City Council reject the single bid proposal received for the 2015
Bridge Repairs and Maintenance Project due to a lack of competitive bids and
insufficient funding to proceed with the construction improvements as proposed.
I also recommend that staff review the scope of the project, further evaluate the
estimate of probable cost based on current construction cost market conditions, and
prepare to re-bid the project in January 2016.
By re-bidding the project in early 2016, staff is optimistic that more contractors will bid
on the project and allow for a more favorable competitive bidding environment. The
proposed schedule will allow the work to be completed in June, July and August of 2016
when schools are not in session
ACTION TO BE TAKEN
I recommend that the City Council reject the single bid proposal received through the
adoption of the enclosed resolution for the 2015 Bridge Repairs and Maintenance
Project.
Prepared by Robert Schiesl, Assistant City Engineer
Greg Doeden, Civil Engineer
cc: Jenny Larson, Budget Director
Don Vogt, Public Works
Jon Klostermann, Public Works
Brant Schueller, Water Department
David Hartig, 1255 Southern Avenue, PO Box 604, Dubuque, Iowa 52004
F:\PROJECTS\BRIDGE PROJECTS\2015 Bridge Repairs&Maintenance Project\Council&Staff Documents\Bid Reject
RESOLUTION NO. 257-15
REJECTING COMPETITIVE BID PROPOSAL RECEIVED FOR THE 2015 BRIDGE
REPAIRS AND MAINTENANCE PROJECT
Whereas, one (1) competitive sealed bid proposal was submitted by one (1)
contractor for the 2015 Bridge Repairs and Maintenance Project (the Project) pursuant
to Resolution No. 211-15 and Notice to Bidders published in a newspaper published in
the City of Dubuque, Iowa on the 19th day of June, 2015; and
Whereas, the one (1) competitive sealed bid proposal was opened and read on
the 9th day of July, 2015; and
Whereas, the City Council has deemed it advisable to reject the one (1)
competitive sealed bid proposal for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. The one (1) competitive sealed bid proposal for the 2015 Bridge
Repairs and Maintenance Project is hereby rejected.
Section 2. The City Clerk is authorized and instructed to return the bid deposit of
the unsuccessful bidders for the 2015 Bridge Repairs and Maintenance Project.
Passed, approved and adopted this 20th day of July, 2015.
Attest:
Kevin Firnstahl, CMC, y Clerk
foy D. Buol, Mayor