AGENDA MEMO
September 7, 2010
Approval of a resolution:
BACKGROUND
The proposed FY 10-11 Budget included $150,000 for the replacement of the City’s salt storage facility which was damaged in a storm last year. The proposed project called for a new 75 foot by 65 foot precast concrete building that would accommodate the City’s full salt allotment for a year. The building would be constructed near the current shed located at our Municipal Services complex.
Staff solicited separate bids for different parts of the project and also planned to complete some of the work with City staff. There was a very low bid response rate and we received only one bid per project category and received no bids for the roofing portion of the project. Based on the original bids the project would cost approximately $284,000. Staff contacted all the vendors who had not submitted bids. The comments relayed from these companies ranged from the project being beyond their capabilities, that they did not have time to complete the project, or that they forgot to submit. Staff contacted the low bidders to negotiate a lower cost.
A summary of the bids and negotiated prices are as follows:
1 Concrete Footing-Cast in Place Concrete-The proposed work is for the installation of a concrete footing. The Municipal Services Department would be responsible for the excavation and removal of all spoils. Sealed bids were opened on July 22, 2010 and staff had received one (1) sealed bid from Martino Concrete in the amount of $17,750. Staff has negotiated a lower price with Martino Concrete which is now $15,750.
2 Precast Structural Walls and Installation-The proposed work is for the fabrication and installation of the Precast Structural Walls. Sealed bids were opened on July 22, 2010 and staff had received one (1) sealed bid from Dukane Precast Inc. in the amount of $110,000. Staff has negotiated a lower price with Dukane Precast, Inc, which is now $98,500.
3 Steel Roof Joists and Decking- The proposed work is for the fabrication and installation of the Steel Roof Joists and Decking. Sealed bids were opened on July 22, 2010 and staff had received one (1) sealed bid from Advance Steel Erection in the amount of $28,800. Staff has negotiated a lower price with Advance Steel Erection, Inc which is now $28,500.
4 Roofing-Membrane Roofing - Sealed bids were opened on July 22, 2010 and staff had received no bids while four bid proposals were sent out. Staff has recently received two quotes for the roofing material and installation from the following vendors:
Vendor proposal negotiated
Care Sheet Metal, Inc $16,500.00 $15,000.00
Rooftech Systems Inc $33,600.00 N/A
5 Concrete Floors- The proposed work is for the material and installation of a concrete floor for the Salt Storage Facility. Sealed bids were opened on July 22, 2010 and Staff had received one (1) sealed bid from Martino Concrete in the amount of $25,100. Staff has negotiated a lower price with Martino Concrete which is now $24,600.
6 Miscellaneous Items- Surveying, Inspections, Electrical, Aggregate, Dump Fees, and a contingency fee estimated to cost $37,417.
7 Non essential Items-This part of the project is considered non essential and will be evaluated with next year’s budget. These items include Vents-Soffit and Fascia, Overhead Garage Door, Man Door, Landscape Restoration-Topsoil and Seed. These items are estimated to cost $27,500. Staff did receive a bid from Anagnos Door Inc for the overhead door. Since this part of the project will be put on hold staff requests that this bid be rejected.
Staff will be the general contractor for this project and also undertake certain parts of the project. Attachment A is a summary of the vendors and costs associated with the project.
|
ACCOUNT NUMBER |
ACCOUNT DESCRIPTION |
FY 10/11 BUDGET |
REVISED FYE 4-30-11
BUDGET ALLOCATION |
PROPOSED EXPENDITURE |
|
25-35-4815 |
SALT STORAGE FACILITY |
$150,000 |
$220,000 |
$219,767 -($14,500) Insurance Claim $205,267 NET COST |
COMMITTEE RECOMMENDATION
The Staff recommended rejecting the bids and proceeding with the project at a later date. The Municipal Services Committee and Admin/Finance Committee recommends accepting the low bids at the lower negotiated amount and to proceed with the project in an amount not to exceed $220,000.00. The Administrative/Finance Committee further recommended reviewing non essential items during the FY11/12 budget meetings.
ALTERNATE CONSIDERATION
Not approving the Salt Storage Facility.
DECISION MODE
This item will be placed on the September 7, 2010 City
Council agenda for formal approval.