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CITY COMMISSION AGENDA ITEM |
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Department: |
Municipal Services & Operations |
Commission Meeting Date: 12/4/2018 |
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Staff Contact: |
Matt Bond, Stormwater Engineer |
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Recommendations/Options/Action Requested: |
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Per Charter Ordinance 45, waive the requirement to rebid project PW17BCIP due to the bid received exceeding the engineer’s estimate.
Award Bid No. B1845, CIP project number PW17B4CIP to BA Green Construction, for the removal of the overhead walkway “canopy”, storm water drainage and concrete repair in the amount of $460,185.00.
Authorize the City Manager to execute a Cost Share Agreement between the City of Lawrence and the private utility companies, Westar and Midco, for the construction of new sidewalk in the alley between Vermont and Massachusetts and 8th and 9th Streets. Each utility company has agreed to pay $22,378.66. |
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Executive Summary: |
The existing canopy and sidewalk in the alley between Vermont & Massachusetts Streets from 8th Street to 9th Street (approx. 600 ft.) are in need of removal. Patrons frequenting businesses use this section of the alley as well as other’s traversing the downtown area and using the parking lot adjacent to this location. The canopy is a metal structure with a bitumen style roof which has been leaking through the decking and overflowing toward the properties that adjoin the canopy, causing it to leak into these spaces in some instances. The sidewalk has numerous tripping hazards as well as ADA related compliance issues. The storm sewer beneath the canopy sidewalk and the corresponding collection piping and inlets are also in need of repair. The cost to rehabilitate and continue to maintain the canopy is no longer feasible. City staff has been in contact with the property owners to notify them of the intent to remove the canopy and replace the existing storm sewer, sidewalk and connecting roof drains.
City staff reached out to property owners via certified mail to obtain permission to access their property due to the existing connections between the canopy and those structures. The project will include a one-time repair of the structures adjoining the canopy so long as the property owner signed and returned the access waiver form sent to them via certified mail. For waivers not returned by the start of construction, the canopy will be removed to the nearest feasible point in relation to the property boundary. Twenty waivers of the twenty-three properties have been returned to date.
This project was originally approved in the 2017 Capital Improvement Plan. Project timeline was extended due to scope modifications and coordination with adjacent property owners. Work will begin after the holiday season with completion in July. Access to businesses will be maintained during construction.
The contract for this project was previously awarded through an alternative procurement process. Upon subsequent realization of an error in that procurement process, the previous contract was rescinded and a solicitation for sealed bids was prepared. The project was advertised and rebid on September 11, 2018, using the formal competitive sealed bid process (Bid No. B1845). The City received one bid from BA Green Construction in the amount of $460,185.00.
The current recommended bid includes a cost difference compared to the previous cost proposal received in May 2018 ($348,975). The storm sewer was bid as an alternate (refer to the attached May bid). During the early planning phases of the project, replacement of the storm sewer was expected to be completed by City staff. The September bid now includes those previously alternate bid items related to the storm sewers replacement plus ancillary costs due to the expanded project scope.
The low bid of $460,185 exceeds the engineer’s estimate of $451,000, but staff recommends the Commission waive the requirement to rebid and awards the contract based on the low bid, pursuant to Charter Ordinance No. 45. |
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Strategic Plan Critical Success Factor |
Safe, Healthy, and Welcoming Neighborhoods Innovative Infrastructure and Asset Management Core Services |
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Fiscal Impact (Amount/Source): |
The fiscal impact to the City is $460,185. Funding comes from General Obligation bonds ($350,000) (Ordinance 9428), Stormwater Fund ($65,427.68) and private utilities Midco and Westar (each contributing $22,378.66). Downtown Canopy, Lighting, and Sidewalk was included in the 2017 CIP as project number PW17B4CIP. |
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Attachments: |
Bid Tab and Bid Proposal |
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Previous Agenda Reports: |
December 12, 2017, Consent Agenda #7b Adopt on second and final reading, Ordinance No. 9428, authorizing and providing for improvements to the storm sewer system and authorizing the issuance of General Obligation bonds in the amount of $350,000.00.fund the project.
May 8, 2018, Consent Agenda Item #5a Award Bid No. B1816, CIP Project No. PW17B4, Improvements to the Overhead Canopy, and Storm Sewer Drainage and Concrete Repair, located in the alley between Vermont Street and Massachusetts Street, from 8th Street to 9th Street, to BA Green Construction, in the total amount of $348,975.00.
August 21, 2018, City Manager’s Report Previously awarded bid was canceled because the process for reviewing bids was not completed correctly and the RFP was not publically advertised. |
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