Title
Resolution to Award a Construction Contract to Doan Construction Co. (Bid No. 4685) for the 2021 Sidewalk Gap Elimination Project ($439,780.38) and to Appropriate $374,731.00 from the Sidewalk Construction Millage Fund and $56,000.00 in Contributions (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution to award a contract to Doan Construction Co. in the amount of $439,780.38 for the 2021 Sidewalk Gap Elimination Project (Bid No. 4685).
The project consists of installing new sidewalks in select gap locations utilizing funding from the New Sidewalk Construction Millage that voters approved on November 3, 2020. As the millage only went into effect starting July 1, 2021, this year’s work is focused primarily on addressing gaps that have been previously proposed and were already substantially designed. The project includes four areas:
• Barton Drive (Brede to Pontiac Tr.), north side; as planned for during the water main construction and street resurfacing project of 2020.
• Stimson Street (State to White), north and south sides; high priority sidewalk gaps that staff had previously begun designing.
• Boardwalk Drive (Eisenhower to Oakbrook), east side; provides a pedestrian connection to the school facilities; originally planned to be included in the 2020 resurfacing of Boardwalk.
• Traver Boulevard (Nixon to Lancashire), south side; replacement of an existing asphalt path with a contribution from the neighboring condominium association.
Project plans and specifications were distributed through the City’s procurement website. One bid was received and opened on June 24, 2021. The sole bidder was Doan Construction Co. with a bid of $439,780.38, which is approximately $29,301.88 (7%) higher than the Engineer's Estimate of $410,478.50. While the pricing was higher than anticipated, it is still in line with comparable work in the current bidding environment.
Because prices were higher than anticipated, before completing all the work on this contract, staff will review the progress of other sidewalk gap projects that are drawing funding from the New Sidewalk Millage to make sure spending is in line with the available funds. If necessary, some of the work described above, likely the work on Boardwalk, may need to be eliminated and added to a future contract.
Doan Construction Co. has successfully completed similar work in the City of Ann Arbor and is able to meet the project requirements. Doan Construction Company submitted all required Responsible Contractor Criteria, Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms; and complies with the requirements of the City’s Responsible Bidder, Non-Discrimination, and Living Wage ordinances.
Budget/Fiscal Impact: The total project costs for the 2021 Sidewalk Gap Elimination Project including a contingency of $44,000.00 is $584,748.00. Funding for the project, as indicated below, is included in the appropriate approved capital budgets and comes primarily from the New Sidewalk Construction Millage. Funding for the replacement of the existing asphalt path on Traver Boulevard will come from the Street, Bridge, and Sidewalk Millage and a contribution from the adjacent Condominium Association.
Appropriations are necessary to allocate the newly received funding sources to the existing 2021 Sidewalk Gap Elimination project budget.
Expenditure Budget
Construction $439,781.00
Est. Engineering, Testing, Inspection and Internal Staff Time $100,967.00
Contingencies $ 44,000.00
Total $584,748.00
Revenue Budget
New Sidewalk Construction Millage $374,731.00
Street, Bridge and Sidewalk Millage $154,017.00
Contribution from Condominium Association $ 56,000.00
Total $584,748.00
Approximately 2,070 linear feet (0.39 miles) of new sidewalk is being added to the City’s 436 miles of existing sidewalk. The anticipated additional maintenance costs are negligible.
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, Sidewalk gap filling work at several locations was postponed in 2020, including Barton Drive (Brede to Pontiac), Stimson Street (State to end of gaps), Boardwalk (Eisenhower to Oakbrook);
Whereas, An existing asphalt pathway on the south side of Traver Blvd. is in need of repair, and the adjacent condominium association is interested in contributing funding to accelerate the schedule for the work;
Whereas, The New Sidewalk Construction Millage was approved by voters on November 3, 2020, and will provide funding for the sidewalk gap filling work without the need to specially assess;
Whereas, Funding is available in the appropriate approved Capital Budgets;
Whereas, Competitive bids were received by Procurement on June 24, 2021 and Doan Construction Co. was the sole responsible bidder;
Whereas, Staff evaluated the submitted proposal and found Doan Construction Co.’s bid to be reasonable, but slightly higher than current market prices;
Whereas, The contract sets forth the services to be performed by and payments to be made, all of which are agreeable to the City;
Whereas, It is now appropriate to contract with Doan Construction Company for the Project; and
Whereas, Doan Construction Company submitted all required Responsible Contractor Criteria, Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms; and complies with the requirements of the City’s Responsible Bidder, Non-Discrimination, and Living Wage ordinances;
RESOLVED, That a contract in the amount of $439,780.38 be awarded to Doan Construction Co. for the construction of the Project;
RESOLVED, That a contingency amount of $40,000.00 be established within the project budget and that the City Administrator be authorized to approve change orders not to exceed that amount;
RESOLVED, That the existing 2021 Sidewalk Gap Elimination Project expenditure and revenue budgets be increased by $587,747.00 with the sources of funding being the appropriation from the Sidewalk Construction Millage ($374,731.00), the Street, Bridge, and Sidewalk Millage ($154,017.00) and the appropriation of the contribution from the Traver Lakes Community Maintenance Association ($56,000.00); and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including approval of needed Traffic Control Orders, night work authorizations, and other similar administrative approvals to allow the work of the project to proceed without delay.