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Home My WebLink AboutResolution 40-13RECORD OF RESOLUTIONS Dayton Legal Blank. Inc., Form No 30445 C 40 -13 Resolution No. Passed 20 A RESOLUTION ACCEPTING THE LOWEST AND BEST BID FOR THE 2013 SIDEWALK MAINTENANCE PROGRAM WHEREAS, formal advertising and competitive bidding procedures have been conducted, pursuant to Section 8.04 of the Revised Charter and Chapter 37 of the Dublin Code for the 2013 Sidewalk Maintenance Program; and WHEREAS, Council has determined that the bid submitted by Adleta, Inc. constitutes the lowest and best bid; and WHEREAS, Council has determined that there may be a legitimate need to declare the relocation of the utilities in connection with the above - referenced project as a "'single source" procurement, for reason that the company owning the utilities in question has the exclusive rights to relocate such utilities. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, — of its elected members concurring, that: Section 1. The bid submitted by Adleta, Inc. in the total amount of $344,604.70 is hereby accepted. Section 2 . The City Manager is hereby authorized to enter into contracts with Adleta, Inc. for performance and completion of the 2013 Sidewalk Maintenance Program, pursuant to the Advertisement, Proposal and Contract Documents for said project on file in the office of the City Engineer. Section 3. This Resolution shall take effect and be in force upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this _5–f day of 2013. r Mayor - P ding Officer ATTEST: �� Clerk of Council Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1090 7 c e ity of Dublin Phone: 614 - 410 -4400 • Fax: 614 - 410 -4490 To: Members of Dublin City Council From: Marsha I. Grigsby, City Manager'�Q� -- Date: June 27, 2013 Initiated By: Paul A. Hammersmith, P.E., Director of Engineering /City Engineer Darren Lee, P.E., Civil Engineer Memo Re: Resolution No. 40 -13 - 2013 Sidewalk Maintenance Program - Bid Acceptance Summary The 2013 Sidewalk Maintenance Program was divided into two phases (to be completed in 2013 and 2014) and was bid as a larger project, grouping a larger number of repairs together with the goal of providing an economical means of accomplishing the sidewalk repair work. This would allow the contractor to be more efficient after mobilization and during construction. The program was divided into two phases in order to spread out the cost of repairs over a two -year period and to make the program more manageable. Phase One of the 2013 Sidewalk Maintenance Program will include sidewalk repairs in the following subdivisions: Bristol Commons, Bellepoint , Brandon, Wellington Place, Sheffield Place, Coventry Woods and Woods of Dublin. Phase Two of the 2013 Sidewalk Maintenance Program would include repairs in the following subdivisions: Earlington Village, Hemingway Village, Indian Run Meadows, Shannon Park, Ballantrae, Brighton Park and Waterford Village On June 13, 2013, two (2) bids were received, publicly opened and read for the 2013 Sidewalk Maintenance Program. The Engineer's estimate for both phases was $570,000. The estimate for Phase One was $320,000 and Phase Two was $250,000. Adleta, Inc. submitted the lowest and best combined bid of $612,399.70 for the 2013 Sidewalk Maintenance Program consisting of Phase One ($344,604.70) and Phase Two ($267,795.00). Staff has reviewed all bids and a summary of the bids is listed below. The bids received were slightly higher than anticipated for the removal and replacement of the concrete sidewalk areas. The Sidewalk Maintenance Program is not a project where a contractor can expect high productivity, and this is reflected in the increased costs for the replacement of the concrete sidewalks. In addition, there were a number of projects out for bid from various entities at the time this project was advertised, which may have contributed to only receiving two bids for the project. Bid as Read Bidder Bid as Read Over ( +) or Under ( -) Corrected Bid Engineer's Esdmate Adleta, Inc. $612,399.00 7.4% $612,399.70 Shelly & Sands, Inc. $698,460.00 22.5% The bids received were slightly higher than anticipated for the removal and replacement of the concrete sidewalk areas. The Sidewalk Maintenance Program is not a project where a contractor can expect high productivity, and this is reflected in the increased costs for the replacement of the concrete sidewalks. In addition, there were a number of projects out for bid from various entities at the time this project was advertised, which may have contributed to only receiving two bids for the project. Res. 40 -13 - 2013 Sidewalk Maintenance Program — Bid Acceptance June 27, 2013 Page 2 of 2 As in the past, the majority of the sidewalk repair locations are caused by tree roots heaving the sidewalks. As part of the repair process, these roots will be pruned and removed. A few trees that have larger roots removed in the sidewalk repair process will also have their canopies thinned and trimmed by forestry staff from the Parks Division. Engineering works closely with the forestry staff on the sidewalk repair process to ensure impact to trees will be minimized where feasible. Staff anticipates initial construction activities to begin July 15, 2013. The scheduled completion date for Phase One of the project is October 1, 2013. For Council's reference and review, a reduced set of project construction drawings has been placed in the Council Planning Room. The City has no previous experience with Adleta, Inc. and as a result, staff has thoroughly reviewed their bid and contacted their references. The references contacted did provide favorable feedback on Adleta, Inc's. concrete work and performance capabilities. Funding in the amount of $375,000 has been appropriated in 2013 and $250,000 is currently programmed in 2015. As part of the Capital Improvements Program update for 2014 -2018, we anticipated moving the current allocation in 2015 to 2014. Based on the results of Phase One work, staff will provide a recommendation in the future if Phase Two work should be awarded in 2014, or if Phase Two should be advertised for bid as a separate project in 2014, provided that funds are made available in 2014 for the Sidewalk Maintenance Program. Recommendation Staff recommends Council approval of Resolution 40 -13, accepting as lowest and best the bid of Adleta, Inc. for Phase One of the 2013 Sidewalk Maintenance Program in the amount of $344,604.70 and authorizing the City Manager to enter into a contract with Adleta, Inc. for this project. City of Dublin -, R City of Dublin Division of Engineering Woof *I M 9•• • 9 • • 0 • 9 •NN « �• • 900400 « • • • f•O •• •M LL *-L - 0 4 • • M. 7w • • 745 • • • • • N �� ••• • • 0 • • • • • Li • • • • • • • • • • ••• • • • ' • • • : ~• • .: N ••• 0:• 00 .1 ••• 0 0 N 0 • . 0 :• 0900 • • • �•••• 00 • • Sidewalk Program • 2013 Addresses 11