Agenda - Council - 05/17/2011 - Special

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CC Special Session Meeting Date: 05/17/2011 By: Tim Himmer, Engineering/Public Works Title: Consider Award of Contract for City Project #11 -22; Rhinestone Commons Parking Lot Improvements 4.5. Background: The parking lot paving at Rhinestone Commons was originally included in the construction documents for The Draw park improvements that were approved by the Council and implemented in 2010. During the bidding phase of that project there were some concerns with the bids received, and whether the low bidder complied with State competitive bidding laws on portions of the bid form. At the time the Draw project was awarded on March 30, 2010 it was the recommendation of the City attorney to remove all add alternate items from the bid that could be considered in non - compliance with State bidding laws. The City Council agreed and awarded a contract that removed the Rhinestone Commons parking lot from the plan set, and authorized staff to prepare a bid set for these parking lot improvements (see attached minutes). Observations: The project has been repackaged and was distributed for bidding on May 2, 2011. Staff prepared the bid such that the contractor must have the project completed by June 22nd, in advance of the farmers market opening and amphitheater concert events, but requested a deduct alternate for extended time of completion until September. This allows the contractor to schedule their workforce in the most efficient manner, and gives the City some flexibility when reviewing the bids and project costs associated with the scheduling differences. Due to the time constraint referenced above for swift completion of this project this item has been scheduled on this special meeting for consideration of an award of contract. The bid opening will take place at 2:00 pm on Monday May 16th, and once all information has been tabulated it will be forwarded to the Council via e -mail for review prior to the scheduled special session on May 17, 2011. Recommendation: Staff recommends that the City Council award a contract for City project # 11 -22; Rhinestone Commons Parking Lot Improvements, to XXX in the amount of $XXX. Funding Source: The engineer's opinion of probable construction costs is $140,000. Financing for The Draw to date has been from a combination of sources; grants, park payment obligations that were collected as part of the original RTC park agreement, park dedication, and future land sales. Funding for this project is proposed to come from the park trust fund, and reimbursed with future land sales. Council Action: Motion to approve Resolution 11 -05 -XXX awarding a contract for City project #11 -22; Rhinestone Commons Parking Lot Improvements, to XXX in the amount of $XXX. March 30, 2010 Council Minutes Resolution Awarding Contract Attachments Form Review Inbox Reviewed By Date Kurt Ulrich Jo Thieling 05/12/2011 11:56 AM