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Home My WebLink About4.07 Dougherty Hills Pk Slope RepairG~~,t OF DpB~~ ~ 19`~;~~, STAFF REPORT C I T Y C L E R K ``c~,,,.~ ~~ DUBLIN CITY COUNCIL File #^ 6^0 O^-0^~ DATE: August 16, 2011 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJEC : Award of Bid for Contract No. 11-09 to Evans Brothers Inc. (Dougherty Hills Park Slope and Drainage Repair) and Approval of Budget Adjustment Prepared By: Mark Lander, City Engineer EXECUTIVE SUMMARY: The Dougherty Hills Park Slope and Drainage Repair Project (CIP No. 950017) includes slope stabilization and drainage repair and improvements on a hillside within Dougherty Hills Park immediately above Topaz Circle. The project will restore an area of the hillside damaged during intense rain storms in March of this year and offer protection for the homes on Topaz Circle and the DSRSD access road from future storm events. Based on bid results received on July 28, 2011, a budget adjustment is needed to increase the funding available for improvements due to additional repairs measures identified during design. FINANCIAL IMPACT: The total project cost identified for the Dougherty Hills Park Slope and Drainage Repair Project (CIP No. 950017) in the adopted Capital Improvement Program is $110,000. This project is funded by the General Fund. The project budget includes $23,000 was appropriated for project design, inspection, administration and related costs and the remaining $87,000 for improvements to be completed as part of the proposed contract with Evans Brothers Inc. Based on the bids received a budget adjustment of $19,146 is recommended to provide adequate funds for the contract for improvements plus a contingency of 10%. Page 1 of 3 ITEM NO. ~. / Budget For Improvements With Contingency Compared To Low Bid RECOMMENDATION: Staff recommends that the City Council adopt the Resolution awarding Contract No. 11-09, Dougherty Hills Park Slope and Drainage Repair Project Village Parkway Stormwater Treatment Improvem t Project to Ev ns Brothers, Inc. and approve a budget adjustment. ~ . ~ (/' ~ . ub tted By Reviewed By Revi ed By Public Works Director Administrative Services Director Assistant Ci M nager DESCRIPTION: On May 17, 2011, the City Council approved the appropriation of funds for Citywide Storm Repairs, which included funding for the Dougherty Hills Park Slope and Draining Repair project (Attachment 1). On June 21, 2011, the City Council approved the Fiscal Year 2011-12 Update to the Five-Year Capital Improvement Program (CIP) for Fiscal Years 2010-2015, which included the Dougherty Hills Park Slope and Drainage Repair Project (CIP No. 950017). Staff has included a map showing the location of the proposed work (Attachment 2). A total of four (4) bids were received on July 28, 2011. Bid results are as follows: Bidder Bid Evans Brothers, Inc.. $96,496.50 G.N. Henle $103,140.00 Bruce Carone $143,578.00 Thunder Mountain $160,649.90 The low bid of $96,496.50 was submitted by Evans Brothers, Inc. Staff has checked references and necessary licenses, and recommends that the City Council adopt the Resolution (Attachment 3) awarding Contract No. 11-09, Dougherty Hills Park Slope and Drainage Repair Project (CIP No. 950017) to Evans Brothers, Inc. as the lowest responsive bidder. The project budget included a total of $87,000 for improvements. The budget was based on the likely scope of work expected when the budget was developed last April. During final design, additional work was identified, including replacement of an existing drain line that was displaced by soil erosion. Staff is recommending a budget adjustment (Attachment 4) to increase the budget for improvements from $87,000 to $106,146 (an increase of $19,146). This will provide an approximate allowance of 10% for contingencies during construction. The additional funding is proposed to be a transfer from the budgeted contingency account. Staff expects the project to begin early September and anticipates completion of the improvements by late October 2011. NOTICING REQUIREMENTS/PUBLIC OUTREACH: 1) The City will mail notices to residents and businesses improvements following award of the construction contract. 2) As required by the specification, the Contractor will notify businesses one week in advance of the improvements. affected by the upcoming all affected residents and Page 2 of 3 ATTACHMENTS: 1. Location Map 2. Resolution Awarding Slope and Drainage Evans Brothers, Inc. 3. Budget Change Form Contract 11-09, Dougherty Hills Park Repair Project (CIP No. 950017), to Page3of3 ~ ~~ Dougherty Hills Park Slope and Drainage Repair I1c~alin Hi~:(~ ~~c:l~cr~l ~ c_o~'c ~ PROJECT SITE c~' ~ ~ z ~ ~~ ~ ~ ~ ra r~c N ~~ 7 ~ ~ ~~ " ~/ ATTACHMENT / ~~~ RESOLUTION NO. -11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AWARDING CONTRACT NO. 11-09, DOUGHERTY HILLS PARK SLOPE AND DRAINAGE TO EVANS BROTHERS, INC. WHEREAS, the City of Dublin did, on July 28, 2011, publicly open, examine, and declare all sealed bids for doing the work described in the approved Plans, Specifications, and Modifications for Contract No. 11-09, Dougherty Hills Park Slope and Drainage Repair, which Plans, Specifications, and Modifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, said bids were submitted to the Public Works Director, who has recommended that the bid hereinafter is the lowest and best responsive bid for doing said work; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby award Contract No. 11-09, Dougherty Hills Park Slope and Drainage Repair, to the lowest responsible bidder therefore, to wit, Evans Brothers, Inc., at a bid of Ninety-six Thousand, Four Hundred and Ninety-Six Twelve Dollars, and 50 Cents ($96,496.50), the particulars of which bid are on file in the Office of~the Public Works Director. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement. PASSED, APPROVED AND ADOPTED this 16th day of August, 2011, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk G:\CIP\Dougherty Hills Slope Drainage Repair\Resolution ofAward 8-16-11.doc Mayor ATTACHMENT ~ CiTV OF DU~LO~ ~IJDGET' CFB~4iVGE FORIVI FY 2011 / 2012 CHAIVGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: From Unappropriated Reserves ('") X From Budgeted Contingent Reserve (1001.1901.81101) From New Revenues Other Within Same Department Activity __ Between Departments (City Cbuncil Approval Required) ~ ~-- -~ , ~ DECRE.~~4SE,8~UDGE~T,A-G,~COUNT ~ :° ~ ~-- _ ~ilAOllf~l`~ :. , ~m , ,~ ~ ~ ;1NCRE~4SEKBUD'GETACCOt~1f~T -'.,, . ~ ,. , ANIOUiV~T~,___ ;~ Name: EXPEIVSE - GENERAL CIP EXPENDITURE: GENERAL . FUND - Non-Departmental - $19,146 FUND -Improvem~nts Dougherty $ 19,146 Budgeted Contingency Hills Slope/Drainage Repair GL Account # 1001.1901.81101 Project # 950017.9400.9401.1001 GL Account #: 3500.9501.73103 CIP Transfer Out: General Fund 1001.1901.89101 $ 19,146 CIP Transfer In: Parks CIP: #3500.9501.49999 $19,146 REASON FOR BUDGET CHANGE ENTRY: As presented to the City Council on August 16, 2011, Staff have obtained bids to undertake soil repairs at the Dougherty Hills Park as part of a Capital Improvement Project. During the design phase the proposed scope of repair work was expanded to address including replacement of an existing drain line that was displaced by soil erosion. Based on the low bid received including the expanded scope of work an additional appropriation is required. The additional funds required will be provided from a transfer from the Budgeted Contingent Reserve. Fin Mgr/ASD: ~°Jr~ Signature City Manager: \ ~f'~/ ature Date: $ f $ ~ 0 Date: ~ ~ ~ ~ ~ . , g ~ AsY.A~ppro~ed at'the City Councfl Meeting on : Date 8/16/2011 s.a+. ' ~ ~~ a Mayor: Date: Signature . Posted By: Date: ~ ~ ~ G:IBudgetChangesl4_2011_1213_8_16_ll_Dougherry_Hills_Pk_Repair(2}.doc ATTACHMENT 3