Item 9A - MemoItem 9A
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M E M O R A N D U M
(June 20, 2023)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Award the contract and authorize additional funds for the
construction of the North White Chapel Boulevard – Kirkwood
Branch Roadway, Bridge, Sidewalk and Water Line
Improvements to Rebcon, LLC. in an amount not to exceed
$6,900,000.
Action
Requested: Award the contract and authorize additional funds for the
construction of the North White Chapel Boulevard – Kirkwood
Branch Roadway, Bridge, Sidewalk and Water Line Improvements
to Rebcon, LLC. in an amount not to exceed $6,900,000.
Background
Information: The purpose of this project is to provide roadway, bridge, retaining
wall, sidewalk, drainage, and water line improvements for North
White Chapel Boulevard at the Kirkwood Branch Crossing. The
North White Chapel culvert crossing at Kirkwood Branch was
damaged by a significant flood event in September 2018. The road
was closed until a repair project was completed in early 2019 with
the understanding that a more robust project would be undertaken
at some point and time in the future.
Storm water historically overtopped the North White Chapel culvert
crossing. Flood waters from a storm in 2018 overtopped the road,
adversely impacting the structural integrity of the crossing and
resulting in the roadway being closed for nearly 6 months. Repairs
were completed in 2019 and the roadway was reopened, however
the elevation of the crossing remained unchanged, and the
roadway crossing was still susceptible to being overtopped.
Design of the permanent replacement to elevate the crossing of
Critical Drainage Structure #’s 2 & 3 began in January 2021 and
completed in April 2023. The design effort totaled $584,000.
Solicitation of bids for this project began on April 24, 2023, and
competitive sealed proposals were received and opened on May
19, 2023. The five proposals received for this project are shown
below:
Item 9A
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City staff and the design consultant, Halff Associates, Inc., have
reviewed and scored five proposals using best-value criteria as the
basis described in the project manual. The evaluation criteria for
this bid were the contract price (50%), the reputation of the bidder
including key personnel (15%), the reputation and quality of the
bidder's goods or services (15%), the bidder's past relationship with
the city (10%), and the bidder's responsiveness (10%). The
evaluation of materials and references provided led to the
recommendation of Rebcon, LLC. for this project. The total bid from
Rebcon, LLC came in at $5,947,490 for anticipated work; staff is
requesting authorization for a total of $6,900,000 which includes
$952,510 in contingency for construction expenses that may arise
due to unforeseen field conditions. Staff is requesting an additional
$1,205,000 to cover the project shortfall and provide additional
funds and contingency for the project and will be supplemented by
available residuals of the General Funds Construction is anticipated
to begin Fall 2023 with projected completion anticipated Fall 2024,
weather permitting. The public should anticipate detours due to the
complete closure at the crossing during construction of this project.
Financial
Considerations: Funding for this agreement is budgeted as part of the approved
Capital Improvement Program. Additional fund request will be
supplemented by the Residuals of the General fund.
Strategic Link: This item links to the City’s Strategy Map strategic focus areas of
Safety & Security, Mobility, and Infrastructure. It specifically relates
to the City’s Corporate Objectives, F2: Invest To Provide & Maintain
High Quality Public Assets.
Citizen Input/
Board Review: The closure of North White Chapel is not only an inconvenience but
significantly impacts emergency response times to this part of the
City.
Bidder Total Bid Amount
Rebcon, LLC. $5,947,490.00
Ragle, Inc. $6,360,477.75
McMahon Contracting, LP. $6,545,978.00
Zachary Construction, Co. $6,826,333.44
Tiseo Paving, Co. $6,933,723.00
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Legal
Review: This is the standard construction services contract that has been
previously reviewed by the City Attorney.
Alternatives: The City Council may approve or deny the agreement.
Staff
Recommendation: The purpose of this item is for City Council to award the contract
and authorize additional funds for the construction of the North
White Chapel Boulevard – Kirkwood Branch Roadway, Bridge,
Sidewalk and Water Line Improvements to Rebcon, LLC. in an
amount not to exceed $6,900,000
Supporting
Documents: Attachment A: Bid Tabulation
Staff
Contact: Rob Cohen, Director of Public Works
Kevin Ferrer, P.E., City Engineer
Bryan Ahumada, P.E., Civil Engineer