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Item 4CCITY OF SOUTHLAKE MEMORANDUM (April 16, 2013) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Reject all bids for the FM1709 illuminated street name sign and battery back-up system installation project Action Requested: Reject all bids for the FM1709 illuminated street name sign and battery back-up system installation project. Background Information: This project was originally budgeted in the FY 2012 budget. Due to issues that arose during the design process, the project approval by TxDOT took much longer than originally anticipated. The project was again authorized by the City Council in the FY 2013 budget. Subsequently, TxDOT required changes to the project which significantly increased the scope of the original project. Separate cabinets for the battery backup systems were required by TxDOT as well as the means by which the illuminated signs are attached to the mast arms. When the project was bid, the bids came in higher than provided for in the original budget. The project consists of the installation of illuminated street name signs and battery back-up systems at 14 major intersections along FM1709. The intersections include: SH114, Commerce, Nolen, Kimball, Village Center, Central, Carroll, Byron Nelson, White Chapel, Shady Oaks, Southridge Lakes, Peytonville, Davis/Randol Mill, and Pearson. The City of Keller and the City of Grapevine will participate in the cost of illuminated street name signs at the two far ends of the project at Pearson Lane and the eastbound SH 114 frontage road, respectively. The purpose of the project was intended to improve safety of the driving public by improving visibility of major intersection signage and to improve the reliability of the traffic signals during power outages. Three (3) bids were received on January 15, 2013. The bids have been reviewed by Lee Engineering and city staff and are tabulated as follows: BIDDER Durable Specialties, Inc. Mel's Electric, Inc. Roadway Solutions, Inc. BID AMOUNT $444,000.00 $504,689.50 $542,000.00 The completion date time for the project is 120 calendar days. Lee Engineering recommended award of the contract to the low bidder, Durable Specialties, Inc. Financial Considerations: The contract award of this project requires total funding of $444,000. With participation from the cities of Grapevine and Keller in the amount of $28,000, the additional funds required for this project would be $136,000. The current available project budget is $280,000. $250,000 in Strategic Initiative funds were budgeted for the illuminated street name signs and $30,000 in the Red Light Camera funds was budgeted for the battery back-ups. Strategic Link: The construction of the FM1709 illuminated street name signs and battery back-up system installation project links to the city's strategy map relative to focus areas of Infrastructure and Performance Management and Service Delivery. The specific corporate objectives that are met by this construction project are to invest to provide and maintain high quality public assets, and improve performance and delivery of operational processes. Citizen Input/ Board Review: N/A Legal Review: No review required as this is a recommendation for rejection of all bids. Alternatives: The Council may reject all bids or authorize additional funds and award the contract to Durable Specialties, Inc. Supporting Documents: Location Map Recommendation Letter Bid Tabulation Staff Recommendation: Reject all bids for the FM1709 Illuminated Street Name Sign and Battery Back-up System Installation project Staff Contact: Robert H. Price, P.E., Public Works Director Cheryl Taylor, P.E., City Engineer 3030 LBJ FREEWAY SUITE 1660 DALLAS,TEXAS 75234 972/248-3006 FAX 972/248-3855 TOLL FREE 8881298-3006 LIp EnonErrmnc January 16, 2013 Mr. Gordon Mayer, Jr., P.E. City of Southlake 1400 South Main Street, 3`' Floor SouthIake, Texas 76092 Re: Bid Tabulations for Mulninated Street Nance Sign and Battery Back -Up System Installation -- FM 1709 behveen State Highway 114 and Pearson Lane Dear Mr. Mayer: Per your request, we have reviewed and tabulated the bids submitted by the following Contractors for this project. The bid tabulations can be seen on the page attached to this letter. Durable Specialties, Inc - $444,000.00 Mel's Electric, Inc. - $504,689.50 Roadway Solutions, Inc. - $542,000.00 After reviewing all bids, it has been determined that Durable Specialties, Inc. was the low bidder for the project. Durable Specialties, Inc. meets all requirements set forth in the contract documents and have performed well on several projects designed by Lee Engineering, LLC. Therefore, it is recommended that Durable Specialties, Inc. be awarded the contract for this project. Respectfully, istophe - ierce, P.E., PTOE Project Engineer Attachment ) § Ra Sa \ °) ci d ® § a8$ % h\ / $�// \ CA cn / \/ 2 �)§} j j §cn � 0 a 4 \ k in LD tf�� � _ °0 8 % R %° § ;)§ 2 e 8 LO§§ C @ - Lnr- 8 o 1 m k a®® ® t � ® q o S R R% muad o § %q �)// / / k /3 DER % % % CD a ® § § \§ \ k / ®%$% /���» _ \\j" \ 0 \ \§ �kk/ / / v1S 8 8 8G8 a/ §d 2 a §/ ) \ k'n \&w \// JA 8 8 8 8 /M 3i§ d e e 88 ] \¢0 \ L 0 _ 2 § / ] $ Cfl \ 9 5 � 3 � -J § $_ In ] LLY� § § \ z ) $ w E L z u � 3 } o / ^ C \ �q_§S} � G\ k £ I 2 £ Z I g & § / @ B o - ] � g _ j q e ) a z ok8§OmvLn uCm $ \ ƒ m Q a / I I § � I u - b G � L I k & § $ § § R $ § § 6 o ( R &zmm ma