07-12-10-R - Laserfiche WebLink

Home Browse Search

ARDEN HILLS CITY COUNCIL -July 12, 2010 4 7. NEW BUSINESS A. Resolution 2010-038 Awarding Bid for the CP Rail Trail Crossing Project & Addendum No. 2 with Bolton &Menk, Inc. for Construction Services in an Amount of $40,032 Civil Engineer Kristine Giga stated on May 24, 2010, the City Council approved the plans and specifications for the CP Rail Bridge Trail Crossing Project and ordered advertisement for bids. Bids were solicited during June and early July. Based on the bids received, Staff recommends awarding the project. The lowest bidder is Blackstone Contractors, or Corcoran, Minnesota. The bid is 11 % lower than the engineer's construction estimate and 1 % higher than the budgeted amount of $310,000. The engineer's estimate was higher than the budgeted amount due to modifications requested by the railroad during final design. This project is budgeted to use State Aid Funds and the engineering costs are to be funded out of the Park fund. The City's current State Aid Fund balance is $1,098,113.97. The City contracted with Bolton &Menk for engineering services through the design phase only, as it was u~lknown whether the project would move forward to construction. Bolton &Menk has provided Addendum No. 2, with a proposal for construction engineering services for a cost of $40,032. While Bolton & Menk's original estimates for the construction engineering services during the 2009 Capital Improvement and Budget discussions were estimated at $30,000, final plans were not complete and it was based on an estimated six week construction period. After giving consideration to the complexity of the final plans, and Ramsey County's limitations to allow complete closure of the road for a maximum of seven (7) days only, the specifications were written to allow for an eight-week construction period, to keep the project more manageable for the bidders and allow them to bid more competitively. Lametti & Sons have contested the low bid by Blackstone Contractors stating the bid was received after the end time of 1:00 p.m. City Attorney Jerry Filla has reviewed this and has verified that Blackstone Contractors is the low bidder and their bid was received by the 1:00 p.m. deadline. Councilmember Holden asked for clarification regarding the claim by Lametti & Sons that the bid received by Blackstone Contractors was not received before the bids were closed. She asked when the bid was delivered by Blackstone Contractors. Parks and Recreation Manager Michelle 41son stated the official person collecting the bids was the receptionist and the clock that is present at this desk was designated at the official clock. The receptionist time stamped all the bids as they were received. The bid from Blackstone Contractors was received by the receptionist at 1:00 p.m. and brought into the Council Chambers at 1:01 p.m. Travis Winter from Bolton &Menk had just announced the bid opening when the Blackstone bid was brought in. The clock in the Council Chambers is three (3) minutes faster than the receptionist clock and the bids were opened at 1:04 p.m. according to the Chamber clock and 1:01 p.m. according to the receptionist clock. The time discrepancy was noted before the bids were collected and the official clock was determined before any bids were received. She also clarified that it is standard procedure for all bids to be recalculated to verify accuracy. It is not uncommon to have calculating errors on bids. Once the bids were recalculated it was determined that the lowest bid was the bid received from Blackstone Contractors. During the meeting when the bids were opened, Lametti & Sons was the lowest bidder but when the totals were verified and checked it was determined that Blackstone Contractors was the lowest bidder.