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HomeMy WebLinkAbout2024-01-02 I06 Traffic Signal Enhancements, School and Trail Crossing Improvements_Reject Bid\AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: January 2, 2024 AGENDA ITEM:Consideration of approval of a resolution rejecting bids [Traffic Signal Enhancements, Waukee School & Trail Crossing Improvements Project] FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: The Iowa Department of Transportation received bids for the Traffic Signal System Enhancements Project on December 19, 2023. The proposed project includes replacing the overlapping right turning signal indications with flashing operations for right turn lanes that cross trails at signals, implementation of flashing yellow left turn signal indications, and installs RRFBs for 4 separate school crossings. One bid was received and opened. The bid was $858,791. Snyder & Associates opinion of probable constructions costs was $710,400 (with 5% contingency). The low bid was submitted by Van Maanen Electric, Inc. of Newton, Iowa. City staff’s recommendation is to reject all bids for the project. The reason for the rejection is due to the low competition (only one bidders) and the lowest bid was 121% over the engineer’s opinion of probable construction cost. The Iowa DOT allowance for rejecting all bids when one bid is received is if the one bid is more than 100% of the opinion of probable construction costs. The recommendation includes scheduling the letting for April 16, 2024, the earliest available, and completing the entire project by the end of December 2024. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the Resolution. ATTACHMENTS: I. Resolution II. Bid Summary PREPARED BY: Beth Richardson REVIEWED BY: Rudy Koester RK I6 RESOLUTION 2024- RESOLUTION REJECTING BID FOR THE TRAFFIC SIGNAL ENHANCEMENTS, WAUKEE SCHOOL & TRAIL CROSSING IMPROVEMENTS WHEREAS, on the 28th day of April, 2023, plans, specifications, form of contract and estimate of cost were filed with the Clerk for the construction of certain public improvements described in general as the Traffic Signal Enhancements, Waukee School & Trail Crossing Improvements; WHEREAS, on May 1, 2023, the Council determined that it was necessary and advisable to construct certain public improvements described in general as the Traffic Signal Enhancements, Waukee School & Trail Crossing Improvements; WHEREAS, notice of hearing on plans, specifications, form of contract and estimate of cost for the public improvements was published as required by law; WHEREAS, on April 18, 2023, the date fixed as the date for receiving bids, all bids submitted exceeded the engineer’s estimate of cost and the Council determined it was in the best interest of the City to reject all bids; and WHEREAS, on December 19, 2023, the Traffic Signal Enhancements, Waukee School and Trail Crossing Improvements was re-let through the Iowa Department of Transportation and only one bid was received; WHEREAS, the Council has determined, upon recommendation of the project engineer, it is in the best interest of the City to reject the bid. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WAUKEE, STATE OF IOWA: Section 1. That the bid received on December 19, 2023 for the construction of certain public improvements described in general as construction of the Traffic Signal Enhancements, Waukee School & Trail Crossing Improvements, be and are hereby rejected. PASSED AND APPROVED this 2nd day of January, 2024 Mayor ATTEST: City Clerk 2727 SW SNYDER BOULEVARD | P.O. BOX 1159 | ANKENY, IA 50023-0974 P: 515-964-2020 l F: 515-964-7938 l SNYDER-ASSOCIATES.COM https://cityofwaukee.sharepoint.com/sites/cityadministration/shared documents/general/xcouncil packet documentation/01-02 traffic signal enhancements tap_letter, bid tab.docx December 22, 2023 Mr. Rudy Koester, P.E. City of Waukee - Public Works 805 University Avenue Waukee, IA 50263 RE: RECOMMENDATION OF REJECTION TRAFFIC SIGNAL SYSTEM ENHANCEMENT WAUKEE, IOWA PROJECT NO.: TAP-T-8177(601)--8V-25 S&A PROJECT NO.: 122.0627.01 Dear Rudy: The Iowa Department of Transportation received bids for the Traffic Signal System Enhancements Project on Tuesday, December 19, 2023. The proposed project includes replacing the overlapping right turning signal indications with flashing operations for right turn lanes that cross trails at signals, implementation of flashing yellow left turn signal indications, and installs RRFBs for 4 separate school crossings. One bid was received and opened. The bid was $858,791. Our opinion of probable construction costs was $710,400 (with a 5% contingency). The low bid was submitted by Van Maanen Electric, Inc. of Newton, Iowa. Please refer to the attached bid summary. Our recommendation is to reject all bids for the project. The reason for the rejection is due to the low competition (only one bidder) and the lowest bid was 121% over the engineer’s opinion of probable construction cost. The Iowa DOT allowance for rejecting all bids when one bid is received is if the one bid is more than 100% of the opinion of probable construction costs. The recommendation includes scheduling the letting for April 16, 2024, the earliest available, and completing the entire project by the end of December 2024. Sincerely SNYDER & ASSOCIATES, INC. Todd Knox Project Manager Iowa Department of Transportation Apparent Bids for Letting of Dec 19, 2023 Letting ID: 23/12/19 Cut-off Time: 10:00:59 AM CST Proposal: 352--25-8177-601-A Counties: DALLAS TRAFFIC SIGNALS Bidder Name Bid Amount Comment DBE VAN MAANEN ELECTRIC, INC.$858,791.00 0.00% (1 apparent bid) Iowa Department of Transportation - Apparent Bids for Letting of Dec 19, 2023 Copyright © 2023 Bid Express®1 of 1