Memorandum
City of Lawrence
Municipal Services & Operations
Background
Two (2) sidewalk and ADA ramp projects were let together on January 15, 2019 in an effort to increase buying power and contractor coordination:
Each project was broken out into groups to allow selection of improvements as determined best serve City needs.
2018 ADA Sidewalk and Ramp Improvements
The scope of this project includes:
|
Group |
Description |
Engineer’s Estimate |
Low Bidder Cost |
|
ADA Ramps at New York and 8th/10th/12th/13th |
$76,610.05 |
$110,513.76 |
|
|
1B |
Sidewalk Gap/Ramps on S. side of Harvard, Iowa to Hilltop |
$46,423.85 |
$80,792.84 |
|
1C |
Sidewalk Gap/Ramps on S. side of 27th Street, Crestline to Chipperfield |
$38,603.95 |
$69,306.48 |
|
1D |
Sidewalk Gap/Ramps on E. side of Michigan, 2nd to 3rd |
$76,269.05 |
$115,509.08 |
|
Sum |
$237,906.90 |
$376,122.16 |
|
2017 CDBG ADA Ramp and Haskell Pedestrian Crossing Improvements
The scope of this project includes:
|
Group |
Description |
Engineer’s Estimate |
Low Bidder Cost |
|
2A |
Beacon and Ramps at 16th/Haskell |
$34,234.20 |
$41,907.88 |
|
2B |
38 Ramps along 11th Street between Conn. & Oregon. |
$92,848.80 |
$132,426.24 |
|
Sum |
$127,083.00 |
$174,334.12 |
|
The project funding sources include:
$100,000 for design and construction of ADA ramps (Sales Tax)
$150,000 for design and construction of Michigan, Harvard, 27th (Bonds)
$138,000 11th Street ADA Ramps and 16th/Haskell Beacon (CDBG)
$388,000 Total
Summary of Bids
Overall engineering design and right-of-way acquisition costs account for $46,635 and $6,000 respectively, leaving $335,365 available for construction of the projects.
The $100,000 sales tax budgeted for ADA ramps, minus half of the overall design costs ($23,317.50), allows a construction budget of $76,682.50 for Group 1A. With a low bid of $110,513.76, awarding Group 1A will require a budget increase of $33,831.26.
Use of the $150,000 bond proceeds for the Sidewalk Gaps project is limited to improvements for Groups 1B, 1C, and 1D in the table above. The $150,000 budget minus half of the total design costs ($23,317.50) and Right-of-Way acquisition costs ($6,000) allows a construction budget of $120,682.50. With low bids for Group 1B, 1C, and 1D of $80,792.84, $69,306.48 and $115,509.08 respectively, award of one of the three groups will fit into the current budget. Awarding all three groups will require a budget increase of $144,925.90.
Additional Funding Options
In coordination with Community Development, the CDBG funding can be increased from the budgeted amount of $138,000 to a new amount of $175,000 to cover the entire construction cost of the planned 2017 CDBG improvements. The city’s ability to utilize these funds may expire this year, therefore staff recommends proceeding with the award of groups 2A and 2B above.
The additional CDBG funding would increase the available budget for construction (not including funding allocated to design and ROW costs) to new total of $372,365, which is still $178,091.28 less than the low bid for the total project cost. To cover the shortfall and complete the 2018 ADA Sidewalk and Ramp project tasks, staff recommends allocating $200,000 from the 2019 Bike/Ped Program (CIP# CI09). Currently, $600,000 is yet to be programmed from this line item, although the 2019 ped/bike project prioritization process has not yet occurred. The Transportation Commission has reviewed this item and supports the staff’s funding recommendation.
For all groups, the recommended enhanced project budget would include:
|
Source |
CIP# |
Amount |
|
Sales Tax (ADA ramps) |
CI09 (2017/2018) |
$100,000 |
|
Bonding (Sidewalk Gaps) |
CI09 (2017/2018) |
$150,000 |
|
CDBG |
PW17E7CIP |
$138,000 |
|
CDBG (Supplemental) (Recommended additional funding) |
PW17E7CIP |
$37,000 |
|
Sales Tax (Bike/Ped) (Recommended additional funding) |
CI09 (2019) |
$200,000 |
|
Total |
|
$625,000 |
|
Funding Allocated to Design & ROW |
CI09 (2017/2018) |
($52,635) |
|
Total Funding Available for Construction |
|
$572,365 |
With an enhanced construction budget of $572,365, staff recommends awarding the following groups:
|
Group |
Description |
Low Bidder Cost |
|
1A |
ADA Ramps at New York and 8th/10th/12th/13th |
$110,513.76 |
|
1B |
Sidewalk Gap/Ramps on S. side of Harvard, Iowa to Hilltop |
$80,792.84 |
|
1C |
Sidewalk Gap/Ramps on S. side of 27th Street, Crestline to Chipperfield |
$69,306.48 |
|
1D |
Sidewalk Gap/Ramps on E. side of Michigan, 2nd to 3rd |
$115,509.08 |
|
2A |
Beacon and Ramps at 16th/Haskell |
$41,907.88 |
|
2B |
38 Ramps along 11th Street between Conn. & Oregon. |
$132,426.24 |
|
Total Award |
$550,456.28 |
|
If no additional sales tax funds are added to the budget, staff recommends awarding the following groups:
|
Group |
Description |
Low Bidder Cost |
|
1D |
Sidewalk Gap/Ramps on E. side of Michigan, 2nd to 3rd |
$115,509.08 |
|
2A |
Beacon and Ramps at 16th/Haskell |
$41,907.88 |
|
2B |
38 Ramps along 11th Street between Conn. & Oregon. |
$132,426.24 |
|
Total Award |
$289,843.20 |
|
Staff requested input from the Transportation Commission on February 4, 2019. The Transportation Commission recommended proceeding with the enhanced budget utilizing $200,000 in un-programmed 2019 Bike/Ped funds.
Typically bids that exceed the Engineer’s estimate are rejected and the rebidding process is restarted. Charter Ordinance No. 45 authorizes the City Commission to waive the rebidding process. The low bidder, Phoenix Concrete and Underground, is $185,466.38 more than the Engineer’s estimate but $174,385.72 less than the highest of four (4) bidders. The recommended bid of $550,456.28 is within an alternate budget that can be accommodated with un-programmed bike/ped funds. The City Engineer reviewed the bid and recommends that the Commission waive the requirement to rebid the project and award the contract to Phoenix Concrete and Underground, LLC.
Staff Recommendation
Staff recommends the Commission’s approval of the allocation of $200,000 from the 2019 Bike/Ped Program (CIP# CI09) for the 2018 ADA Sidewalks and Ramps project and approval of the enhanced budget for the 2017 CDBG Ramps and Haskell Pedestrian Crossing (CIP #CI09 and CIP#PW17E7CIP).
Additionally, staff recommends the Commission waive the requirement to rebid Bid No. B1900 for 2018 ADA Sidewalks and Ramps and 2017 CDBG Ramps and Haskell Pedestrian Crossing (CIP #CI09 and CIP#PW17E7CIP respectively) and awarding the bid to Phoenix Concrete and Underground, LLC in an amount of $550,456.28, which upon City Engineer review is confirmed to be a responsive bid.