DR0001-AG030311T E 1 T T w °. DEPT: Engineering /Public Works /�
- `NCENDA REQUEST FORM COPPELL ' � ��'
DATE: March 11, 2003
ITEM #: 9/1)
ITEM CAPTION:
Consider approval of awarding Bid/Contract #Q 1102 -01 for the construction of the MacArthur / Samuel Drainage
Project to Site Concrete, Inc., in the amount of $132,395, as provided for in IMF Funds; and authorizing the City
Manager to sign. APPROVED BY
CITY COUNCIL
GOAL(S): '
EXECUTIVE SUMMARY:
ON ABOVE DATE
II
IOU
Motion to Approve
M - Tunnell
S - Peters
-7-0
On January 16, 2003 eleven bids were opened for the MacArthur / Samuel Drainage project. The apparent low
bidder, RKM Utility Services, failed to include their bid affidavit which in turn rendered their bid an incomplete
bid.
Based on my evaluation of the low bidder and the attorney's opinion of a non - responsive bid from RKM Utility
Services, it is my recommendation that the bid be awarded to the second lower bidder Site Concrete, Inc., in the
amount of $132,395.
Staff will be available to answer any questions at the Council meeting.
FINANCIAL COMMENTS: Funds are available in the Infrastructure Maintenance Fund for this project.
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DIR. REVIEW: K1 ° FIN. REVIEW: CM REVIEW: Vol
,2A,s,
0-
Agenda Request Form - Revised 09102 Document Name: #macarthurt -AR
MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To: Mayor and City Council
From: Kenneth M. Griffin, P.E., Director of Engineering/Public Works
Date: March 11, 2003
RE: Consider approval of awarding Bid/Contract #Q1102 -01 for the construction
of the MacArthur / Samuel Drainage Project to Site Concrete, Inc., in the
amount of $132,395, as provided for in IMF Funds; and authorizing the City
Manager to sign.
On January 16, 2003 eleven bids were opened for the MacArthur / Samuel Drainage project. The
apparent low bidder, RKM Utility Services, failed to include their bid affidavit, which in turn
rendered their bid an incomplete bid. This determination was made after discussions with the
City Attorney. However, prior to my discussions with the City Attorney, I did request
information from RKM Utility Services concerning their qualifications.
RKM Utility Services is a new company incorporated as of January 2003 and to this date has not
secured or performed any work under the name of RKM Utility Services. The principal in the
firm has worked as a job superintendent for various utility companies in the past. In
conversations with the principal of the company, it was noted that there was only one other
employee, however, I was assured that once the project was awarded that employees would be
hired. There was also some confusion whether or not RKM Utility Services had any equipment.
The principal assured me that they had equipment. However in discussions with the auditor, I
noted that no equipment was listed under assets. The auditor stated if the firm had equipment
then it would be listed under their assets.
While I was trying to sift through the information provided by RKM, I finally got the opportunity
to discuss the bid with Bob Hagar. After Mr. Hagar had the opportunity to review the
specifications and what was submitted with the bid, it was his determination that the lack of a bid
affidavit rendered the entire bid submission as incomplete and therefore non - responsive.
At that point I contacted the second low bidder, Site Concrete, Inc, to obtain information
concerning their qualifications. While I am familiar with Site Concrete, Inc., I did want to get a
sense of their ability to tackle a complicated project. In my dealings with Site Concrete, Inc. in
the past, most of their projects have been new subdivisions. The MacArthur / Samuel Drainage
project will be a retrofit drainage system down the median of MacArthur Blvd. from Deforest
Road to Samuel Blvd. and there are numerous unknowns. Site Concrete, Inc. has been in
business since 1984 and has recently completed construction projects ranging in costs from 1.1 to
7.4 million dollars.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
Funding for this project has been allocated through the Infrastructure Maintenance Fund (IMF) in
project year 2001/02. My engineer's estimate for this project using the final quantities was
$174,250. There was $310,000 set aside in the IMF fund for this project. That included some
miscellaneous and contingency monies in the event that obstructions were encountered during
design that would require a more extensive project scope. There was also $45,000 set aside in
the IMF for the design of the project. However, the project was designed in- house.
Based on my evaluation of the low bidder and the attorney's opinion of a non - responsive bid
from RKM Utility Services, it is my recommendation that the City of Coppell award the bid for
the MacArthur / Samuel Drainage Project to Site Concrete, Inc. in the amount of $133,395.
Staff will be available to answer any questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
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