Approval Sheet

CITY OF GILLETTE
201 E. 5th Street
Phone (307)686-5200
CITY OF GILLETTE

www.gillettewy.gov

 
DATE: 5/17/2016 7:00:00 PM
SUBJECT:
Council Consideration of a Bid Award for the School Zone Crossings - Phase II Project to Powder River Construction, Inc., in the Amount of $167,291.10 (1% Project and Wyoming Department of Transportation, Transportation Alternatives Program (TAP) Grant Project). 
BACKGROUND:
The School Zone Crossings - Phase II Project is part of the Safe Routes to School plan to assist in adding traffic calming devices (neckdowns) and Rectangular Rapid Flashing Beacons at Sage Valley Junior High, Paintbrush Elementary and Prairie Wind Elementary.  The project will also add Rectangular Rapid Flashing Beacons on Warlow Drive at Bicentennial Park, and at the intersection of Kluver Road and Gurley Avenue.

The Kluver/Gurley crossing is a completion of work that began under the School Zone Crossings Phase I Project.  The Sage Valley Junior High neckdown will move the crosswalk at Wagon Trail Street and Harder Drive to the south side of the intersection and improve the entrance and exit of the school parking lots. These plans have also been presented to the Campbell County School Board and have been approved for construction.  
ACTUAL COST VS. BUDGET:

Bids were opened and read aloud on April 26, 2016 at the City of Gillette Purchasing Division.  Four bids were received and are as follows:

Bids
 Powder River Construction, Inc. (PRC), $167,291.10

Mining Electrical Services, Inc., (Non-responsive) $ 146,020.79 (Corrected)

DRM, Inc., (Non-responsive) $ 212,056.75

S & S Builders, LLC, $ 213,253.70

Engineer’s Estimate, $165,743.55

Funding
 Funding for this project is available through the Wyoming Department of Transportation (WYDOT), Transportation Alternatives Program (TAP) Grant at the rate of 80% of the total project cost, reimbursable up to $133,840. 
The additional 20% project match/overmatch funds are to be paid by the City from the Optional 1% Sales Tax – Traffic Signals (Pedestrian Crossing Enhancements) Account with a total project budget of $181,599.81.

Mining Electrical Services and DRM were found to be Non-Responsive bidders due to  their bids not containing a Disadvantage Business Enterprise (DBE) contact listing as required by the specifications and State regulations associated with the grant funding. Mathematical errors were also found in the Mining Electrical Services bid, with the corrected bid value shown above. 

Powder River Construction, Inc. submitted the lowest responsible bid. This bid is within the budget set aside for this project and Staff recommends City Council award the bid to Powder River Construction, Inc., in the amount of $167,291.10. 

WYDOT has concurred with this bid analysis and with this bid award recommendation.
SUGGESTED MOTION:
I move for Approval of a Bid Award for the School Zone Crossings - Phase II Project to Powder River Construction, Inc., in the Amount of $167,291.10 (1% Project and Wyoming Department of Transportation, Transportation Alternatives Program (TAP) Grant project).
STAFF REFERENCE:
VIDEO
Dustin Hamilton, P.E., Development Services Director
Heath VonEye, P.E., City Engineer
ATTACHMENTS:
Click to download
Bid Tabulation
Project Map