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HomeMy WebLinkAboutCity Council Packet 01-16-2003 SpecialAgenda City of Plymouth Special City Council Meeting Thursday, January 16, 2003 5:30 p.m. Council Chambers 1. Call to Order 2. Award Contract for Schmidt Lake Road Bridge Construction and Street Improvement Project (Res2003- 181) 3. Adj ourn DATE: January 14, 2003 for the Special City Council Meeting of January 16, 2003 TO: Dwight D. Johnson, City Manager through Daniel L. Faulkner, P.E., Director of Public Works FROM: Ronald S. Quanbeck, P.E., City Engineer SUBJECT: AWARD CONTRACT SCHMIDT LAKE ROAD BRIDGE AND STREET IMPROVEMENTS CITY PROJECT NO. 2021 ACTION REQUESTED: Make a motion to adopt the attached resolution awarding the contract for the construction of the above project. BACKGROUND: The City's Capital Improvements Program (CIP) includes construction of Schmidt Lake Road from approximately Holly Lane to Comstock Lane including a bridge over the Canadian Pacific railroad track. The project completes Schmidt Lake Road from the east border of Plymouth to Peony Lane providing a major east west route across the City. This segment of Schmidt Lake Road is necessary to provide another route to the Wayzata High School relieving pressure on Peony Lane. In addition it provides a second access to recent developments east of the High School including Conor Meadows, Harvest Hills and Timber Creek Crossing. This is important to provide emergency access to the area as well as general access for the residents. The bridge itself greatly increases the reliability and safety of the railroad crossing. Portions of this segment have been constructed by the developers of Harvest Hills and Timber Creek Crossing. The remaining portion including the bridge will be constructed by this project. Bids were received for the construction of Schmidt Lake Road Bridge and Street Improvements Project on Thursday, December 19, 2002. Attached is a letter from the consulting engineer, SRF Consulting Group, Inc., recommending that the contract be awarded to the low bidder, Lunda Construction Company, with a low bid of $2,332,663.40. The low bid is 2.8% over the engineer's estimate of 2,267,891.70. All the bids received are within 11% of the low bid. This is considered quite close and indicates that this is a fair price for this project at this time. In addition we believe it is likely that prices will increase as MnDOT releases a big bridge program later this year. Lunda Construction Company is one of the major bridge contractors in the Twin Cities area. They have completed many projects similar to this one and have been used by MnDOT on several projects. They are considered well qualified for this project. BUDGET IMPACT: The completion of Schmidt Lake Road and the bridge over the CP Railroad from approximately Holly Lane to Comstock Lane was included in the 2001 to 2006 CIP at an estimated total cost of $2,130,000. This cost included the developers' cost to construct Schmidt Lake Road adjacent to the Harvest Hills and Timber Creek Crossing developments as well as the portion the City will be reimbursing in accordance with City policy and the City project. The portion that is the City's responsibility was estimated in the CIP to be $1,600,000. SUBJECT: AWARD CONTRACT SCHMIDT LAKE ROAD BRIDGE AND STREET IMPROVEMENTS Page 2 The most recent estimate of the City's portion of the cost for this segment of Schmidt Lake Road including engineering, legal, contract administration, materials testing and a 5% contingency is 3,423,782. This estimate is based on the developer reimbursements specified in the development contracts and the bid for the street and bridge project. In addition the City will receive an assessment amount of $158,364 from the developer of Timber Creek Crossing for the portion of Schmidt Lake Road being constructed by City Project 2021 that will reduce the amount from the City's State Aid funds to 3,265,418. In addition to this assessment the developers of Harvest Hills and Timber Creek Crossing spent an estimated $300,000 on construction that was not reimbursed. This is pursuant to City's assessment policy. This does not include the cost of right of way for the roadway dedicated by the developers with their plats also in accordance with City policy. The main reason the project's cost is higher then estimated in the CIP is work unanticipated in 1996 when the project was first added to the CIP especially much greater earthwork and the type of bridge required for clearance from the railroad track. This is due to the limited information on grades and alignment available in 1996. In addition the cost estimate originally used appears to be relatively low and was not increased for inflation as the CIP was updated until the 2001-2006 CIP was developed. This cost update was only for 2 years of inflation since staff assumed the 2000 cost was relatively good. Funding for the project is available to the City either in the City's Municipal State Aid (MSA) Fund or the City's balance at the State Aid office. The City must apply for funding of an approved State Aid eligible project such as the Schmidt Lake Road bridge to access this balance. When the 2001-2006 CIP was developed the balance available at the State Aid office was inadvertently not included in the funding projections. This resulted in the City having approximately $2,210,000 more available at the start of 2003 then the 2001-2006 CIP projected we would. Staff has determined that there are sufficient funds available in the State Aid accounts to cover the portion of all projects in the 2001-2006 CIP that were projected to use State Aid funds. It should be noted that this may require borrowing against the following year's allocation which is permitted by State Aid rules and was anticipated in the 2001-2006 CIP. This does not include developer costs to construct segments of Schmidt Lake Road not reimbursed by the City. 2 Excess funds will be held in the City's Municipal State Aid Fund. Funding Source City Cost State Aid Assessments Harvest Hills 74,082 Timber Creek Crossing: Street Construction 43,058 367,732 158,364 Embankment Construction 390,813 City Project No. 2021: Street and Bride 2,332,663 2,332,663 Engineering/Contingency 25% 583,166 583,166 Total 3,423,782 3,283,561 158,364 Total Funding Available2 3,441,925 This does not include developer costs to construct segments of Schmidt Lake Road not reimbursed by the City. 2 Excess funds will be held in the City's Municipal State Aid Fund. SUBJECT: AWARD CONTRACT SCHMIDT LAKE ROAD BRIDGE AND STREET IMPROVEMENTS Page 3 RECOMMENDATIONS AND CONCLUSIONS: I hereby recommend that the City Council adopt the attached resolution awarding the contract for City Project No. 2021, Schmidt Lake Road Bridge and Street Improvements, to the low bidder, Lunda Construction Company, in the amount of $2,332,663.40. Ronald S. Quanbeck, P.E. City Engineer attachments: Resolution Letter Map CITY OF PLYMOUTH RESOLUTION NO. 2003 - RESOLUTION AWARDING BID SCHMIDT LAKE ROAD BRIDGE AND STREET IMPROVEMENTS CITY PROJECT NO. 2021 WHEREAS, pursuant to an advertisement for bids for the construction of the Schmidt Lake Road Bridge and Street Improvements and all necessary appurtenances, bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: COMPANY TOTAL BID Lunda Construction Company 2,332,663.40 Ames Construction, Inc. 2,499,505.02 C.S. McCrossan, Inc. 2,563,301.00 R.R. Schroeder Construction, Inc. 2,585,523.82 WHEREAS, it appears that Lunda Construction Company of Black River Falls, WI is the lowest responsible bidder, complying with the minimum specifications. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA: 1. The Mayor and City Manager are hereby authorized and directed to enter into the contract with Lunda Construction Company of Black River Falls, WI in the name of the City of Plymouth for Schmidt Lake Road Bridge and Street Improvements according to the plans and specifications therefore approved by the City Council and on file in the office of the City Engineer in the amount of 2,332,663.40. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. 3. Funding for this project shall be as follows: MSA Fund $3,265,418 Special Assessments $158,364 Adopted by the City Council on January 16, 2003. Hary C-Si- TVnnber Creek Cro53" Ci4y Projee+ 2021 J Note : Br* 21" k -men + Wes+ of CPp.,VIt by TimbeirCreek. Gross ! n9A Schvnidt Lake Road Prof NO. 20Z1 01 CONSULTING GROUP, INC. Transportation - Civil Structural - Environmental Planning Traffic - Landscape Architecture Parking SRF No. 0024553 December 23, 2002 I Mr. Dan Faulkner, P.E. Director of Public Works CITY OF PLYMOUTH 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Dear Mr. Faulkner: SUBJECT: SCHMIDT LAKE ROAD BRIDGE 27A95 CITY PROJECT No. 2021 Sealed bids were received for the above referenced project on Thursday, December 19, 2002 at the Plymouth City Hall. A total of four (4) bids were received. The bids have been reviewed and checked and are tabulated below: Contractor Lunda Construction company Ames Construction, Inc. C.S. McCrossan, Inc. R.R. Schroeder Construction, Inc. Engineer's Estimate Total Bid 2,332,663.40 2,499,505.02 2,563,301.00 2,585,523.82 2,267,891.70 A complete bid tabulation is enclosed with this letter. The low bid is 2.8 percent above the final Engineer's Estimate at the time of bid. We recommend award to Lunda Construction Company in the amount of $2,332,663.40. Sincerely, 10 55447- 447 r SRF CONSULTING GROUP, INC. Cb David A. Roedel, P.E. AssociateEnclosure SRF:Vo13:047:4553:DOC: [xtterBidAwardl2-23-02.docOneCarlsonParkwayNorth, Suite 150, Minneapolis, MN Telephone (763) 475-0010 Fax (763) 475-2429 http://www.srfconsulting.com An Equal Opportunity Employer