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Home My WebLink AboutReg 2008-07-07 Item 5C - Bid Award - Watson Asphalt for 2008 Overlay and Repair for $697,322.75 41;: w COUNCIL AGENDA SYNOPSIS 00 y'� Initiak IThM X11, i�� 10 Meeting Date 1 Prepared by 1 Mayor's review 1 Council review .ui 07/07/08 1 RT .A,a//- Ig rsoa ITEM INFORMATION CAS NUMBER: 08-082 I ORIGINAL AGENDA DA 1E: JULY 7, 2008 AGENDA I1'EMTITLE Bid Award for 2008 Annual Overlay and Repair Program CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date 7/07/08 Mtg Date Mtg Date ilvltg Date Mtg Date 7/07/08 Mtg Date Mtg Date 3 g SPONSOR Council Mayor Adm Svcs DCD Finance Fi Legal PAR Police PIS SPONSOR'S The project was bid for the 2008 Overlay and Repair Program on June 2 and 9, 2008. SUMMARY Six bids were received and opened on June 17, 2008. The low bid of $659,200.85 was from Lakeside Industries. Lakeside Industries has requested bid relief due to an inadvertent but significant math error on their bid documents. Lakeside has submitted the appropriate documentation for bid relief. The next lowest bidder is Watson Asphalt with a bid of $697,322.75. Watson Asphalt has successfully worked for the City in the past and their bid is within budget. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DA'Z'E: 06/24/08 RECOMMENDATIONS: SPONSOR /ADMIN. Award contract to Watson Asphalt. COl-ili1T1'hE Unanimous approval: forward to Regular (due to full schedule at next COW). COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $697,322.75 $940,000.00 $0.00 Fund Source: 103.01 and 104.02 Residential and Commercial Streets (pages 3 and 44, 2008 CIF) Comments: 1 MTG. DATE RECORD OF COUNCIL ACTION 7/07/08 MTG. DATE ATTACHMENTS 7/07/08 Information Memo dated June 18, 2008 Vicinity Map with 9 site locations Bid Tabulation Lakeside Industries Bid Relief Request KPG Award Recommendation Letter Transportation Committee Meeting Minutes from June 24, 2008 INFORMATION MEMO To: Mayor Haggerton From: Public Works Director Date: June 18, 2008 Subject: 2008 Annual Overlay Repair Program Project No. 08 -RWO1 BID AWARD ISSUE Award the bid for construction of the 2008 Annual Overlay Repair Program. BACKGROUND This project will provide roadway repairs and overlays on the follo`,ving street segments: Site #1 Frager Road; North of City Limits (East Lane Only) Site #2 Southcenter Parkway; Klickitat Dr to Nordstrom Signal (Lane Repair Only) Site #3 Airport Way; Ramps to Boeing Access Road Site #4 East Marginal Way; S of Boeing Access Rd to Sound Transit Improvements Site #5 East Marginal Way; South Norfolk St to North of Boeing Access Road Site #6 S 131s Place; Macadam Road to 44 P1 S Site #7 S 140 St; 53 Ave S to 55 Ave S Site #8 S 139 St; Tukwila International Blvd. to 42 Ave S Site #9 S 140 St; Tukwila International Blvd. to 42 Ave S The project was advertised for bids on June 2 and 9 and bids were opened June 17, 2008. Six bids were received with the apparent low bid of $697,322.75 from Watson Asphalt Paving Company. The apparent second lowest bid was submitted by Lakeside Industries in the amount of $710,200.85. The engineer's estimate was $865,905.00. ANALYSIS The bids were reviewed and tabulated. An error was discovered in the "Mobilization" bid item from Lakeside Industries that causes their bid to be $51,000 lower than the amount read at the bid opening. The correction of this error then causes Lakeside Industries to be the lowest bidder with a bid of $659,200.85. Lakeside Industries has requested bid relief for this project based on the error included in their bid. (Letter is attached.) No errors or irregularities were found in the Watson Asphalt Paving bid and they have successfully worked for the City on past projects. WSDOT Standard Specifications, Section 1 -03.1, allow for relief of the Contractor's responsibilities of Award if certain conditions are met. RCW 47.28 allows for relief from forfeiture of the bid bond if the Contracting Agency concurs with the validity of the error. In this case, City staff has determined that Lakeside Industries has met the requirements by notifying the City within the required timeframe and identified an error in their bid and that they are requesting relief from award of the contract. Mayor Haggerton Page 2 June 18, 2008 BUDGET AND BID SUMMARY Bid Results Estimate Budget Construction (2008 Overlay) 697,322.75 865,905.00 Residential (Page 3, 2008 CIP) 240,000.00 Arterial (Page 44, 2008 CIP) 700,000.00 Contingency (10 69332.28 86.590.50 0.00 Total 767.055.03 952.495.50 940.000.00 RECOMMENDATION Award the construction bid for the 2008 Annual Overlay Repair Program to Watson Asphalt Paving Company in the amount of $697,322.75. attachments: Vicinity Map Bid Tabulation Lakeside Industries, Bid Relief Request Award Recommendation Letter P:\PROJECTS\A- RW RS Projects \08RW01 2008 Overlay Repair\2008 Overlay Award Info Memo.doc J 1 E N A 0\ t St4 s. g ,c4 ill r 4 f w• iiiii 39i- 31 sov- lit cy 0 si 2008 Overlay Program vicinity Map Atli 1 lik '/tom 11 ,1+ ∎T 1 0,.._,0,.._,,._, :it e,,..., i 11. i. wr�� 4 t st r A swA d I k s -4) 1 f w s 1 i s Vii- t St i a 3 7.,/. 111- a *II 0 1 ---4 v„,„„. 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Lakeside Industries unintentionally entered $14,000.00 for the unit cost on Item No 2: Mobilization instead on the intended amount of 865,000.00 that was entered under the item total column. Lakeside Industries total bid price of $710,200.85 was our intended total bid price. It is Lakeside Industries wish to remove our bid from consideration and it is our understanding that our bid bond we not be forfeited for doing so. Lakeside Industries regrets any confusion this may have caused. Please call with any questions or comments. Sincerely, Craig Nickel Project Manager I I 18808 S.E. 257th Street, Covington, WA 98042 (206) 343 -7375 (253) 630 -2011 /FAX A,'3 EQUAL. OPPORTUNITY EMPLOYER wig. ST. CONT. REG- NO. LhKeit•27 -3)D OR CCR 108542 KPG 1117 Broadway, Suite 501 Tacoma, WA98402 Fax 1 253.627.4144 TACOMA SEATTLE Phone 1 253.627.0720 ENGINEERS ARCHITECTS LINDSCIPEARCHITECTS June 18, 2008 SURVEYORS Mr. Robin Tischmak, P.E. Project Manager City of Tukwila Public Works Tukwila, WA 98188 Re: 2008 Overlay Program Project No. 08 -RWO1 Recommendation for Contract Award Dear Robin: We have completed the bid tabulation for the referenced project and discovered a math error that changed the bid results. Watson Asphalt 9 p Paving Company was the apparent low bidder at $697,322.75; however, correction of a math error on Item No. 2 in the bid received from Lakeside Industries put their total bid amount at $659,200.85. The corrected error is shown on the attached bid tabulation. Lakeside Industries has indicated that there is an error in the electronic bid form they used and will be following up directly with you as to the status of the bid and potential error. Therefore, we reviewed project references for both Lakeside industries and Watson Asphalt Paving Company. We have reviewed the projects and references submitted by both Lakeside Industries and Watson Asphalt Paving Company for the referenced project. All references checked indicated that both firms have done a good job on roadway overlay and repair projects. From a qualifications standpoint, we would recommend award to either of these firms. Depending on the outcome your discussions with Lakeside Industries, we are recommending that the City award Project No 08 -RWO1 entitled 2008 Overlay Program to either Lakeside Industries or Watson Asphalt Paving Company. Please call me at (206) 267 -1052 if you should have any questions or require further information. Sincerely, Nelson Davis, PE Principal J As ti' City of Tukwila I Transportation Committee 1908 TRANSPORTATION COMMITTEE Meeting Minutes June 24, 2008 5.00 p.m. Conference Room #1 PRESENT Councilmembers: Pam Linder, Chair; Dennis Robertson and De'Sean Quinn Staff: Jim Morrow, Frank Iriarte, Bob Giberson, Robin Tischmak, Gail Labanara, and Kimberly Matej CALL TO ORDER: Committee Chair Linder called the meeting to order at 5:06 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. East Marginal Wav Sout/92n Place South Signal Pole Replacement Bid Award Staff is seeking full Council approval to award a contract in the amount of $83,061 to TransTech Electric, Inc. to replace the traffic signal pole at East Marginal Way South and 92n Place South. This pole requires replacement due to damage sustained during a vehicular collision. Washington Cities Insurance Authority (WCIA) has confirmed that the insurance company of the responsible party will be funding the total cost of the replacement. UNANIMOUS APPROVAL. FORWARD TO JULY 7 REGULAR MEETING. B. Green River Pedestrian Utility Bridge Bid Award (Painting Only) This item has been previously heard in Committee (see minutes dated August 27, 2007). It was determined that the project would be re -bid in two separate packages one for bridge repair and the second for bridge painting. The bridge repair is complete and painting is ready to commence. Staff is seeking full Council approval to award the project to the lowest bidder, Purcell Painting in the amount of $134,000. Purcell Painting has successfully performed work for the City in the past. Bid repackaging has kept the project below budget. UNANIMOUS APPROVAL. FORWARD TO JULY 7 REGULAR MEETING. C. 2008 Overlay Program Bid Award Staff is seeking full Council approval to award a bid in the amount of $697,322.75 to Watson Asphalt N j Paving Company for the construction of the 2008 Annual Overlay and Repair Program. Watson Asphalt is the apparent low bidder after the original lowest bid was retracted and relieved due to a calculation error. Although Watson Asphalt has not worked on City projects recently; their work has been satisfactory for the City in the past. The company is currently working on projects for King County and the Department of Transportation. UNANIMOUS APPROVAL. FORWARD TO JULY 7 REGULAR MEETING. M. ANNOUNCEMENTS No announcements. IV. MISCELLANEOUS In order to assist with balancing upcoming City Council agendas, the Committee has agreed to recommend forwarding all above items directly to the July 7 Regular meeting, rather than proceeding to the next scheduled Committee of the Whole. All items are routine in nature. Next meeting: Tuesday, July 15, 2008 5:00 p.m. Conference Room 1 t St- Committee Chair Approval Minutes by KAM. Reviewed by GL.