Tax2015A (9) T H E - C 1 T Y • O F
CCPPELL
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MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: April 26, 2016
Reference: Neighborhood Alley Replacement TAX 2015A
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
Introduction:
This agenda item is being presented for approval to enter into a contract with Advance Contracting
Group, in an amount of$795,864.00, for the reconstruction of various alleyways.
Analysis:
In order to provide excellent and well maintained city infrastructure, the citizens of Coppell
authorized the use of percent sales tax revenue to be allocated for the reconstruction of our streets
and alleyways. Through an analysis of all alleyways within the City of Coppell, Quiet Valley Drive,
Morning Mist, Meadowood Lane Alleys, Lea Meadow Drive, Clear Haven Drive, Parkview Place,
Lodge Road Alleys and Shadowcrest Lane and Havencrest Lane Alleys were all identified as needing
reconstruction. The City has internally designed these improvements.
On March 3, 2016 the City received and opened seven sealed bids ranging from a low of
$795,864.00to a high of$1,313,777.00 for these projects.The method of bidding used was the"A+B"
method, where the number of days bid were weighted and used in the evaluation of bids. Six of the
seven bidders, including the low bidder, bid 200 calendar days. Only one bidder bid 195 days. The
combination of low bid and this 200 day bid time qualified as the lowest overall bid. The lowest bid
submitted is the most advantageous bid for the City.
The low bid was submitted by Advance Contracting Group.Advance Contracting Group has relevant
experience on other municipal projects. The previous work history indicates they are capable of
completing the project within the budget and the time allowed.
The contract before you this evening includes complete reconstruction of the Neighborhood Alley
Replacement Project for the limits indicated. This work will include replacement of the existing
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alleyway paving for the entire length of the project. In order to facilitate this work, the alley access
will be restricted during construction.
Upon approval of this contract, city staff will send letters to all impacted residents informing them of
the project and start date. The contractor and the city staff will be in communication with the affected
residents on a regular basis to ensure minimal disruption of their daily activities.
In an effort to reduce the impact to our residents by expediting the contract, we have asked that no
more than two alleyways be under construction at any time. In addition, the alley sections may only
be closed to traffic for a limit of 20 days. There is a penalty of$240.00 per calendar day for each day
beyond 200 days that it takes to complete the work.
Legal Review:
The City's standard construction contract has been reviewed by legal periodically,with changes made
as requested.
Fiscal Impact:
The fiscal impact of this Agenda item is $795,864.00.
Recommendation:
The Engineering Department recommends approval of this contract with Advance Contracting Group
in the amount of$795,864.00
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