Broken Arrow City Council
Meeting of: 08-02-16
To: Mayor and City Council
From: Engineering and Construction Department
Title:
title
Review of bids received and award of the lowest responsible bid to H&G Paving, finding that a minor technical bidding error should be waived, and approval of and authorization to execute a public construction contract for Leisure Park I Mill and Overlay (Project No. ST1509)
End
Background:
Leisure Park I Mill and Overlay is a 2011 General Obligation Bond project. Leisure Park I addition has approximately 6,700 feet of asphaltic concrete and 13,800 feet of Portland cement concrete streets that are badly deteriorated. The asphalt street mill and overlay was designed in-house by Engineering and Construction Department staff. The design resulted in an overall project savings on the order of $100,000. The Streets and Stormwater Department intend on performing the patchwork of the Portland Cement concrete streets later this fall.
The project was advertised for bids on June 29 and July 6, 2016. Bids were opened on July 21, 2016, and three (3) bids were received. The Certified Bid Tabulation is attached. The lowest responsible bidder was H&G Paving, with a proposal of $621,112.00. The engineer’s estimate was $1,032,940.00.
Addendum No. 1 to the bid documents was distributed electronically by e-mail to planholders on July 18, three days before bid opening. The addendum included instructions to include aggregate base in the unit price bid for curbs and gutters, and added a bid item for solid slab sodding. A new bid proposal form was included in the addendum. Acknowledgements of receipt of Addendum No. 1 were requested, but H&G Paving did not receive the revised bid form. Microsoft Office Outlook sent the non-delivery notification to Engineering and Construction Administrative Assistant’s “Clutter” box. As a result, we were not aware that it was not received until the day of the bid opening. Since H&G did not receive the electronic addendum, they did not submit a bid on the solid slab sod, and it is not known whether they included aggregate base in the curb and gutter bid item. Both of these items would amount to a “worst case” maximum of $20,000 increase in H&G’s bid. This “worst-case” increase would not change the order of bidding. Staff recommends that the City Council consider the technical error be considered minor in nature and waived.
Because H&G Paving was unfamiliar to City E&C staff, the project engineer called the references they listed in their bid package, with generally positive responses. Staff recommends awarding the contract in the amount of $621,112.00 to H&G Paving.
Funding for the improvements will be from the 2011 Streets GO Bond.
Cost: $621,112.00
Prepared By: Jeff Bigby, P.E., CFM, Acting Director of Engineering and Construction
Reviewed By: Streets and Stormwater Department
Finance Department
Assistant City Manager - Operations
Legal Department
Approved By: Michael L. Spurgeon, City Manager
Attachments: Certified Bid Tabulation
Recommendation:
Find that a minor technical bidding error should be waived, award the lowest responsible bid to H&G Paving, and approve and authorize execution of a public construction contract for Leisure Park I Mill and Overlay