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Resolution 53-23RECORD OF RESOLUTIONS GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 30045 53-23 Resolution No. Passed , 20 A RESOLUTION ACCEPTING THE LOWEST AND BEST BID FOR THE FRANTZ ROAD AT METRO PLACE SOUTH TRAFFIC SIGNAL/ ELECTRICAL INFRASTRUCTURE IMPROVEMENTS PROJECT 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 Frantz Road at Metro Place South Traffic Signal/Electrical Infrastructure Improvements ; and WHEREAS, Council has determined that the bid submitted by Complete General Construction Company constitutes the lowest and best bid. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, _~] _ of its elected members concurring that: Section 1. The bid submitted by Complete General Construction Company in the total amount of $161,257.69 is hereby accepted. Section 2. The City Manager is hereby authorized to enter into contracts with Complete General Construction Company for performance and completion of the Frantz Road at Metro Place South Traffic Signal/Electrical Infrastructure Improvements project pursuant to the Advertisement, Proposal and Contract Documents for said project on file in the office of the City Engineer. Section 3. = This Council further hereby authorizes and directs the City Manager, the Director of Law, the Director of Finance, the Clerk of Council, or other appropriate officers of the City to prepare and sign all other agreements and instruments and to take any other actions as may be necessary to implement this Resolution and complete the Project. Section 4. This Resolution shall take effect upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this 26th day of June, 2023. Yas Mayor - Pepsiding Offi€er 7 ATTEST: Cl of Coumcil To: Members of Dublin City Council From: Megan D. O’Callaghan, P.E., City Manager Date: June 20, 2023 Initiated By: Jean-Ellen M. Willis, P.E., Director of Transportation and Mobility Re: Resolution 53-23 - Bid Acceptance for Frantz Road at Metro Place South Traffic Signal/Electrical Infrastructure Improvements Background On June 7, 2023, two (2) bids were received, publicly opened and read by Transportation and Mobility staff for the Frantz Road at Metro Place South Traffic Signal/Electrical Infrastructure Improvements Project (Project). This work replaces the traffic signal wiring and upgrades to a base-mounted controller cabinet with all new components including the uninterrupted power supply (UPS)/back-up power supply system, and installs new radar-based detection to improve the operational efficiency and maintainability of the intersection of Frantz Road at Metro Place South. The engineer’s estimate for the base project was $115,000. The engineer’s estimate including the contingency item, which is a video/radar detection system, was $130,000. The 2023-2027 Capital Improvements Program includes $110,000 for the Traffic Signal/Electrical Infrastructure Maintenance Program (ST23M08). Complete General Construction Company, Inc. submitted the lowest and best bid of $161,257.29, which includes the video/radar detection system contingency item. Staff has reviewed all bids and a summary of the bids received is listed below. Bidder Bid as Read, not including Contingency Item Bid as Read, plus Detection Upgrade Contingency Item Bid as Read Over (+) or Under (-) Engineer’s Estimate Without Contingency ($113,583.30) With Contingency ($128,583.30) Complete General Construction Company $132,007.69 $161,257.69 + 16.2% + 25.4% Jess Howard Electric Company $135,308.44 $162,192.29 + 19.1% + 26.1 % As can be seen above, the two (2) bids the City received are higher than the engineer’s estimate. Staff has determined the higher-than-expected bid prices for the project are due to market conditions and the specialty nature of the project work. Elevated market prices for certain construction materials have led to increased prices for electrical and other related bid items. For example, the traffic signal cabinet, detection system, power meter and flushing of the conduit system accounts for more than 95 percent of the cost increase. Office of the City Manager 5555 Perimeter Drive • Dublin, OH 43017-1090 Phone: 614.410.4400 • Fax: 614.410.4490 Memo Resolution 53-23 - Bid Acceptance for Frantz Road at Metro Place South Traffic Signal/Electrical Infrastructure Improvements June 20, 2023 Page 2 of 2 Due to the slight variance between the two (2) bids, staff believes the engineer’s estimate does not reflect the true cost to construct the project. Additionally, staff does not believe rebidding the project will produce lower bids and could possibly result in further inflationary increases in material cost. Staff also recommends including the video/radar detection system contingency item with the acceptance of this bid. In addition to considering the inflationary nature of current market conditions regarding future costs, this system will remove the induction loops currently in the pavement, which is cost effective in terms of on-going maintenance. The current detection is vulnerable to pavement conditions such as cracking, pot holes, wire breaking and/or rodents chewing on the wires. The upgraded system will not be vulnerable to these conditions and will also provide improved data for better operations and performance. Staff anticipates the construction to commence for the Project in March 2024. The delay in the start time is due to the anticipated long lead-time for significant components of the signal upgrade project, such as the traffic signal cabinet and detection system. The Frantz Road at Metro Place South intersection will remain open during construction. The project is scheduled to be complete by June 23, 2024 The following communication methods will be used to relay construction information with residents throughout the duration of the Project: • The City of Dublin Engineering Division construction updates to the website provides current construction schedule information. • Social Media (e.g. Twitter, Facebook, Instagram) is used to communicate timely construction updates. The City will have a designated engineering project inspector assigned to the work for this Project who will provide coordination, be available to answer any questions and manage access needs at adjacent residences throughout the performance of the work. Recommendation Staff has thoroughly reviewed the bid submitted by Complete General Construction Company and determined it to be a complete and acceptable cost to perform the specified work for this Project. Complete General Construction Company proposes to perform all work on this project with no subcontractors. Previous experience with Complete General Construction Company has been favorable, including three (3) recent similar traffic signal upgrade projects: Signalized Intersection Upgrade - Phase 1 – 18-025-CIP at the intersections of Bridge Street at High Street, and Emerald Parkway at Coffman Road and Coffman Park Drive; Frantz Road at Bradenton Avenue Traffic Signal Upgrade – 18-025-CIP; and Phase 3 – 18-027-CIP at the intersection of Riverside Drive (SR- 257) at Summit View Road. Staff is confident Complete General Construction Company will perform well on this project. Staff recommends Council approval of Resolution No. 53-23 accepting as lowest and best the bid of Complete General Construction Company Inc. in the amount of $161,257.69 and authorizing the City Manager to enter into a contract with Complete General Construction Company Inc. for this project.