Exh 4CAGENDA ITEM NO: ~G
COMMISSION MEETING DATE: 7~ Zlo - X19
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Recoirunendation ofAward for 1999 Water System Improvements
and Ardella Road Water Line Replacement, City Bid Project No. 9899-26
SUBMITTED BY: Robert S. Kosoy, P.E., Director of Public Works ~=~a-~L
George Worley, Community Development Director ~(~f~
DATE:
July 22, 1999
BACKGROUND: This project is to replace existing very old, deteriorated 2-inch and 4-inch water
lines with 6-inch or larger water lines at various locations throughout the City. Part of the project,
which also includes a sidewalk on Donner Road, will be funded by Community Development Block
Grant (CDBG) Funds in the amount $69,400. Five contractors submitted prequalification packages or
letters, and four were prequalified. Bids were received by the Awards Conunittee on July 21, 1999 from
the following companies:
Bidder CDBG Funded Non CDBG Funded
Base Bid Base Bid Add. Alt. 1 Adcl. Alt. 2 Add. Alt. 3
Callaway Contracting $100,519.23 $366,785.47 $73,694.79 $163,981.81 $96,200.56
Gruhn-May, Inc. $106,703.55 $334,796.00 $58,859.63 $154,379.91 $91,284.19
(Corrected frgtrres) * S10G, 712.45 * 5334, 800.00 * SSB, 871.13 * 51 S4, 386. G4 * 591, 291.31
John Woody, Inc. $ 92,837.23 $370,073.00 $62,801.20 $148,912.50 $91,975.95
Staff performed a bid analysis and minor errors were found in the tabulation of unit prices by Gruhn-
May, Inc., and the corrected figures are shown above. All bidders submitted the required documents
with the bid packages, including a 5% Bid Bond.
Monies totaling $483,415.00 were budgeted for this project in the Atlantic Beach and Buccaneer Water
Divisions and CDBG funds as follows:
400-4001-533-6300 (AB) $363,415.00
400-4301-533-6300 (Buc) $ 50,000.00
110-1005-515-6300 (CDBG) $ 69,400.00
It is imperative that the CDBG portion of the construction be started as soon as possible, as CDBG
funds must be spent prior to the end of the fiscal year. The specifications include significant penalties if
this schedule is not met. Specifications (Page 00100-5 of Instructions to Bidders) state the CDBG and
Non-CDBG Funded portions of the project maybe awarded to separate bidders. They also specify
award of the Non-CDBG Funded portion to the contractor with the lowest base bid.
STAFF REPORT July 22,1999 Page No. 2
RECOMMENDATION: Approve the low base bid of John Woody, Inc. in the amount of $92,837.23
for the CDBG Funded portion of the project. In addition, authorize the City Clerk to send notification of
award to the low bidder, and authorize the City Manager to sign the construction contract.
Approve the low base bid of Gruhn May, Inc. in the amount of $334,800.00 and the amount of
$58,871.13 for Additive Alternate 1, for a total of $393,671.13 for the Non-CDBG Funded portion of the
project. This exceeds the budgeted amount by $3,093.36, which can be funded from account balances in
AB Water Account No. 400-4001-533-3400.
It is further recommended that funding from water utility fund reserves be appropriated to account
number 400-4001-533-6300 to award Alternates 2 and 3, for $154,386.64 and $91,291.31, respectively,
to Gruhn-May, Inc. for a total of $245,677.95 since these two alternates are for very critical areas. The
proposed contract with Grulul-May, Inc. would be for the Non-CDBG Funded lowest base bid and
Alternates 1 through 3 for the grand total of $639,349.08.
ATTACHMENTS: 1. Copy of the bid tabulation sheet.
2. Copy of the bid analysis.
3. Description of Base Bid and Additive Alternate 1, 2, and 3
4. Bid specifications and drawings on file with City Clerk.
5. Other bid documents on file with City Clerk.
REVIEWED BY CITY MANAGER:
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('TTY OF ATLANTIC BEACH
1999 WATER SYSTEM IMPROVEMENTS
CITY BID N0.9899-26
DESCRIPTION OF BASE BID AND ALTERNATES
NON-CDBG FUNDED PORTION
Base Bid Additive Alternate 1 Additive Alternate 2 Additive Alternate 3
Replace 2-inch water Replace 2-inch water Replace 2-inch water Replace 2-inch water
main with 6-inch main with 6-inch main with 12-inch main with 6-inch
main: main: main: main:
Lewis Street Park Terrace West East Coast Drive Club Drive from
Robert Street Country Club Lane from 12''' to 14"' St. Ocean Blvd. to
Jackson Road Beach Ave.
Live Oak Lane 14''' Street from East
Selva Marina Circle Coast Drive to Beach Beaclz Ave. from
Gavigan Road Ave. Club Drive to 8''' St.
Cavalla Road
SJzangri La Drive Beaclz Ave. from 14''' Ocean Blvd. from
Mayport 'terrace to 1 S''' St. Club Dr. to 10''' St.
Replace 2-inch water
main with 6-inch
main:
East Coast Drive
from 14''' to 1 S°i St.
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