ST0003-AG080408
THE-CiTY.OF
DEPT: Engineering
DATE: April 8, 2008
ITEM #: 1 7
AGENDA REQUEST FORM
COPPELL
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o WORK SESSION
D CONSENT
I ~ I REGULAR
ITEM TYPE: CONTRACT IBID or PROPOSAL
ITEM CAPTION:
Consider approval of awarding Bid/Contract # Q-0108-01 to Tiseo Paving Company. for the construction of the
Coppell Road Project #ST 00-03 (Sandy Lake Road to Cooper Lane), in an amount of $3.057.846.30. as provided for in
CIP funds; and authorizing the City Manager to sign.
GOAL(S):
EXECUTIVE SUMMARY:
Approval of this contract will allow the reconstruction of Coppell Road to begin in early summer 2008.
Staff will be available to answer any questions at the council meeting.
FINANCIAL COMMENTS:
Funds are available from the 2006 Street Bond issue. These bonds were issued for Coppell Road and as a repayment
of funds advanced by Street CIP interest. This repayment was not specifically identified for a project and will be
allocated to Coppell Road.
Staff recommends award of the bid for the Coppell Road project to
Tiseo Paving Company.
ACTION TAKEN BY COUNCIL:
APPROVED BY
CITY COUNCIL
ON ABOVE DATE
Motion to Approve
RECOMMENDED ACTION:
M - Franklin
S - Brancheau
Vote - 6-0
York absent
. Libby Ball
~ . 2006.04.10
16:10:43
-05'00'
I#Coppell Rd Bid Award
THE.CiTY.OF
corrELL
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MEMORANDUM
TO:
Mayor and City Council
FROM:
Keith R. Marvin, P.E., Project Engineer
DATE:
April 8, 2008
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REF: Consider approval of awarding Bid/Contract # Q-OI08-01 to Tiseo Paving
Company for the construction of the Coppell Road Project #ST 00-03 (Sandy
Lake Road to Cooper Lane) in an amount of$ 3,057,846.30, as provided for in
CIP funds; and authorizing the City Manager to sign.
On March 6, 2008 the City of Coppell received and opened six bids for the reconstruction of
Coppell Road, from Cooper Lane to Sandy Lake Road. The six bids ranged from a low bid of
$2,307,344.30 to a high of $3,322,152.75. The engineer's estimate for the project was
$2,600,000. -*' 4' eA"t.~/d't q I
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This project is designed to replace the current 24 foot wide phalt street with a 34 foot wide ~'.>~
concrete street with improved drainage, utilities, and a new dewalk on both sides of the road. };, "lo"\
Due to the confined nature of the project and the considerable grade changes, it was determined ~~"7"1i
that the safest option was to limit traffic to one-way only for the duration of the project. After}o 4-llofu' ,o~
reviewing traffic patterns and consulting with the Fire Department we determined the best option '" 'tOL
would be to allow traffic in the northbound direction from just south of Cooper Lane to Sandy ... ~Q.~ .!,i.~1
Lake Road, We recently mailed out approximately ItO letters with the attached exhibit showing 1"'a ~.
alternate routes to Wilson Elementary, and ways ar nd the project for those impacted by this
closure, We will be hosting a public meeting at Wi on on April 15, 2008 to discuss the project
'h 'd I ~, ,"\
WIt area resI ents. , I"- ;)! L L ,... ~ -~('l L....... ~ (" "n".;>..,
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In an effort to minimize the duration of this project we have provided for a substantial incentive -i(
for early completion. It was our opinion that this project would take between 12 to 18 months to
complete. Our opinion was that a contractor with enough incentive would come in and really
think about the approach to the project and find a way to expedite the project. As such we have
t.t..., ~t1:. ~set the contract time on this project at 365 calendar days. We are providing a $1,000 per day
incentive for early completion. We have also provided for an incentive of $200,000 for
completion by the end of the 2008 calendar year. ~
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Staff recommends the award of the Coppell Road project from Cooper Lane to Sandy Lake Road
to Tiseo Paving Company in the amount of $3,057,846.30, with 3~ calendar days. This award
amount in~des the $200,000 in~ive that is included in the contract. Only that portion of the
incentive amount that the contractor actually earns would be paid out at the end of the project.
Staff will be available to answer any questions at the council meeting.
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MEMORANDUM
FROM THE
DEPARTMENT OF ENGINEERING
To:
Mayor and City Council
Kenneth M. Grifrm, P.E., Director of Engineering/Public Works
January 28, 2003
Consider approval of a Resolution to designate Coppell Road from Sandy
Lake Road south to Cooper Lane as a one way street during construction.
From:
Date:
RE:
For several years now the City of Coppell has been discussing with a consultant the design of
Coppell Road from Sandy Lake Road south to Cooper Lane. The voters approved this project in
1999. The work will consist of the replacement of a two-lane asphalt roadway with a two-lane
minimum 33-foot wide concrete street, improved drainage system, sidewalk on one side and a
portion of the Trail System on the other side.
While it may appear that it has taken a prolonged time to proceed with a design contract, in
actuality we have been moving slowly as we consider options on construction. Before we can
finalize the scope of services with a consulting engineer, we need to have a clear concept on how
the roadway will be constructed. This in turn allows the consulting engineer the information
needed to structure their scope of services and fee.
For this particular project, the item that we have discussed numerous times is the ability to
maintain two-way traffic on Coppell Road during construction. If two-way traffic is maintained,
then on the front-end the consultant needs to design temporary roadways taking into account
existing drainage ditches and existing ground elevations. We initially instructed the consultant to
move ahead with a design that would include all necessary temporary paving and drainage to
accommodate two-way traffic during construction. Even under that scenario, there would still be
limited paving width for two-way traffic. Taking that direction from the City, the consultant
prepared a preliminary cost estimate and requested an opportunity to speak again with the City.
In analyzing the necessary components to maintain two-way traffic, it became obvious that there
was a substantial amount of "throwaway" dollars associated with maintaining two-way traffic.
In particular, because of the deep borrow ditches on both sides of a narrow roadway, you would
need to install temporary drainage systems in one of the borrow ditches, do the necessary grading
and then provide an asphalt surface for traffic to travel on. Once that was in place, you could
remove a portion of the existing paving, put in permanent drainage and then construct an
adequate width of the new paving to allow for two-way traffic. Traffic would then be transferred
onto the new paving. The temporary paving and temporary drainage components would be
removed and the remainder of the roadway built. With any construction there are some
components associated with temporary paving, however, they are typically limited in scope.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
On this particular project, given the characteristics of the existing narrow paving and deep
borrow ditches, there is approximately $400,000 associated with temporary components. This is
comprised of temporary traffic barriers, paving and drainage. There would also be an increase in
design fees.
The financial breakdown of each of those is:
temporary traffic barrier :l: $20,000;
temporary paving:l: $110,000;
temporary drainage:l: $250,000;
additional design fee:l: $30,000.
For this particular project, attempting to maintain two-way traffic increases the construction cost
approximately 25%. There are drawbacks to having one-way traffic for a long section of
roadway. In this location you have four subdivisions on the west side of the roadway whose only
access is to Coppell Road. On the east side of the roadway you have Wilson Elementary School,
one subdivision and several houses that front onto Coppell Road whose only access is off of
Coppell Road. Going to one-way traffic during construction would create a hardship on not only
the adjacent residence but also citizens that utilize Coppell Road on a daily basis. A particular
concern is access to and from the school. A one-way street would require buses and citizens
dropping children off at Wilson Elementary to drive out of their way either dropping off or
picking up the children depending on the direction of the one-way traffic.
While cost savings is a consideration in making this determination, safety is also a concern.
Attempting to maintain two-way traffic would push the temporary paving very close to the limits
of the right-of-way. This in turn would compete for space which is currently being utilized in
some places by children walking to Wilson Elementary from the adjacent subdivisions. Also,
maintaining two-way traffic creates less working area for the construction ofthe roadway.
In the past we have modified traffic patterns on several roadways during construction. Most
notably, Bethel School was closed during the construction of culverts for Stream G6, north
Coppell Road was designated one-way for a portion of that construction and Ruby Road was
. closed. During the construction of north Coppell Road there was some problem with citizens
driving the wrong way on the one-way section. That could also be a problem on this section of
Coppell Road if it is designated one-way during construction. Construction of this project could
take upward of a year and the one-way would be in place for the majority of that construction.
No determination has been made at this time on what would be the optimum direction to be one-
way.
Staff will be available to answer any questions at the Council meeting.
"CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN"
A RESOLUTION OF THE CITY OF COPPELL, TEXAS
RESOLUTION NO. '/.00;3 -0/2.8. Z
A RESOLUTION OF TIlE CITY OF COPPELL, TEXAS,
AUTHORIZING THE CITY ENGINEER, IN CONJUNCTION WITH THE
CONTRACTOR, TO MAKE SOUTH COPPELL ROAD SOUTH OF SANDY
LAKE TO ITS INTERSECTION WITH COOPER LANE, ONE-WAY
TRAFFIC DURING PERIOD OF CONSTRUCTION OF COPPELL ROAD;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, Coppell Road must undergo reconstnJction in the near future; and
WHEREAS, during the period of said reconstruction, traffic will be impaired; and
WHEREAS, staff believes that such reconstruction would be safer and less expensive if
the City Engineer, in conjunction with the Contractor authorized to perform such reconstruction,
is permitted to make South Coppell Road one-way during the period of construction; and
WHEREAS, after consideration the City Council has determined that it would be in the
best interest of the City and its citizens to provide for a safer and less expensive reconstruction
process by permitting South Coppell Road to become one-way during the period of construction;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1. That the City Engineer, in conjunction with the Contractor for the South
Coppell Road reconstruction, is hereby authorized to undertake the necessary steps to make South
Coppell Road, south of Sandy Lake Road to its intersection with Cooper Lane, a one-way street
during the period of construction.
SECTION 2. That the traffic engineer is authorized and directed to erect signs and official
traffic control devices as is necessary to give notice as provided herein
SECTION 3. That this Resolution shall take effect immediately from and after its passage
as the law and charter in such cases provide.
1
53435
DULY PASSED by the City Council of the City of Cappell, Texas, this the Z8~y of
~~...nAO ,2003.
A TI'EST:
d--:~~J/L-
LffiBYB C SECRETARY
2
53435
T ElUlS U ~ E HlllUJlIDJlS l.l. (
WET UTILITIES. PLUMBING. EROSION
March 10, 2008
City of Coppell, Purchasing Office
255 Parkway Blvd. Coppell Town Center
Coppell, Texas 75039
Attention: Mr. Keith Martin
Re: Reconstruction of Coppell Rd.
Coppell, Texas
Dear Mr. Martin:
First of all I would like to thank you and the City of Coppell for giving us the opportunity
to re-evaluate our bid and for being such open minded about the situation, it speaks
greatly of the city of Coppell. Unfortunately we have found a few errors in our bid and
we apologize tremendously for this mistake, we will do what it takes to come out of this
unfortunate mishap and to establish a good relationship with the city of Coppell. I and the
owner would like to meet with you and all involved to discuss in detail where we came
up short in our bid. I hope to hear from you or your office sometime this week.
Below are the items showing the correct total pricing:
(1) Item #2 - Traffic Control - 1 Lump Sum = $153,190.00 (Cone. Barrier Wall)
(2) Item #3 - Prep ROW ~ 1 Lump Sum = $100,500.00 (Trucking Due to Excv.)
(3) Item #4 - Unclass. St. Excv. - 18,169 CY @ $9.00 CY = $ 163,521
(4) Items #32 - #42 CL III RCP (Total Material Cost) = $94,000.00 (Clerical Error
used '06 prices instead of '08).
New Total Bid = $2,676,151.02
Original Total Bid = $2,307,366.30
Total Difference = $368,784.72
Please do not hesitate to contact us with any questions or comments.
Very truly yours,
T~,rj";:L~
Robert Garav /]
Estimator . U
Cell # 972-955-8978
Fax # 972-446-0161
E-mail: r.garay@tuexcavators.com
PO Box 111520. Carrollton, Texas 75011 . tel 972.731.0300' fax 972.446.2585
.
TEHftS U rsJIED E HtBJlJllOJlS l.l. C
WET UTILITIES. PLUi"IBING . EROSION
Project Name: Reconstruction of Coppell Rd.
City of Coppell, TX.
255 Parkway Blvd. Coppell Town Center
Purchasing Office
Enclosed for your use is the equipment list and technical managerial experience information for this project:
EQUlPMEJ\T
PROJECT SUPERVISION
I.
2.
Project Manager: Joseph R. Hill- 15 Yrs. of
Underground Construction Experience.
As well as numerous Osha Certifications.
] 997 Caterpillar Excavator 330 DL
2005 Caterpillar Excavator 320 CL
2007 Caterpillar Compactor 433 E
1996 Caterpillar Wheel Loader 928 G2
2000 Caterpillar Motor Grader 160 H
6. 2005 Ford Water Truck 2,500 Gal.
7. 1992 GomacoPaver
~
.J.
4.
s.
Utility Superintendent: Jimmy Evans - 25 Yrs. of
Utility Construction and Management along with an
Extensive list of Osha Certifications.
Paving Superintendent: Billy Gilbert - over 30 Yrs.
Of experience in the paving industry and surveying.
Sincerely,
Cell# 972-955-8978
Fax tf 972-446-016]
PO Box 111520. Carro!lton, Texas 75011 . tel: 972.731.0300' fax 972.446.2585
THE
CITY.OF
COPPELL
--:f
'l>/IJ/Or
Robert Garay, Estimator
Texas United Excavators, L.L.c.
P.O. Box 111520
Carrollton, Texas 75011
RE: Reconstruction of Coppell Road, ST 00-03
Dear Mr. Garay:
We are in receipt of your letter of March 10,2008 regarding your bid on ST 00-03,
Coppell Road. In your letter you are requesting to modify your bid. In reading through
the provisions of the bid documents, and in discussing this issue with both the Purchasing
Manager, and the City Attorney we find that there is no provision for modification of bids
after the official bid opening.
The city is currently in the process of evaluating your bid, including reviewing the
qualification material submitted by your firm. In the event your reference checks and
qualification materials check out ok it will be our intention to award the contract based on
your official bid amount. If the contract is awarded to your firm you will be expected to
complete the project as bid.
If you reject the award of the contract based on the original bid we will have no choice
but to file a claim with your bonding company under the provisions of the Bid Bond.
We look forward to the opportunity to discuss this issue further.
Sincerely,
'/' .--..----...--....... ............ _._~
~---- ~---......--
Keith Marvin, P.E.
Project Engineer
Phone: 972/304/3681
Fax: 972/304-3570
255 PARKWAY * P.O BOX 9478 * COPPELL TX 75019 * TEL 972/462 0022 * FAX 972/304 3673
THE.CITY.OF
COPPELL
::~;:~&J~~;~~~~~.l~~~~
A . ..,;' '., "
.~ " \
March 25, 2008
Robert Garay, Estimator
Texas United Excavators, L.L.c.
P.O. Box 111520
Carrollton, Texas 75011
RE: Reconstruction ofCoppell Road, Project #ST 00-03
Dear Mr. Garay:
The City of Coppell has completed our evaluation of your company's bid on the
referenced project. Based on your letter of March 10, 2008 requesting to revise your bid,
and the outcome of our meeting with you and Mr. Uriarte, we have deemed Texas United
Excavators to be a non-responsive bidder.
The City will therefore reject your bid and evaluate the next low bid.
We appreciate your interest in working for the Ci ty of Coppell, and we encourage you to
bid again in the future.
Sincerely,
t~-~
Keith Marvin, P.E.
Project Engineer
Phone: 9721304/3681
Fax: 972/304-3570
cc: lerod Anderson, Purchasing Manager
David Dodd, City Attorney
-- -- ------ ~--~- ~----~-------------~
255 PARo<,.WAY * POBOX 9l'178 * COPPELL TX 75019 * TEL 972/462 0022 * FAX 972/304 3673