ST9801-AG 990810AGENDA REQJEST FORM
7 lbe Clty With A Beautiftil Future
CITY COUNCIL MEETING: August 10, 1999 ITEM #
ITEM CAPTION:
Consider approval of awarding Bid /Contract #Q- 0199 -03 for the construction of Coppell Road from S.H.
121 to Sandy Lake Road to Ed Bell Construction Company in the amount of $2,000,949.25; and authorizing
the Mayor to sign.
SUBMITTED BY: Kenneth M. Griffin, P.E.
TITLE: Director of Engineering /Public Works
STAFF COMMENTS:
See attached memo.
APPROVED
BY
CITY COUN
DATE n'
BUDGET AMT. $ AMT. EST. $ +\ -BID $
FINANCIAL COMMENTS:
Funds are available in the 1999 Street CIP Accounts.
DIR. INITIALS: �7 FIN. REVIEW CITY MANAGER REVIEW:
Agenda Request Fo - - Revised 2/99 Document Name: #08102
2 ) Against the screening wall along Crestside Drive, substitute a plant
material on the City's approved Plant Palette for the Variegated
Privet.
Councilmember Peters seconded the motion; the motion carried 5 -0 with Mayor
Pro Tem Tunnell and Councilmembers Peters, Keenan, Stover and Wheeler
voting in favor of the motion.
18. Consider approval of entering into a contract with Railroad
Controls Limited for the design and installation of gate arms,
flashing lights and warning control circuits for the railroad
crossing signalization at Belt Line Road and the
Thompson /Lattimore Material crossing in the amount of
$144,225.64; and authorizing the Mayor to sign.
City Manager Jim Witt made a presentation to the Council. Mayor Pro Tem
Tunnell moved to approve a contract with Railroad Controls Limited for the
design and installation of gate arms, flashing lights and warning control
circuits for the railroad crossing signalization at Belt Line Road and the
Thompson /Lattimore Material crossing in the amount of $144,225.64; and
authorizing the Mayor to sign. Councilmember Peters seconded the motion;
the motion carried 5 -0 with Mayor Pro Tem Tunnell and Councilmembers
Peters, Keenan, Stover and Wheeler voting in favor of the motion.
w ..
W ,
19. Consider approval of awarding Bid /Contract #Q- 0199 -03 for
the construction of Coppell Road from S.H. 121 to Sandy Lake
Road to Ed Bell Construction Company in the amount of
�Y
$2,000,949.25; and authorizing the Mayor to sign.
City Manager Jim Witt made a presentation to the Council. Mayor Pro Tem
Tunnell moved to approve awarding Bid /Contract #Q- 0199 -03 for the
construction of Coppell Road from S.H. 121 to Sandy Lake Road to Ed Bell
Construction Company in the amount of $2,000,949.25; and authorizin th
Mayor to sign conditional on the eminent domain award on Au st 11 g e
the Special Commissioners' Court. Councilmember Wheeler seconded by
motion; the motion carried 5 -0 with Mayor Pro Tem Tunnell and
Councilmembers Peters, Keenan, Stover and Wheeler voting in favor o
motion. g f the
..
20. Consider approval of a Resolution supporting the use of the
State Infrastructure Bank to expedite the development of SH
CM081099
Page 10 of 13
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To: Mayor and City Council
From: Kenneth M. Griffin, P.E., Dir. of Engineering /Public Works 147
Date: August 10, 1999
RE: Consider approval of awarding Bid /Contract #Q- 0199 -03 for the construction of
Coppell Road from S.H. 121 to Sandy Lake Road to Ed Bell Construction
Company in the amount of $2,000,949.25; and authorizing the Mayor to sign.
On February 25, 1999, five bids were received and opened for the construction of Co p ell
Road from S.H. 121 south to Sandy Lake Road. At the time the project was bid, the City had
been negotiating with the last remaining property owner from which we had to acquire right-
Of We were under the impression that the property owner was agreeable to the City's
offer. Based on that understanding, the project was put out to bid. However, once the formal
offer was made for the acquisition of the right -of -way from the Callejo tract, that offer was
rejected. The property owner then retained an attorney and informed us that we would need to
acquire the property through the process of eminent domain. Since that time, we have retained
the services of an appraiser and have made a final offer on the acquisition of the right -of -way.
That final offer was also rejected. We now have a Commissioner's Court hearing set up on
August 11, 1999 to acquire the necessary right -of -way.
The award of this project is being brought forward so all approvals are in place in anticipation
that the Commissioner's Court hearings will be favorable and that we can acquire the right -of-
way immediately thereafter. If the City concurs with the decision of the Commissioner's
Court, all that is required to acquire the right -of -way is the placement of the value as
determined by the Commissioner's Court into an escrow with the Court . that time, we can
At
legally take possession of the property and proceed with the project. t not waiting the
additional two weeks to award the project, it is quite possible that monies could be placed in
escrow for the acquisition of the right -of -way, contracts could be signed and the contractor
could begin the project toward the latter part of August, as opposed to waiting for the award of
the contract in the latter part of August.
Because a bid is typically only valid for 90 days, there has been contact with the low bidder to
determine if he would extend his bid prices. Included with this agenda item is a June 7, 1999
letter in which the contractor has agreed to extend bid prices with the exception of two items.
One is the PVC water and sewer lines and the other is the 8" concrete paving. The total
increase in the PVC (bid items la -2 thru la -6) would be $10,176.25 and the total increase in
the 8" concrete (bid item lb -12) would be $12,441.00 for a total project increase of
$22,617.25. This in turn would make the award of the project $2,000,949.75. This adjusted
low bid is still approximately $240,000 less than the next low bid by McMahon.
recommends approval of the adjusted prices. Staff
My recommendation is to approve the award of the contract contingent upon a favorable ruling
by the Commissioner's Court on August 11, 1999. If the ruling is out of line of what the City
feels is justified for the acquisition of the right -of -way, then on August 24, 1999 1 will bring
forth an agenda item to reject all bids for the construction of Coppell Road. We will the
contest the value of the right -of -way assigned by the Commissioner's Court and acquire the
right -of -way prior to rebidding the project.
Staff recommends approval of Bid # Q- 0199 -03 in the adjusted amount of $ to
Bell Construction Company, contingent upon a favorable ruling by the Commissioner's Cour
and authorizing the Major to sign. t,
Staff will be available to answer any questions concerning this item at the Council meeting.
n
A C F T U R Y O F S E V C E
n
March 9, 1999 s "$`
FREESE-NICHOLS
Mr. Kenneth M. Griffin, P.E.
Director of Engineering & Public Works
City of Coppell
255 Parkway Boulevard
Coppell, Texas 75019
Re: Recommendation on Award of Contract
Coppell Road Paving, Drainage, and Water Improvements
ST 98 -01
Dear Ken:
Bids on the above referenced project were received at the City of Coppell on February 25, 1999 at
3:00 PM, publicly opened, and read aloud. A copy of the Bid Tabulation for this project has been
completed by Freese and Nichols and is attached for your use Freese and Nichols has reviewed each
bid for conformance with the contract documents and the Base Bid amount for each bidder. The low
bidder for the Base Bid on the project is Ed Bell Construction Company of Dallas, Texas.
We have attached a copy of references for Ed Bell Construction Company. It is our understanding that
the City of Coppell is pleased with the work of Ed Bell Construction Compan y. Therefore, we have
not verified references or done any follow -up on their experience.
Based on our review of the bids and bidders, we are recommending Award of Contract for the Coppell
Road Paving, Drainage, and Water Improvements to the low bidder Ed Bell Construction Company in
the amount of $1,978,332.50. The total days bid is 240 calendar days.
If you have any questions concerning this recommendation please give us a call.
Sincerely,
FREESE AND NICHOLS, INC.
40 04 (
Alan D. Greer, P.E.
Principal/Dallas Manager
Enclosures: Bid Tab Summary
References List
U: \CPL 984471Rec ommend. wpd
Freese and Nichols, Inc. ■ Engineers ■ Environmental Scientists ■ Architects
1341 W. Mockingbird Lane ■ Suite 230E ■ Dallas, Texas ■ 75247
214 - 920 -2500 ■ Fax 214 - 920 -2565
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FAX (214) 352 -3201
ED BELL CONSTRUCTION COMPANY
POST OFFICE BOX 540787 10805 HARRY HINES
DALLAS, TEXAS 75354 -0787 DALLAS, TEXAS 75220
June 7, 1999
Mr. Ken Griffin, P.E.
Director of PubIie Works
CITY OF COP FELL
City of Coppell Town Center
255 Parkway Boulevard
P.O. Box 478
Coppell, TX 75019
RE: Coppell Road
Project # ST 98 -01
EBCC # 945
Dear Mr. Griffin;
TELEPHONE (214) 358.6581
Article 18 of the Instructions to Bidders for the referenced project stipulates that bid prices will
remain subject to acceptance for 90 days after the date of the opening. At this time, it appears
the City of Coppell will be unable to meet that deadline.
We are willing to extend our bid prices in a modified format as follows:
There are approximately 6,000 LF of PVC Water /Sewer Lines. The bid price would increase by
$1.75 per LF to cover the increase in the PVC pipe material.
Cement, Rock, Sand and Concrete have all increased. We would need to adjust the 8" concrete
pavement item by $0.55 / Sy.
"These increases are necessitated by the extended length of the original acceptance period. We
believe that even with the increased material costs, the City would be best served over a rebid of
the project. Please review our proposal and notify us of the status of the project.
AN EQUAL OPPORTUNITY EMPLOYER