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RESOLUTION: 2002-10
SUBJECT: Award of construction contract for reconstruction of Mississippi Avenue from Pierce to Sheridan.
RECOMMENDATION: Authorize the City Manager to award the contract under certain conditions.
FUNDING SOURCE: Capital Improvements Fund
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
Reconstruction of Mississippi Avenue from Pierce to Sheridan will consist of a collector street with sidewalks on both sides of the street and a two way left turn lane. The project is consistent with the Mississippi Avenue Strategic Plan, the Lasley Neighborhood Plan, and the Jefferson Gardens Neighborhood Plan. The 2002 Capital Improvement and Preservation Program includes $2,900,000 for the project.
To facilitate timely construction of the improvements, it is recommended that City Council authorize the City Manager to enter into a construction contract prior to opening bids. This process, while unusual, will allow construction to proceed in an orderly manner and still provide the public benefit of the bidding process. The details are discussed below.
One of the initial items of construction during the street project will be installation of 3200 feet of pipe to replace most of the large, open irrigation ditch adjacent to portions of Mississippi. The ditch must be piped to provide space to widen the roadway for sidewalks and a center left turn lane.
Downstream irrigation users typically demand water from the irrigation ditch by April 15. It is necessary to award the construction contract as soon as possible after the February 28 bid opening in order provide adequate time for pipe fabrication, pipe delivery, and pipe placement before irrigation water flows.
Typically, construction projects in excess of $500,000 are awarded by City
Council resolution to the lowest responsive, responsible, qualified bidder after
bid opening. The first regular City Council meeting scheduled subsequent to
the February 28 bid opening is March 25. If contract award does not occur until
March 25, there will not be sufficient time to complete fabricating and installing
the irrigation pipe prior to the normal April 15 start of irrigation water.
Completing the pipe before irrigation water starts will be more efficient and
less expensive than working while the ditch has water in it.
The attached Resolution authorizes the City Manager to award the contract to the lowest bidder without further City Council action if the following conditions are met:
1. The contractor that provides the lowest bid is responsive, responsible and
qualified.
2. The lowest bid is within the budget provided by the Capital Improvement and
Preservation Program.
3. The lowest bid is within the Engineer's Estimate of the project cost.
If all three conditions are met, and Council authorizes this resolution, the City Manager would award the contract and a memorandum would be provided to City Council describing the results of the bid and the evaluation of the conditions listed above.
If any one or more of the conditions is not met, the City Manager will not award the contract and a back up recommendation will be brought to City Council for further action.
The back up plan will include a number of actions to be taken to deal with the flowing irrigation water during pipe installation. Minimal and delayed use of irrigation water will be encouraged. More significantly, it will be necessary to re-route and pump the irrigation water from the ditch until the new irrigation pipe is installed. The temporary irrigation conduit may be a pipe on the surface of the ground along the edge of Mississippi. The temporary pipe would be an inconvenience at driveways and cross streets and would require the use of 24 hour per day generators to pump the water. The cost of the temporary irrigation pipe and pumping would be an additional cost to the City.
Passage of this resolution will mean there is a high probability the back up plan will not be needed.
RESOLUTION ADOPTION DATE: February 25, 2002
ORIGINATED BY: Public Works Department
STAFF PERSON RESPONSIBLE: Jay N. Hutchison, City Engineer, 303-987-7916
DOCUMENTS ATTACHED: Resolution 2002-10
SUBMITTED BY:
Richard J. Plastino, Director of Public Works
REVIEWED BY:
Joni Inman, Director Mayor and City Manager's Office
Michael J. Rock, City Manager
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