Bethel Coppell Rd. Memo1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: September 23, 2014
Reference: Reconstruction of Bethel Road and Coppell Road
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
Introduction:
On September 11, 2014 the City of Coppell received and opened three bids for the reconstruction of
Bethel Road and Coppell Road. The three bids were $3,990,595.45 from Tiseo Paving,
$4,528,655.93 from Pavecon, and $4,697,055.50 from Accelerated Critical Path. The project was
bid as an “A+B” bid process where the “A” is the actual cost of work (listed above) and “B” is the
number of calendar days bid multiplied by $1000/day. All bidders bid “B” as 270 calendar days
which was also specified as the maximum number of days. This project was designed by Freese &
Nichols, Inc. and their engineer’s estimate was $4,110,220.00.
This purpose of this project is to reconstruct the last segments of both Coppell Road and Bethel
Road. The project includes the utilities, drainage and paving. The limits of the project are Bethel
Road from S. Coppell Road east to Penfolds Lane and Coppell Road from Bethel Road north to
Copper Lane. The project will include sidewalks as well as a realignment of Park Road with
Benson Lane and removal of the parking turn-around area at the entrance to Grapevine Springs
Park. There will also be a continuation of the 8’ trail along the west side of Coppell Road as well as
additional on street parking provided in both segments.
Analysis:
The following is a brief history of the construction of portions of Bethel and Coppell Road: the
northern piece of Coppell Road from Sandy Lake Road to Cooper Lane was reconstructed in 2008;
the eastern piece of Bethel Road from Denton Tap Road to Penfolds Lane was reconstructed in
2011; the western piece of Bethel Road from Freeport Parkway to the City Limits was reconstructed
in 2009; and, the central piece of Bethel Road from Freeport Parkway to S. Coppell Road was
reconstructed with the Old Town Project in 2012. The remaining portion of Bethel Road was
originally part of the eastern piece of Bethel Road and the remaining portion of Coppell Road was
originally part of the northern piece of Coppell Road.
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Because both remaining segments are smaller than typical road projects, they were combined into
one project to attempt to gain better pricing. Both projects required right of way acquisition which
has been completed.
The utility relocation along Bethel Road is complete however utility companies continue to relocate
along Coppell Road. As of today on Coppell Road, Oncor has installed and relocated all their poles
and lines except the transfer of one line off the pole in front of Robertson Pools. Verizon has
installed underground conduit and they are currently working on installing the new lines and cutting
services over. Time Warner had informed us several times they are complete however after several
field visits we have determined they were still on the old poles along Coppell Road. Time Warner
has yet to submit a permit to relocate these facilities.
We are requesting the award of the bid amount and bonus as outlined in the bidding documents and
Change Order #1, which addresses a quantity error on the part of our design engineer. Before the
project was bid, we asked the engineering firm, Freese and Nichols, Inc. to be accurate in their
quantities because we had recently encountered an issue on Sandy Lake Road. After review, an
incorrect quantity was noted for the proposed gabion baskets near the box culverts on Coppell
Road. The original bid quantity was 110 CY (cubic yards) however the actual quantity is 301 CY,
at a bid unit price of $230/CY. This translates to a $43,930.00 price difference. After discovering
this bid item discrepancy, we asked the engineer to recheck all bid quantities in the plans and
specifications. Along with the gabion baskets, there were several other minor quantity changes
which create a slight price difference. We have confirmed with Tiseo Paving that they will honor
the unit prices in the bid for a total change order amount of $48,961.60. The change in the various
quantities does not affect who was the low bidder. At this time we do not know of any other issues,
however as with most reconstruction projects, there may be additional change orders presented to
Council due to unknown conditions.
The bonus associated with the project is structured such that the contractor will receive $1000/day
for every day that they complete the full construction prior to 270 calendar days. There is also a
maximum incentive bonus of $100,000 or 100 days early. The contractor will be accessed a
disincentive penalty of $1000/day for every day beyond 270 calendar days that it takes them to
complete the full reconstruction. There is no limit on the total disincentive.
Legal Review:
Agenda item did not require legal review.
Fiscal Impact:
The fiscal impact of this Agenda item is $4,139,557.05 as accounted for in the Capital Improvement
Project Fund.
Recommendation:
The Engineering Department recommends approval of awarding Bid #Q0914-01 ST03-01C Bethel
& Coppell Road Reconstruction project to Tiseo Paving in the amount of $3,990,595.45, approval
of Change Order #1 in the amount of $48,961.60 and approval of an incentive bonus amount up to
an additional $100,000 for a total award of $4,139,557.05.