Title
Approval of the Bid Award for the State Avenue Paving Project
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Move to award the construction contract for the State Avenue Paving Project to the lowest responsive, responsible bidder, Quigg Bros, Inc., in the amount of $1,743,289.76; pursuant to WSDOT specification 1-03.1 waive any irregularity in the bid; and authorize the City Manager to execute all documents necessary to proceed.
Report
Issue:
Whether to confirm staff’s recommendation to award the State Avenue Paving project to Quigg Bros, Inc., as the lowest responsible, responsive bidder.
Staff Contact:
Brett Bures, Project Manager, Public Works Engineering, 360.753.8290
Presenter(s):
None - Consent Calendar Item.
Background and Analysis:
Project Description
The State Avenue Paving project includes transportation, stormwater, and water utility improvements between Plum Street/East Bay Drive to Central Street NE.
The roadway will be repaved and curb access ramps will be installed at nine intersections. Curb bulb-outs will be built on at least two corners of the four cornered intersections based on guidance from the Bicycle and Pedestrian Advisory Committee. These enhancements will improve safety for pedestrians crossing the street. The distance to cross the road will be shorter so they will be more visible to drivers. The bulb-outs will also serve as a traffic calming device to influence drivers to slow down as they approach the intersection.
The stormwater portion of this project will provide treatment of runoff from State Avenue. This work is essential to improving water quality in this older commercial and residential neighborhood. Approximately 200 linear feet of new drinking water pipe will be installed replacing older outdated pipes.
Loan Requirement / Bids
The project is partially funded by a Department of Ecology loan. The DOE loan contained a unique requirement that certain documents be included as part of the bid submittal. The location of this particular specification was not part of the normal bidder’s proposal pages, where bidders normally look to see submittal requirements. As a result, it appears that four out of the nine bidders, including the low bidder, did not initially include that special documentation in their bid. The low bidder did provide the City the required documentation by the end of the business day following the bid. The project specifications at 1-03.1 allow the City to waive minor irregularities: “The right is reserved to by the Contracting agency to waive informalities. . .” In this case and in light of the low bidder’s prompt cure of the defect, it does not appear that the bidder was given a substantial advantage or benefit. For this reason, staff recommends that the City waive the irregularity and award to the apparent low bidder.
Neighborhood/Community Interests (if known):
• The new paving will provide a smoother driving surface for vehicles and bicycles.
• Bulb-outs will provide a safer pedestrian experience.
• Stormwater improvements will improve water quality to Budd Inlet.
• A portion of the City’s drinking water system will be upgraded to current standards.
• Bicycle, pedestrian, and vehicle traffic will be impacted during construction. City staff will continue to inform the public of the construction project, schedule, and any impacts to traffic or City service via media releases, postcards, on-site visits, Twitter, and the Construction News webpage
Options:
1. Award the contract for the State Avenue Paving Project to the lowest responsive, responsible bidder, Quigg Bros, Inc., in the amount of $1,743,289.76 and authorize the City Manager to execute all documents necessary to proceed.
• Project proceeds as planned.
• The City will deliver on its commitment to our funding partners to construct the project this year.
2. Reject all bids and direct staff to rebid the project.
• The time needed to rebid will delay construction into the later months of 2015, and the cost may increase due to increased staff time and potentially higher bids.
• Construction delay may result in loss of some or all of the funding from the project’s funding sources.
Financial Impact:
Funding for the State Avenue Paving project is from the Transportation Benefit District (TBD) Funds, Capital Improvement Program (CIP) Funds, and a Department of Ecology Water Quality Financial Assistance Loan.
The low bid of $1,743,289.76 is approximately 10% above the Engineer’s Estimate. There are sufficient funds in the budget to complete this project.
Overall project costs:
Total Low Bid: $ 1,743,289.76
Contingency to Award $ 174,328.97
Engineering $ 189,206.48
Total Estimated Project Costs $ 1,549,302.50
Total Available Budget $ 3,927,885.00
Attachments:
1. Vicinity Map
2. Summary of Bids