The Concrete Panel Replacement Base Bid project consists of pavement repairs to 4-J Road, between 6th Street and 7th Street and to Georgia Circle in the Westover Subdivision.  The repairs to 4-J Road include the removal and replacement of approximately 50 LF of curb and gutter and 375 SY of concrete panels. It also includes a manhole adjustment, joint sealing and other incidentals necessary to complete the work.  The repairs to Georgia Circle include the removal and replacement of approximately 140 LF of monolithic curb, gutter & sidewalk and 900 SY of concrete panels.  It also includes two valve box adjustments, one manhole adjustment, joint sealing and incidentals necessary to complete the work.

Alternate 1 includes complete pavement replacement verses patching isolated areas on Georgia Circle.  This would remove and replace approximately 1,485 SY of concrete pavement in conjunction with the other bid items in the base bid. 

Alternate 2 includes repairs to the driveway approach and pavement leading into the Mickelson Fire Training Center.  This work will consist of removing approximately 170 SY of asphalt pavement and replacing it with concrete pavement.  The Fire Chief approached city staff regarding the condition of the pavement in the approach area for the Fire Training Center.  Staff evaluated its condition, designed the repairs and included them with our concrete panel replacement project as an alternate. The Fire Board would be responsible for funding the repairs associated with Alternate 2.

All work associated with this project shall be complete by May 31, 2017. If fall weather cooperates, the contract allows for work to commence this fall should the contractor elect to begin work.

Bids were opened on October 5, 2016, and five (5) bids were received.  If Alternate 1 is awarded, it replaces all the bid items defined in the base bid section for Georgia Circle.  If Alternate 2 is awarded, it would be to the contractor who submitted the overall responsive low bid and not just the low bid for this Alternate.

The bid results for the Base Bid were:

Gregco, LLC                               $181,220.00
S&S Builders, LLC                     $186,939.77
Van Ewing Construction             $190,314.42
Powder River Construction         $193,386.00 (irregular)
GW Construction                         $223,518.40
Engineers Estimate                      $200,556.00

The Bid Results for the Base Bid plus Alternate 1 were:

Powder River Construction         $210,100.00 (irregular)
Van Ewing Construction             $225,553.08
Gregco, LLC                                $227,974.00
S&S Builders, LLC                     $243,351.87
GW Construction                        $284,324.40

Engineer's Estimate                     $248,396.00

The bid results for Alternate 2 were:

Van Ewing Construction            $24,795.98
Powder River Construction         $26,953.00 (irregular)
S&S Builders, LLC                     $27,719.50
GW Construction                        $28,778.00
Gregco, LLC                               $28,857.00
Engineer's Estimate                     $26,195.00

There were two bids submitted that have errors as defined in the bidding documents.

Gregco, LLC's bid was not dated, did not include their address or their phone number, and signed their bid in the signature block for an individual owner verses signing in the signature block for a Corporation (LLC).  Upon review of these errors, staff determined them to be minor, and considered them an informality and not a reason to reject their bid.

Powder River Construction submitted a bid that was not signed.  It is clear in the bidding documents that this is to be considered irregular and the bid shall be rejected.

The estimated budget for this work is in the amount of $187,000.  There is unused funding from completed Pavement Management System projects that could be used to fund the additional expense of Alternate 1 if it is awarded.  The Campbell County Fire Department would fund Alternate 2, paying for all repairs at the Fire Training Center.

Staff recommends awarding to Van Ewing Construction, Inc. (apparent Low Bidder) the Base Bid and Alternate 1 as a result of favorable pricing, funding available and the fact that the full replacement of the paving section on Georgia Circle will be a long term solution. The Campbell County Joint Powers Fire Board has elected not to award Alternate 2 at this time due to funding constraints.

The City Engineering Division designed this project and will provide the construction management in-house.  There will be some additional expenses related to material testing from a geotechnical company, providing density testing for subgrade and installed aggregate base as well as testing the properties of the Portland Cement Concrete.  It is estimated that these services would be in the amount of approximately $10,000.