Broken Arrow City Council
Meeting of: 10-04-16
To: Mayor and City Council
From: Engineering and Construction Department
Title:
title
Approval to reject bids on a construction contract for Westwind Charleston II Storm Sewer Improvements (Project No. SW1707), and find that rejection of bids is in the best interest of the Citizens of Broken Arrow
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Background:
Field investigations and meeting with affected homeowners in the Westwind subdivision reveals that storm sewer improvements are required to improve sheet flow stormwater conveyance within back yards of the Westwind and Charleston II residential subdivisions. In-house design of a retrofit underground piped storm sewer system will provide relief to homeowners currently faced with large stormwater conveyance flows through their yards during rainfall events and standing water trapped within back yards after rains have ended.
Funds for the project are from Stormwater Capital Fund 26 with a $50,000 amount dedicated for design and construction of the project. A topographic survey was obtained by contract for $3,804.00 in 2015 using the Engineering and Construction professional services budget. The project was designed in-house by Engineering and Construction Department staff. The project was advertised for bids on July 14 and July 21, 2016. Bids were opened on August 9, 2016 and five (5) bids were received. The Certified Bid Tabulation is attached. The low bidder was Magnum Construction, Inc. with a bid of $83,870.00. The engineer’s estimate was $60,736.50.
Upon receipt of the bids, City staff examined cost cutting measures using the low bidder’s unit prices to see if the scope of the project could be reduced to an acceptable financial and functional level. Also enclosed is a fifteen day time extension for notice of award allowed by mutual agreement of both parties. An acceptable scope reduction was not reached.
Staff recommends that the bids be formally rejected due to state statute requiring bid awarding within 30 days with a potential 15 day extension and that City staff evaluate financing and project design options necessary to bring this project back for bid at a date later this year.
Cost: None
Prepared By: Alex M. Mills, P.E., Director of Engineering and Construction
Reviewed By: Finance Department
Assistant City Manager - Operations
Legal Department
Approved By: Michael L. Spurgeon, City Manager
Attachments: Certified Bid Tabulation, Bid Award Time Extension Letter
Recommendation:
Reject bids on a construction contract for Westwind Charleston II Storm Sewer Improvements project and direct staff to evaluate financing and design options to bring this project back for re-advertising at a later date, and find that rejection of bids is in the best interests of the Citizens of Broken Arrow