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ST0301A-AG100427AGENDA REQUEST FORM T H E.` 1 T Y. a F DEPT: Engineering COPPELL �` DATE: April 27, 2010 � k S ITEM #: 13 nWORK SESSION 1:1 CONSENT 0 REGULAR ITEM TYPE: CONTRACT /BID or PROPOSAL ITEM CAPTION: Consider approval of award of Bid #Q- 0310 -02 for reconstruction of Bethel Road II in the amount of $2,089,019.05, as provided for in General Fund Balance, to JRJ Paving, Inc.; and authorizing the City Manager to sign and execute any necessary documents. GOAL(S): EXECUTIVE SUMMARY: Bid No. Q- 0310 -02 opened on April 2, 2010. Three bids were received, with the low bid from JRJ Paving, Inc. in the amount of $2,089,019.05. This project is designed to replace the current 24 -foot wide asphalt street with a 28 -foot wide concrete street with improved drainage, and a sidewalk along the south side of the road for the entire length, and a sidewalk on the north side of the road from Denton Tap to Knights Way. The project also includes the reconstruction of the bridge over Grapevine Creek. FINANCIAL COMMENTS: Funds have been designated in General Fund - Fund balance for this project. The funds are to be reimbursed from a future bond issue. RECOMMENDED ACTION: Staff recommends that Bid No Q- 0310 -02 be awarded to JRJ Paving, Inc. in the amount of $2,089,019.05 and will be present to answer any questions. ACTION TAKEN BY COUNCIL: APPROVED BY CITY COUNCIL ON ABOVE DATE Motion to Approve M - Brancheau S - Tunnell Vote - 6 -0 osa- Flores absent • Libby Ball Hino 1 2010.04.28 15:32:10 05'00' I#BethelRoadContract -1A T H E C I T Y - O F COPPELL 0 MEMORANDUM TO: Mayor and City Council VIA: Kenneth M. Griffin, P.E., Director of Engineering/Public Works FROM: Keith R. Marvin, P.E., Project Engineer DATE: April 27, 2010 RE: Consider approval of award of Bid #Q- 0310 -02 for reconstruction of Bethel Road II in the amount of $2,089,019.05, as provided for in General Fund Balance, to JRJ Paving, Inc.; and authorizing the City Manager to sign and execute any necessary documents. On April 2, 2010 the City of Coppell received and opened three bids for the reconstruction of Bethel Road, from Denton Tap Road to Penfolds Lane. The three bids ranged from a low bid of $1,969,019.05 to a high of $2,291,933.91. This project was designed by Freese & Nichols, Inc., and their engineer's estimate was $1,933,590.61. This project is designed to replace the current 24 -foot wide asphalt street with a 28 -foot wide concrete street with improved drainage, and a sidewalk along the south side of the road for the entire length, and a sidewalk on the north side of the road from Denton Tap to Knights Way. The project also includes the reconstruction of the bridge over Grapevine Creek. The bid includes considerable enhancements to be incorporated into the bridge, including decorative bridge rails, bridge lighting and banner poles. A resolution to close Bethel Road from Armstrong Blvd. to Penfolds Lane was approved at the June 9, 2009 City Council meeting. This resolution allowed for a maximum closure of five months, and established incentives and disincentives associated with this time frame. The low bidder on this project was JRJ Paving, Inc. from Dallas. Their bid was in the amount of $1,969,019.05. We used a set time of construction for this bid of 270 calendar days. We also included incentives for project completion in less than 270 calendar days. The maximum incentive for the project is $120,000 including both the bridge incentives and the early completion incentive. This contractor has completed similar projects throughout the DFW area, including several projects for the City of Coppell. They are qualified, and capable of completing this project. We are including the maximum incentive amount in the award; however the incentive will only be paid if it is earned under the terms of the contract. Staff recommends the award of the Bethel Road II project, from Denton Tap Road to Penfolds Lane to JRJ Paving, Inc. in the amount of $2,089,019.05, as budgeted in the Capital Improvement Fund with 270 calendar days. Staff will be available to answer any questions at the council meeting. 4055 International Plaza, Suite 200 • Fort Worth, Texas 76109 • 817 - 735 -7300 • fax 817 - 735 -7491 www.freese.com 4/15/2010 Mr. Kenneth Griffin Director of Public Works City of Coppell 255 Parkway Boulevard Coppell, Texas 75019 RE: Bethel Road II — Phase I — Award Recommendation Dear Ken: Listed below is the summary of bids for the Bethel Road II — Phase I. A total of three bid proposals were received on April 2, 2010. Summary of Bids: Corrected Base Bid Base Bid plus Alternates 1) JRJ Paving, LP $ 1,969,019.05 $ N/A 2) REBCON $ 2,103,479.70 $ N/A 3) McMahon Contracting, LP $ 2,291,933.91 * $ N/A *McMahon Contracting's original bid was $2,399,973.91. They incorrectly placed a unit cost and quantity for item #141 which was deleted by addendum 41. Therefore $108,040 was removed from their bid. The number shown above is their Corrected Base Bid. Freese and Nichols' estimate for the Base Bid was $1,997,590.61. A copy of the bid tabulation is attached for your use and information. Based on their previous experience with the City of Coppell and the references checked, JRJ Paving, LP appears to have a good record on this type of project. We were told they are flexible with changes and schedules, as well as having seasoned project managers. Based on this information, Freese and Nichols recommends that the City of Coppell award the construction contract for this project to JRJ Paving, LP in the amount of $1,969,019.05. Please call me at (217) 217 -2282 if you have any questions. Sincerely, FREESE AND NICHOLS, fNC. X. 2ZI B. Caleb Thornhill, P.E. 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