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Home My WebLink About2009 03 23 Regular 604 City Waterways RestorationCOMMISSION AGENDA ITEM 604 `"-ti lance z3, 2ao~ .-~y-l~;-~AAI~- Meeting CONSENT INFORMATIONAL PUBLIC HEARING REGULAR X MGR /DEPT ~~~~ Authorization REQUEST: Public Works Department requesting authorization to enter into a contractual agreement with the lowest responsive pre-qualified bidder(s) for the restoration of City waterways at five locations damaged during Tropical Storm Fay PURPOSE: The purpose of this agenda item is to request authorization to enter into a contractual agreement with the lowest responsive pre-qualified bidder(s) for the restoration of City waterways at five locations damaged during Tropical Storm Fay. The recommendation of award and the contract amount(s) will be provided at the Mazch 23 meeting. PROJECT BACKGROUND: • At the January 12, 2009 City Commission meeting, the Commission provided authorization to enter into a Project Agreement with the Natural Resources Conservation Service (MRCS) for the restoration of City waterways at five locations damaged during Tropical Storm Fay. At the February 9, 2009 City Commission meeting, the Commission approved Amendment #1 to the NRCS Project Agreement, which increased the maximum construction cost by to $400,000. Federal funding was approved at a 75 percent cost share rate (75% NRCS / 25% City) for the following erosion control projects: 1. Beaz Creek at Winter Springy Boulevazd -repair erosion at north bridge abutments; remove sediment islands and storm debris; fill scour holes 2. Howell Creek at Northern Way south bridge) -remove sediment islands and storm debris; fill scour holes 032309_COMM_Regular_604_NRCS Erosion Control Projects Construction March 23, 2009 Agenda Item #604 Page 2 of 3 3. No Name Creek at Power Easement -remove sediment islands and storm debris; replace existing dual-culvert crossing; install new concrete headwalls 4. Gee Creek at Moss Road -remove sediment islands and repair erosion damage at four bridge corners 5. Gee Creek at S. Edgemon Avenue -remove sediment islands and repair erosion damage at southeast bridge corner • At the February 9, 2009 City Commission meeting, the Commission approved authorization to enter into a contractual agreement with Camp Dresser & McKee Inc. to provide professional engineering services for the restoration of City waterways damaged during Tropical Storm Fay in the amount of $30,000. The project design was completed on March 11, 2009. CONSTRUCTION BIDDING: • Under the terms of the Project Agreement, all construction work must be complete by June 18, 2009, or the City risks forfeiting the NRCS grant. The project is considered to be of an emergency nature and the NRCS grant is from the Emergency Watershed Protection (EWP) Program. • Contractors were pre-qualified by Staff for bidding based on the following factors: capability and availability to perform the work within the project time frame; recent bids and work completed for similar NRCS-funded emergency repair work in the area; references from the design engineer-of-record; and the City's experience with local contractors on similar infrastructure work. The seven contractors pre-qualified to bid on the project consist o£ o Central Florida Environmental Corp. o Erosion Stoppers, Inc. o Southland Construction, Inc. o JMHC, Inc. o Gibbs & Register, Inc. o Prime Construction Group o Cathcart Contracting Company • The Bidding Documents were issued to the pre-qualified bidders on March 11, 2009 with a scheduled bid opening date of March 20, 2009. • The recommendation for award and the contract amount(s) will be available at the March 23 City Commission meeting. Due to the June 18 project completion deadline and the expected 45-60 day construction duration, the award of the construction contract could not be deferred to a later Commission meeting date. 032309_COMM_Regular_604_NRCS Erosion Control Projects Construction March 23, 2009 Agenda Item #604 Page 3 of 3 FUNDING: The maximum construction cost under the terms of the Project Agreement is $400,000. NRCS will fund 75% of the construction cost, and the City will fund the remaining 25%. The exact amount of the recommended contract award will be available at the March 23 meeting. The City's 25% share of the construction cost will be funded by a supplemental appropriation from the Stormwater Fund Balance, which has a projected FY 09 balance of $429,253. Under the terms of the Project Agreement, the City is required to advance fund the NRCS portion of the construction cost, and NRCS will reimburse the City the full amount upon completion. The City's advance funding will also be from the Stormwater Fund Balance. NRCS has historically reimbursed the City the full amount due in less than 30 days after project completion. RECOMMENDATION: Staff recommends that authorization be granted to enter into authorization to enter into a contractual agreement with the lowest responsive bidder(s) (to be provided at the March 23 meeting) for the restoration of City waterways at five locations damaged during Tropical Storm Fay. ATTACHMENTS: None COMMISSION ACTION: 032309_COMM_Regular_604_NRCS Erosion Control Projects Construction CITY OF WINTER SPRINGS PUBLIC WORKS DEPARTMENT 1126 STATE ROAD 434 WINTER SPRINGS, FL 32708 407-327-7597 FAX:407-327-6695 MEMORANDUM TO: Kevin L. Smith, City Managel~~•,7" ~~ VIA: Kip Lockcuff, P.E., Utility /Public Works Director FROM: Brian Fields, P.E., City Engineer DATE: March 23, 2009 SUBJ: March 23, 2009 City Commission Agenda Item #604 -Update Erosion Control Projects -Recommendation to Award Construction Contracts Construction bids for the restoration of City waterways at five locations were received and opened on March 20, 2009. A total of four bids were received with the final bid tabulation is as follows: Erosion Stoppers, Inc. Central Florida Environmental Corporation Gibbs & Register, Inc. Prime Construction Group, Inc. Site 1-Gee Creek at Moss $32,963.62 $37,640.90 $41,448.00 $82,780.00 Site 2 -Gee Creek at Ed emon $27,481.86 $36,891.75 $61,563.00 $82,930.00 Site 3 - No Name Creek at Power Esmt $29,276.00 $41,127.00 $37,550.00 $69,120.00 Site 4 -Howell Creek at Northern $50,424.42 $48,532.00 $59,200.00 $114,540.00 Site 5 -Bear Creek at WS Blvd $40,819.69 $96,736.00 $70,642.00 $149,570.00 Total $180,965.59 $260,927.65 $270,403.00 $498,940.00 Erosion Stoppers, Inc. (ESI) had the lowest overall bid at $180,965.59. Central Florida Environmental (CFE) had the lowest bid on site #4 and they were competitive with ESI on three of the other four sites. Due to the emergency nature of the project and the June 18 completion deadline, Staff recommends awarding the work in two separate construction contracts as follows: Contractor: Sites Amount Erosion Stoppers, Inc. 1, 2, 5 $101,265.17 Central Florida Environmental 3, 4 $89,659.00 Total $190,924.17 FUNDING SUMMARY: The construction funding costs and sources are summarized as follows: Cost Funding Source NRCS (75%) City (25%) Construction -Base Bids $190,924.17 $143,193.13 $47,731.04 Contingency $209,075.83 $156,806.87 $52,268.96 Total $400,000 $300,000 $100,000 Staff recommends the Commission authorize a contingency amount of up to $209,075.83, which could bring the total construction cost up to the maximum amount of $400,000. This contingency is higher than normal but is recommended in this case for the following reasons: • All construction work up to $400,000 is eligible for NRCS reimbursement at the cost share split of 75%NRCS and 25% City of Winter Springs • The plans are still under review by NRCS and the St. Johns River Water Management District. Review comments may require changes to the plans that increase costs. • Bid quantities are estimates based on the best available information; due to the nature of creek dredging it may be necessary to perform additional work at the contract unit prices in some locations. Any work authorized under the contingency would be based on the need to maintain the long-term performance and stabilization at each major creek crossing. • Staff does not anticipate needing the entire recommended contingency As noted in the agenda item, the City's 25% share of the construction cost (up to $100,000) will be funded by a supplemental appropriation from the Stormwater Fund Balance, which has a projected FY 09 balance of $429,253. RECOMMENDATION: Staff recommends that authorization be granted to enter into a contractual agreement with Erosion Stoppers, Inc. in the amount of $101,265.17 for sites 1, 2, and 5, and a contractual agreement with Central Florida Environmental Corporation in the amount of $89,659.00 for sites 3 and 4. Staff also recommends the Commission authorize a project contingency in the amount of $209,075.83.