R2000-183 ACCEPTING THE BID AND AUTHORIZING A CONTRACT

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" Page 2 improvement to the drain tile's draining capacity, it was decided that the remaining pipe needed to be replaced. A decision was made to accomplish this work in two future phases. A second phase for replacing the drain tile was prepared by City staf£ The second phase was designed to replace the entire length of drain tile beginning where the first phase ended in 1996 to the location on the south side of the basin where the drain tile connects to the original I drain tile (refer to Exhibit B). The second phase was advertised in March of 1999, and no bids �I were received. The decision was made to delay advertising the project a second time for bids ' until the Spring of 2000. This was in consideration of the type of work, expected contractor � interest and staff's workload at that time. This project was advertised and bids were received and opened on May 9, 2000. The results (copy of the bid tabulation is attached) of the letting are as follows: . Compared to Engineer's Est. Bidder Bid Price Over(-Under� Engineer's Estimate $ 39,700.00 -- - Bodine Services, Inc. $ 37,750.00 (4.91) Universal Mechanical $ 59,900.00 50.88 Christy-Foltz, Inc. $ 69,125.00 74.12 The award of a contract was delayed while the City responded to inquiries from Oakley Township representatives after the bid opening about the scope and adequacy of the work scheduled to be done. In addition, the City decided to make an application to Macon County for an extension of the City's Special Use Permit on the property which the City subsequently withdrew. A result of these discussions and the permit application process was that the City committed to replace all of the remaining drain tile at this time rather than planning a second phase to replace the pipe at the north end. This additional work is needed and, in completing the work at this time, addresses one of the major concerns of residents in the area about the City's property management of the basin. The Macon County Soil and Water Conservation District has, in writing, recommended that the City take this course of action to eliminate the long-standing issue (refer to Exhibit C). Bodine Services has agreed to extend its unit prices for the additional work. The additional work is estimated to cost an additional $31,500. Funding for this project will come from the Lake Capital Fund. It is recommended by staff that the City Council approve the attached resolution awarding a contract far the Silt Basin Repairs - Phase II, City Project 9834, to Bodine Services, Inc., as the lowest responsive, responsible bidder in the amount of $69,250.00, and that the Mayor be authorized to execute the contract, and the City Clerk to attest. �