Resolution 52-22
To: Members of Dublin City Council
From: Megan D. O’Callaghan, City Manager
Date: November 1, 2022
Initiated By:
Robert E. Ranc, Jr., Deputy City Manager/Chief Operating Officer
Paul A. Hammersmith, PE, Director of Engineering/City Engineer
C. Aaron Stanford, PE, Deputy Director of Engineering – Utilities
Re: Resolution 52-22 – Accepting the Lowest and Best Bid for the Waterline
Replacements - Phase 6 Project (22-027-CIP)
Summary
On September 21, 2022, four (4) bids were received and publicly opened for the Waterline
Replacement – Phase 6 Project (Project). The scope of work for this Project includes the
replacement of aging 2-inch and 3-inch public waterlines with 6-inch waterline and associated
hydrants and appurtenances. As part of the work for this Project, the portion of the impacted
roadways will be resurfaced once the waterline installations are complete. The areas identified for
the Project are areas which have small diameter public waterlines and a higher incident of break
history.
All efforts will be made to maintain access to the residences during construction. The City will have
a designated engineering project inspector assigned to this Project, who will be available to answer
questions and manage access needs at adjacent residences throughout the Project.
Base Bid
The 2022-2026 Capital Improvements Program (CIP) includes a budget of $600,000 for this
Project. The budgeted funds are an annual allocation for waterline replacements and are not
based on programming level estimates for the selected areas of work. As a result, Phase 6 was bid
with a base bid and two alternates, as described below, to obtain bids on all replacement areas
within Phase 6. This approach provides flexibility for the Project scope and costs as recent material
prices have been increasing.
The Project base bid included waterline replacements in four (4) locations: Hawick Court North,
Hawick Court South, Gavington Court, and Whittingham Drive. A location map showing the areas
for the base bid, alternate #1, and alternate #2 is attached to this memo. The Engineer’s
Estimate for the base bid is $688,535.
Elite Excavating submitted the lowest and best base bid of $606,535. Staff has reviewed all bids
and a summary of the bids received is included below.
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017
Phone: 614.410.4400 Memo
Memo re. Accepting the Lowest and Best Bid for the Waterline Replacements – Phase 6 Project (22-027-CIP)
November 1, 2022
Page 2 of 4
BASE BID
Bidder Bid as Read Bid as Read Corrected Bid Over (+) or Under (-)
Engineer’s Estimate
Elite Excavating $606,535.00 -11.9% N/A
Strawser Paving $633,542.25 -8.0% N/A
Double Z Construction $646,141.75 -6.2% N/A
Danbert, Inc. $657,582.26 -4.5% N/A
Alternate #1
Alternate #1 is for work associated with Gairloch Court. The Engineer’s Estimate for alternate #1 is
$193,680.
Elite Excavating submitted the lowest and best bid for alternate #1 of $151,355. Staff has
reviewed all bids for alternate #1 and a summary of the bids received is included below.
ALTERNATE #1 BID
Bidder Bid as Read Bid as Read Corrected Bid Over (+) or Under (-)
Engineer’s Estimate
Elite Excavating $151,355.00 -21.9% N/A
Double Z Construction $172,091.00 -11.1% N/A
Strawser Paving $177,132.00 -8.5% N/A
Danbert, Inc. $188,002.07 -2.9% N/A
Alternate #2
Alternate #2 is for work associated with Lochmore Court East. The Engineer’s Estimate for
alternate #2 is $191,028.
Elite Excavating submitted the lowest and best bid for alternate #2 of $165,020. Staff has
reviewed all bids for alternate #2 and a summary of the bids received is included below.
Memo re. Accepting the Lowest and Best Bid for the Waterline Replacements – Phase 6 Project (22-027-CIP)
November 1, 2022
Page 3 of 4
ALTERNATE #2 BID
Bidder Bid as Read Bid as Read Corrected Bid Over (+) or Under (-)
Engineer’s Estimate
Elite Excavating $165,020.00 -13.6% N/A
Strawser Paving $176,161.00 -7.8% N/A
Double Z Construction $180,662.20 -5.4% N/A
Danbert,, Inc. $182,450.94 -4.5% N/A
Impact of Ductile Iron Supply and Cost
As detailed in the June 14, 2022 City Manager update memo, “Ductile Iron Water System
Components Supply,” there is presently an extended delivery time for ductile iron components (the
June 14, 2022 memo is attached to this memo for reference). Accordingly, it is anticipated the
lead-time to secure the ductile iron components for this Project will be ten months from the time
of order. Due to this supply delay, Engineering staff extended the completion date for this Project
to December 31, 2023. However, it is important to proceed with the Project now to order the
necessary ductile iron components as quickly as possible to account for the extended lead-time.
Resident Communication
A public information meeting was conducted on May 11, 2022 for this Project, and no residents
attended. Since this Project did not start construction this year, staff sent a letter this past July to
residents adjacent to the Project area making them aware construction is being deferred until
2023. Additionally, once staff has determined a definite construction schedule in 2023 from the
selected contractor, it will be communicated to the adjacent residents next year.
Recommendation
Due to available funding, staff is recommending moving forward with only the base bid for the
Project. Staff is not recommending awarding alternate #1 or alternate #2, and those areas will be
included in Phase 7 of the waterline replacements. Phase 7 of the waterline replacements is
currently scheduled for construction in 2024.
Staff has thoroughly reviewed the bid submitted by Elite Excavating and determined it to be a
complete and acceptable cost to perform the specified work for this Project. Previous experience
with Elite Excavating has been favorable, including these recent projects: Deer Run Force Main and
Lift Station (2022) and Sanitary and Water Line Extensions Areas 4B, 4C, and Bright Road Water
Main Installation (2020). Staff is confident Elite Excavating is well qualified to perform this Project.
Staff recommends approval of Resolution 52-22, accepting as lowest and best the bid (base bid) of
Elite Excavating in the amount of $606,535.00 and authorizing the City Manager to enter into a
contract with Elite Excavating for this Project.
Memo re. Accepting the Lowest and Best Bid for the Waterline Replacements – Phase 6 Project (22-027-CIP)
November 1, 2022
Page 4 of 4
LOCATION MAP
Waterline Replacement –Phase 6 (Hawick Court North)
Waterline Replacement –Phase 6 (Hawick Court North –Enlarged)
Waterline Replacement –Phase 6 (Hawick Court South)
Waterline Replacement –Phase 6 (Hawick Court South -Enlarged)
Waterline Replacement –Phase 6 (Gavington Court)
Waterline Replacement –Phase 6 (Gavington Court -Enlarged)
Waterline Replacement –Phase 6 (Whittingham Drive)
Waterline Replacement –Phase 6 (Whittingham Drive -Enlarged)
To: Members of Dublin City Council
From: Dana L. McDaniel, City Manager
Date: June 14, 2022
Initiated By: Robert E. Ranc, Jr., Deputy City Manager/Chief Operating Officer
Paul A. Hammersmith, PE, Director of Engineering/City Engineer
C. Aaron Stanford, PE, Deputy Director of Engineering – Utilities
Brian Gable, PE, Deputy Director of Engineering – Design and Construction
Re: Ductile Iron Water System Components Supply
Summary
Over the past several months, Engineering staff has been aware of supply, production and delivery
issues with numerous materials, components and products used in the construction of public
infrastructure projects within the City. This includes ductile iron water system components used in the
construction of Dublin’s water distribution system which consist of water main pipes, valves, fire
hydrants, fittings, etc. In the past, ductile iron water system components typically have been available
within a few weeks of being ordered. Since late summer of 2021, a few weeks has turned into a few
months and has been steadily increasing this year.
Presently, the City of Dublin has several projects advertised for bids and has received numerous
comments from contractors preparing bids for those projects that the time to receive the specified
ductile iron components has recently increased from 4 to 5 months to 9 to 12 months. As a result of
this extended delivery time, many contractors have requested the completion dates for the projects
currently in the bidding phase be extended to account for this increase in material supply delivery
time.
Engineering staff has contacted local suppliers of the ductile iron water system components to verify
the lead times on fulfilling orders. The responses received indicate a time period of 9-12 months for
material delivery from the time the order is placed. Information from the suppliers and research by
staff have indicated there are several factors impacting the delivery times as follows:
Reduction in the number of operating foundries (from 12 to 7) since 2009
Widespread production staffing shortages since the onset of the COVID -19 pandemic
Inability to obtain needed parts for maintenance of foundries
Increased ductile iron component demand resulting from severely disrupted plastic
resin production limiting the availability of PVC pipe components
Availability of raw materials due to demand
According to one ductile iron pipe manufacturer, since late summer of 2021, they have been “selling
pipe as quickly as they can make it”. Additionally, it is expected the demand for ductile iron pipe will
remain strong over the next three years as a result of the Federal Infrastructure Bill that includes
several billion dollars in water and wastewater infrastructure rehabilitation.
While the information above is for domestically produced ductile iron materials, those components
produced by foreign countries have similar delivery times. It is interesting to note there are
apparently no suppliers of foreign manufactured ductile iron pipe in this region.
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017-1090
Phone: 614.410.4400 • Fax: 614.410.4490 Memo
Ductile Iron Water System Components Supply
June 14, 2022
Page 2 of 3
To account for this change in delivery time, staff has been analyzing the projects that will likely be
impacted by this supply issue. The following projects are currently in the active bidding
phase, and will require a revised completion date:
Riverside Drive East Shared Use Path, Section 1 – Waterline Extensions Areas 4A, 4B
Project work will be allowed to begin on the east side of Riverside Drive, south of Bright Road from
the date of the notice to proceed. All other work will be restricted to begin no earlier than March 15,
2023. The final completion date will be extended to September 15, 2023.
Shawan Falls Drive Bridge Replacement – 21-001-CIP
Staff is actively reviewing options for design modifications with the City of Columbus. The first option
will be to install a sleeve for the proposed public water main. This option would require the awarding
of the project being delayed and the completion date extended to July 2023. The second option is to
delay the start of all work until March 2023 and extend the completion date to September 2023.
Waterline Replacements – Phase 6 – 22-027-CIP
This project is largely constructing ductile iron water main. The completion date for this project is
being extended until August of 2023.
The following projects will be bid later in 2022:
Tartan West Booster Station Improvements – 22-028-CIP
This project includes ductile iron discharge piping components. This project is scheduled to be
advertised for bids in August of 2022 with the completion date being extended until August of 2023.
Franklin Street Extension – 21-012-CIP
This project includes ductile water main, fire hydrants, and valves. Currently scheduled to be
advertised for bids in October of 2022, with the bid acceptance appearing before Council in November
of 2022. The delay in ductile iron material delivery will likely extend the completion date of the
project.
Delivery Information from Other Communities
Staff has also reached out to surrounding communities to determine if they are experiencing the
same ductile iron delivery times and what actions they are taking to mitigate the impact to project
schedules.
Columbus – the City of Columbus water division is on hold to bid projects pending unrelated
modifications to their construction contractual requirements and has not recently bid a water
distribution system project. They acknowledge that lead times have become an issue.
Westerville – Decided to pre-purchase ductile iron pipe on two projects. Lead times quotes
Ductile Iron Water System Components Supply
June 14, 2022
Page 3 of 3
were 3-5 months. Actual lead times were 6 months and beyond. Westerville intends to
continue pre-purchasing ductile iron components. It needs to be noted that unlike Dublin,
Westerville operates and maintains their own water distribution system. As such, Westerville
carries additional inventory for the operation and maintenance of its system.
Powell – has not recently bid water related projects and cannot provide delivery information.
Staff will also continue to monitor the delivery times for ductile iron water system components and
update the project schedules accordingly.
Recommendation
This memo is for information only.