CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 21-186, Bridge and Retaining Wall Handrail Maintenance Program, to Crossroad Construction, for an amount not to exceed $140,250, plus a 5% contingency
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In February 2021, the Transportation, Engineering and Development (TED) Business Group issued Bid 21-056, Bridge and Retaining Wall Handrail Maintenance Program, to improve the handrails at three locations. The City received a total of one bid, from MSY Incorporated at a cost of $520,000, and requested it be rejected since only one bid was received and the proposed cost was substantially higher the engineer’s estimate of $150,000. In April 2021, the request to reject all bids was approved by the Finance Department.
In April 2021, TED re-issued the contract under Bid 21-186, Bridge and Retaining Wall Handrail Maintenance Program, for the same three locations. Details of the two bids received are in the Discussion section below.
The City maintains handrails at 37 locations throughout the City, which are found on bridges, retaining walls, culverts and bicycle paths. The handrails are composed of various materials such as steel, aluminum, chain link fence and wood and have various coatings of paint, powder coating, and galvanizing applied. The conditions of the handrails vary from very poor to very good. In 2020, the City started a Handrail Maintenance Program with the goal of improving the condition of the handrails that are in poor condition and 11 locations were improved last year. Three larger locations will be improved in 2021.
The handrail maintenance industry is a small and very specialized field. Many contractors know how to install new handrails. However, there are only a limited number of contractors that know how to properly repair and paint handrails due to special paint processes required and environmental safety factors. The correct paint method/application ensures that the handrail won’t prematurely rust and will last for at least two decades. Further, knowing how to safely sandblast, repair, remove, and handle handrails located in highly sensitive areas such as bridges and culverts without negatively impacting rivers and streams is very important.
DISCUSSION:
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Advertisement Date: |
04/19/2021 |
Notices Sent: |
16 |
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Opening Date: |
05/04/2021 |
Planholders: |
11 |
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Proposals Received: |
2 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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Engineer’s Estimate |
$150,000.00 |
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Crossroad Construction |
$140,250.00 |
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Northern Contracting |
$313,584.04 |
Staff met with Crossroad Construction at the three bid locations to confirm they fully understood the scope of work. Staff is confident that Crossroad Construction can complete the work as shown at the submitted bid unit price.
Staff contacted vendors who downloaded the plans but decided not to submit a bid. One vendor informed the City that they did not do railing work. Another vendor shared that they had worked with a bidder on quoting the concrete portion of the work as a sub-contractor because their business did not involve painting. Four of the planholders do not actually bid projects because their businesses download construction bids and notify vendors of construction projects.
The completion date of this project is November 1, 2021.
FISCAL IMPACT:
CIP #: BR032
The Bridge and Retaining Wall Handrail Maintenance program is expensed to the Infrastructure account listed below. This work is related to BR032, for which $150,000 was budgeted for in 2021. The requested award is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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30282300-551502 |
Bond Fund |
$9,243,000 |
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