HomeMy WebLinkAboutNotice of Award Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Dustin Johnson, Project Engineer
Richard Hixson, City Engineer
SUBJECT: Downtown Streetscape Improvements
MEETING DATE: March 26, 2012
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize City Manage to sign Contract with Knife River in the amount of
$103,365.25 for the Downtown Streetscape Improvement Project.
BACKGROUND: As part of the rebuilding effort from the March 5, 2009 downtown
explosion a $974,000 Housing and Urban Development (HUD) grant was received for
improvements to the impacted block. To date $803,536.79 of that grant has been spent for
reconstruction of structures destroyed in the blast. The remaining $170,463.21 has been
designated for repaving the alley and improving the street frontages that border the block along
Rouse and Bozeman Avenues.
The Downtown Bozeman Partnership and the City partnered to determine the use of the
grant funds. In addition to the reconstruction of buildings, a streetscape project was designed to
implement sidewalk, landscaping and lighting improvements on Bozeman and Rouse Avenues
and the reconstruction of the alley. This work was originally designed and bid in the summer of
2011. At that time the bids came in far greater than what remained in the budget for the project.
The bids were rejected and City staff worked with the design engineer and the Downtown
Partnership to see if there were ways to make the project fit within the remaining budget. The
most significant change to the project was to offer by the Public Services Department to have the
Bozeman Streets Division repave the alley, remove that work from the bid, and rebid the work
this winter.
The city streets division has already paved several of downtown alleys and was willing to
work this alley into their summer paving schedule. Had there been no blast or reconstruction,
they would have eventually paved the alley as a maintenance project. In addition to saving
money, when the street division paved other downtown alleys, they were able to keep access to
the businesses open as much possible for deliveries. These actions mean the job takes longer to
complete, and this kind of concession has a significant cost to a private contractor, which likely
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had an effect on the original high bids. We believe it is beneficial to the City’s image with the
downtown businesses and patrons, and the additional time it takes to complete the project is
worth the additional time needed to work around delivery schedules. The HUD money will be
used to purchase some of the paving materials.
The new project bids were opened on February 28, 2012, and the revised bid package
resulted in several more bids received. All bids were below or near the engineer’s estimate with
this second bidding.
The low bid for this project came in at $103,365.25 from Knife River of Belgrade MT.
The engineers estimate was $171,324.00. Knife River’s bid includes new sidewalk, the
installation of street lights, and landscaping on the east side of North Bozeman Avenue and the
west side of North Rouse Avenue from Main Street through the alleys. The bid does not include
the street lights, as they will be purchased separately with HUD grant money for approximately
$24,000.
City Staff, Knife River, and the Downtown Partnership will work with the affected
residents and business owners to assure that this project will have as minimal inconvenience to
them as possible. At this time the intent is to start this project after MSU graduation, but the
schedule has yet to be finalized.
FISCAL EFFECTS: The funding from this project comes solely from the
downtown blast HUD grant. So far approximately $18,743.96 has been spent on designing,
bidding, and advertising the streetscape project. The low bid came in at $103,365.25, and there is
still $170,463.21 remaining in the fund.
Until the batch plant opens on April 1, the actual cost of the paving project to the City
Streets Division cannot be known. The cost for asphalt, tack oil, fuel, equipment rental, and a
concrete valley gutter (if needed) is $16,000. Labor is estimated at $7,000. If there is adequate
funding available (from either the grant or from the Streets Division budget) a sand-oil separator
will be added to the storm drain for pre-treatment before the stormwater enters the creek.
HUD GRANT BALANCE
$170,463.21
Knife River Bid $103,365.25 $67,097.96
Engineering balance (est) $10,000.00 $57,097.96
Lights (est) $24,000.00 $33,097.96
Alley materials (est) $16,000.00 $17,097.96
Streets Labor (est) $7,000.00 $10,097.96
Oil-sand separator $5,000.00 $5,097.96
ALTERNATIVES: As suggested by the City Commission.
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Attachments: Three copies of the Notice of Award
City of Bozeman Bid Tab Sheet for Downtown Streetscape Improvements
Report compiled on: 3/14/12
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NOTICE OF AWARD
TO: Knife River Dated: March 26, 2012
ADDRESS: P.O. Box 9 Belgrade, MT 59714
PROJECT: Downtown Streetscape Improvements
CONTRACT FOR: Sidewalk, lighting, and landscape construction
You are notified that your Bid dated for the above Contract has been considered. You are the
apparent Successful Bidder and have been awarded a Contract for: Downtown Streetscape Improvements
. The Contract Price of your Contract is: One Hundred Three Thousand, three hundred sixty five
dollars and twenty five cents Dollars ($ 103,365.25 ).
Copies of each of the proposed Contract Documents (except Drawings) accompany this Notice of Award.
Sets of the Drawings will be delivered separately or otherwise made available to you immediately.
You must comply with the following conditions precedent within fifteen (15) days of the date of
this Notice of Award, that is, by March 26, 2012.
1. You must deliver to the OWNER THREE fully executed counterparts of the Agreement including
all the Contract Documents and Drawings.
2. You must deliver with the executed Agreement the Contract Security (Bonds) as specified in the
Instruction to Bidders (paragraph 18), General Conditions (paragraph 5.1) and Supplementary
Conditions (paragraph SC-5.1).
3. List other conditions precedent: Bonds shall not be dated at the time of being issued. They will
be dated at the time of the City Manager’s signature for notice to proceed.
Failure to comply with these conditions within the time specified will entitle OWNER to consider
your Bid abandoned, to annul this Notice of Award, and to declare your Bid Security forfeited.
Within ten (10) days after you comply with these conditions, OWNER will return to you one
fully signed counterpart of the Agreement with the Contract Documents attached.
CITY OF BOZEMAN, MONTANA ATTEST:
BY: __________________________________ BY: ____________________________
(CITY MANAGER) (CLERK OF COMMISSION)
DATE: _______________________________ APPROVED AS TO FORM:
BY: ____________________________ (CITY ATTORNEY)
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