City of Lawrence
Utilities Department
MEMORANDUM
TO: David Corliss, ACM, Administrative Services;
FROM: Philip Ciesielski
CC: Roger Coffey, Michael Tubbs, Dave Wagner
DATE: July 22, 2005
RE: CS04-04 6th & Indiana Sanitary Sewer Improvements – Bid Rejection
Please include the following item on the consent agenda for the August 2, 2005 City Commission meeting.
Reject all Bids received on July 12, 2005 for CS04-04 6th & Indiana Sanitary Sewer Improvements:
Project History.
June 2004 – City hired BG Consultants for Engineering and Bid Phase Services for the following Capital Improvement Project at a cost of $23,724.
· CS04-04, 02 (6th & Indiana Sanitary Sewer Improvements)
December 2004 – Design of the sanitary sewer is complete and the necessary easements are identified. Timing of the construction is set to be completed prior to the resurfacing of 6th Street scheduled for late summer 2005.
January 2005 – Difficulty obtaining the required easements through the properties immediately north of 6th Street, 545 – 547 Indiana and 710 – 712 W 6th Street, prompts the Utility Staff to consider alternate alignments.
February 2005 – BG Consultants is retained to evaluate alternative alignments for the sanitary sewer that will avoid the properties in question. BG Consultants recommends an alignment which crosses 6th Street along the Mississippi Street Right of Way. This alignment does not require construction activity in 6th Street and will not interfere with the 6th Street resurfacing project
March – April 2005 – Per an approved amendment to the Contract, BG Consultants prepares project plans and specifications based on the alternate alignment noted above.
May 2005 – Staff receives, reviews and approves Final Construction Plans and Specifications for the project. Due to the realignment of the sanitary sewer line BG Consultants also recommendations the installation of a shared sanitary sewer service for 545 – 547 Indiana and 710 – 712 W 6th Street.
June 2005 – Staff obtains signatures of the property owners on the shared sanitary sewer service agreement and requests authorization for the City Manager to enter into the agreement and waive section 19-214(e) of the code.
July 2005 – Project advertised on June 29, 2005. Three bids received and opened on July 12, 2005.
Project Status/Details. On July 12, 2005 three bids were received for project CS04-04 6th & Indiana Sanitary Sewer Improvements. The Engineer’s Estimate prepared BG Consulting was $297,132.00. The lowest bid received was $378,000.63 from Brandy Electric. See the attached Bid Tab and Recommendation Memo from BG Consultants.
As indicated in the attached memo BG Consultants evaluated the bids received and are recommending the rejection of all three bids. Based on BG Consultants discussions with the three bidders, and other potential bidders, the inflated bids were not due to the nature of the work or actual material costs, but due to a lack of available contractors and subcontracts who could meet the schedule.
BG Consultants and Utility Department staff have concluded that it is in the best interest of the City to rebid the project at a later date. Staff will review and determine an appropriate bidding and construction schedule before bringing this item back to the City Commission.
Project Funding. Funding for the construction will come from the 2005 Utility Department Capital Improvement Project non-bonded construction fund.
Action Request. The Utilities Department is requesting that the City Commission reject the three bids received on July 12, 2005 for project CS04-04 6th & Indiana Sanitary Sewer Improvements.
Thank you for your assistance. Please advise if you have any questions.