Title
Consider a memorandum/resolution to reject all bids for Bid No. 23-38, Trimmier Road/10th Street at Hallmark Avenue Drainage Improvement.
Summary
DATE: August 15, 2023
TO: Kent Cagle, City Manager
FROM: Edwin Revell, Executive Director Development Services
SUBJECT: Reject All Bids of Bid No. 23-38 Trimmier Road/10th Street at Hallmark Avenue Drainage Improvements
BACKGROUND AND FINDINGS:
This project was included in the Capital Improvement Plan as a project in FY 2022 as a result of drainage issues found across the intersection during high storm events. This project was included in the 2012 Drainage Master Plan as a proposed project to address ditch and neighborhood drainage issues.
The project includes installation of inlets along Trimmier and Hallmark Avenue with underground drainage pipe. The project design included relocation of existing water main that was found to conflict with the proposed design.
Clark Associates provided professional services for design and bids. All received bids were opened and read aloud on July 13 through zoom online video conferencing and are noted below.
|
Bidders |
Total Bid Amount |
|
Bell Contractors |
$1,674,763.13 |
|
TTG Utilities |
$1,254,452.00 |
|
Emerson Construction Company |
$1,394,734.00 |
THE ALTERNATIVES CONSIDERED:
1. Reject all received bids and do not move forward with the construction of the Trimmier Road/10th Street at Hallmark Avenue Drainage Improvement Project.
2. Award Bid 23-35, Bermuda Ditch Retaining Wall Repair, to TTG Utilities in the amount of $1,254,452.00.
Which alternative is recommended? Why?
Staff recommends Alternate 1. Reject all received bids and do not move forward with the construction of Trimmier Road/10th Street at Hallmark Avenue Drainage Improvement Project.
a. The project bids were all above the engineers estimate and available funding.
b. Clark and Associates, the engineering design consultant for the project, has reviewed the bids and recommended rejection of all bids.
CONFORMITY TO CITY POLICY:
The project conforms to all State and City purchasing policies.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The total cost for the construction of the Trimmier Road/10th Street at Hallmark Avenue Drainage Improvement Project is $1,254,452.00 if awarded the bid. There are not sufficient funds in the account for this capital project. A budget transfer from other project(s) would be necessary to proceed with the award of this bid.
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted?
Yes, $660,409 is available for this project in the Drainage Utility CIP Fund in account 375-8934-493.69-03. However, this is not sufficient funding to cover the cost of the lowest proposed bid.
If not, where will the money come from?
A budget transfer from other projects would need to occur for the additional funding. This would result in the delay or cancellation of the projects the funding would be taken from.
Is there a sufficient amount in the budgeted line-item for this expenditure?
N/A
RECOMMENDATION:
Staff recommends that the City Council reject all received bids and do not move forward with the construction of Trimmier Road/10th Street at Hallmark Avenue Drainage Improvement Project.
DEPARTMENTAL CLEARANCES:
Development Services
Finance
City Attorney
ATTACHED SUPPORTING DOCUMENTS:
Consultant Recommendation Letter
Bid Tab