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Item 4FCITY OF SOUTHLAKE MEMORANDUM (July 7, 2009) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Reject all bids for construction of the Quail Creek Neighborhood Sewer Project. Action Requested: Reject all bids for construction of the Quail Creek Neighborhood Sewer Project. Background Information: The FY05/06 Capital Improvements Program (CIP) included funds for the construction of sanitary sewer improvements for Quail Creek Estates and Woodland Heights. On February 21, 2006, the City Council approved a professional services agreement with Cheatham and Associates for design and preparation of construction plans for several FY2005/2006 CIP projects including Pavement Reconstruction, Shumaker/Sunshine Lane, Quail Creek and Woodland Heights sanitary sewer, and Continental Boulevard 12" water line. Bids were received on December 19, 2006 for a project to construct sanitary sewer improvements in Quail Creek Estates and Woodland Heights and to construct a 12" Waterline on Continental Boulevard. The construction contract for the project was awarded to Hall Albert Construction, LP. Construction of the 12" waterline and Woodland Heights began in early 2007. During construction of the Woodland Heights sewer line, Hall Albert and the City agreed to delete the Quail Creek Estates sanitary sewer improvements from their contract. The Quail Creek Estates Neighborhood Sanitary Sewer Project was rebid in April of 2009. On May 19, 2009 two bids were received and are listed below. BIDDER BID AMOUNT Pipeworks Construction $521,171.00 Duval & Sons, Inc. $565,445.07 The City staff does not feel this is a sufficient number of bidders for this project. During the review of the bids by the staff and the design consultant, we also reviewed the engineering design and the specified construction method. The sanitary sewer as currently designed is approximately 5 feet off the edge of pavement within the street right of way and is specified to be constructed by directional drilling using a relatively light drill head. The planned location of the sanitary sewer will be in fairly open right of way where there are few trees along the alignment. This type of location is more suitable for open cut construction than if the line were planned to be in easements along rear lot lines or in heavily treed areas. If the Council approves rejecting the current bids and rebidding the project, staff proposes to redesign the sewer line to use a predominantly open cut construction method to achieve maximum control of grade and minimize the possibility of sags in the system. We do anticipate boring under selected locations including driveways constructed with exposed aggregate and under a culvert to avoid disturbing the flow line of the drainage way. Also selected for boring is a location between two resident's properties in order to connect to an existing sanitary sewer line along their south property line. The City staff has met with several of the residents who live in Quail Creek Estates. The residents we talked with seemed to understand the reasons we were proposing to redesign and rebid the project for the most part, but they are very concerned about the disruption to the neighborhood and damage to the right of way in front of their homes. Staff is prepared to include additional construction criteria to the project plans and specifications that will address their concerns and ensure a more controlled construction environment. Financial Considerations: N/A Strategic Link: The construction of the sanitary sewer improvements within the Quail Creek Estates links to the city's strategy map relative to the focus areas of Infrastructure and Performance Management and Service Delivery. The specific corporate objectives that are met by the construction of this sanitary sewer infrastructure include: Providing High Quality Customer Service and Investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: The staff has discussed this recommendation with the City Attorney Alternatives: The City Council may approve or deny staff recommendation to reject all bids. Supporting Documents: Location Map Bid Rejection Letter Bid Tabulation Staff Recommendation: Reject all bids for construction of the Quail Creek Neighborhood Sewer Project. Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Michelle McCullough, P.E., Civil Engineer it p� i Cheatham & Associates consulting engineers • surveyors , planners Tune 15, 2009 Honorable Mayor and City Council City of Southlake 1400 Main Street, Suite 330 Southlake, Texas 76092 Attn: Bob Price, Director of Public Works Re: Sanitary Sewer Improvements Quail Creek Estates Engineer's Project No. 1851 Mr, Price, In accordance with the request of the City Staff, Bids for the referenced project were received on May 19, 2009, at 10:00am at the City of Southlake City Hall. Only two bids were received and the low bidder was: Pipeworks Construction 4200 Beltway Drive Addison, TX 75001 Phone. 972-247-1471 Fax: 972-247-6910 in the amount of $521,171.00 However, it is our understanding that the City wishes to revise the design of the project and use more open cut to attract a wider range of bidders, since the majority of the project was designed to be directional bored, and a considerable amount of the lines can be constructed by open cutting the trench. Therefore, we recommend to reject all bids so that the City may proceed with the redesign and rebidding of the Quail Creek sanitary sewer project. If requested we will be in attendance at your council meeting when this item is on the agenda to answer any questions you may have, A Bid Tabulation is enclosed for your usc. If we can be of further assistance please advise. Eddie Chcatharn, R.E. 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