CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 21-006, 2021 Sidewalk and Curb Maintenance Program, to Schroeder & Schroeder Inc for an amount not to exceed $908,244, plus a 3% contingency (Item 1 of 2)
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The other related item on the City Council agenda is:
• 21-0325 Pass an ordinance for the 2021 Sidewalk Removal and Replacement Program Property Owner’s Cost Sharing Program (Item 2 of 2)
The Transportation, Engineering, and Development (TED) Business Group is responsible for the maintenance of the City’s sidewalk system. The Roadway Maintenance Improvement Program (MIP) includes projects to maintain roadways and the adjacent pedestrian network. These projects offer a programmatic approach to ensure the City is improving safety concerns and in compliance with ADA standards. Repairs are performed to reduce long term maintenance costs and limit exposure to claims against the City.
Due to ongoing concerns and financial impacts as a result of the Covid-19 pandemic, staff is again recommending an extension be granted for due dates for property owner bills generated from this program. The City’s typical process is to send bills out to the residents after the work is completed with a 30-day due date. Staff is recommending that the bills go out at the same time but with a 90-day due date. Additionally, the City has again budgeted money in the Social Services Grant (SSG) fund to assist residents in the low-moderate income range with their portion of the sidewalk repair bills.
2020 Sidewalk Removal and Replacement Program - Cost Sharing Program
The Municipal Code provides a cost sharing policy by which the property owner and the City share the cost for the repair or replacement of sidewalk and curb that meets established criteria. An enabling ordinance is the official mechanism that will provide a special taxation of properties where work is performed, and property owners’ cost share can be recovered by the City. Generally, in residential areas, the cost is split 60% City and 40% homeowner. In commercial settings, the split is 50% City and 50% owner.
For more than 20 years, the sidewalk and curb maintenance program has been performed annually at locations throughout the City to keep the public sidewalk system in good condition. In the last ten years, the program repaired approximately 1.132 million square feet or 42.9 miles of substandard sidewalk. Last year, over 4.65 miles of substandard sidewalks were repaired through City programs.
Property owners either call to request an inspection or staff identifies locations while inspecting streets for the resurfacing project. Properties are verified by TED inspectors to meet eligibility requirements. A list of all 4,758 properties identified for replacement as part of the 2021 Sidewalk Removal and Replacement Program is attached as Exhibit A to the ordinance.
Initial contact was made with each cost-sharing participant at the time the sidewalk defects were identified. Final determination of quantities and cost participation for each resident will be completed after the sidewalk is replaced and inspected by the City. Invoices will be mailed on a monthly basis to homeowners for completed work.
DISCUSSION:
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Advertisement Date: |
02/25/2021 |
Notices Sent: |
99 |
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Opening Date: |
03/16/2021 |
Planholders: |
20 |
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Proposals Received: |
4 |
Bids were received from the following vendors:
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Vendor Name |
21-006 Base Bid |
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Schroeder & Schroeder Inc |
$883,492.00 |
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Whiteline Construction |
$940,998.00 |
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Engineer’s Estimate |
$947,140.00 |
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Copenhaver Construction |
$955,564.00 |
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Globe Construction |
$1,771,640.00 |
Schroeder & Schroeder Inc’s bid was approximately $63,600 less than the engineer’s estimate, which was based upon an annual adjustment to the prices of the awarded 2020 sidewalk and curb maintenance program. Staff verified that Schroeder & Schroeder is an IDOT pre-qualified contractor for concrete construction. Additionally, the contractor performed this project in 2019 to the satisfaction of the City.
Addition of Extra Quantity
As part of the 2020 MFT resurfacing contract, Washington Street from 5th Avenue to Ogden Avenue was originally identified to be repaved. As part of the project, the adjacent sidewalk and curb was inspected and quantities recorded which met criteria for replacement. Due to budget constraints, this section was dropped from the 2020 program. Due to intended coordination with the Washington Street Bridge replacement project, this section was not included in the 2021 repaving programs. The recorded sidewalk replacement work was moved to the 2021 Sidewalk and Curb Maintenance program. In total, ten work orders were moved over along with their associated pay items. However, it was discovered during a field visit that there were pay items which had not been recorded in the work orders, per the standard approach for the MFT program.
These additional pay items, when added to the estimated quantities listed within bid worksheet, total 551 linear feet of curb and gutter replacement, five square yards of hot-mix asphalt driveway removal and replacement, 42 square feet of brick paver removal and replacement, and one structure to be adjusted. Staff is requesting that the award of this bid include these additional quantities in order to construct these repairs in coordination with other work to be completed in this same area. The City has received support from Schroeder & Schroeder Inc to complete this work as part of the program at the bid unit prices and without impact to project schedule. The total cost of this additional work is $24,752.00. The inclusion on these additional quantities does not represent a significant change to the original contract quantity and does not alter the scope or nature of the work as provided within the bid document.
The total award with the addition of these quantities is $908,244.00. This value maintains Schroeder & Schroeder as the low bidder and is $32,754.00 less than the next lowest bidder’s base bid.
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Vendor Name |
21-006 Award Bid |
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Schroeder & Schroeder Inc |
$908,244.00 |
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Whiteline Construction |
$960,988.00 |
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Engineer’s Estimate |
$970,510.00 |
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Copenhaver Construction Inc |
$977,420.00 |
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Globe Construction |
$1,812,551.00 |
This project is anticipated to begin in early May and has a completion date of July 30, 2021.
FISCAL IMPACT:
CIP #: MP004 - Sidewalk Removal and Replacement Program
MP009 - Street Maintenance Improvement Program (MIP)
The Sidewalk Removal and Replacement Program (MP004) is expensed to the following accounts. A total of $520,000 has been budgeted for this project as part of MP004 in 2021. The requested amount of $448,846.00 is within budget and expensed to the accounts below.
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Account Number |
Fund Description |
Total Budget Amount |
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30282200-551502 |
Capital Projects Fund |
$3,937,777 |
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30282300-551502 |
Bond Fund |
$9,243,000 |
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30284300-551502 |
SSA #33 Fund |
$100,000 |
Additionally, to address all concrete work identified as part of the micro-surfacing contract, funds will be used from the MIP, which has a total budget of $12.0 million in 2021. The requested amount of $446,462, which is a component of the micro-surfacing contract, is within budget and is expensed to the account below.
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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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Finally, DPW had identified select locations which need additional sidewalk and curb repairs following utility work completed by the City. These locations are nearby repair locations included as part of the Sidewalk & Curb Maintenance Program and will provide cost savings and efficiency for the City. The total request of $12,856 will be expensed from the accounts below,
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Account Number |
Fund Description |
Total Budget Amount |
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41251500-551502 |
Water Utility |
$26,743,950 |
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41251540-531302 |
Water Utility |
$50,000 |
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41251540-531308 |
Water Utility |
$268,000 |
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*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.