R97-134 ACCEPTING THE BID AND AUTHORIZING A CONTRACT

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• - .� The City Engineer and Lake Manager met with a number of interested parties on this matter in June. The general purpose of this meeting was to obtain their insight on this matter and agree to an acceptable approach for the City to pursue in correcting the problems. The basic understanding agreed to at this meeting was the City would �et the field drain tile in a free draining condition and make repairs and adjustments at two breaches in the dike the City had cut about 3 years ago. A field visit was arranged, at this meeting, for the City Engineer and City's Lake Manager to walk the site, view the problem areas and discuss possible solutions with those having direct interests in the repairs to the basin. Present at the meetin�were: Mr. Black; William Monson, Macon County Engineer; Tim McMahon, Macon County Soil and Water Conservation District; Roger Nelson, Oakley Township Supervisor along with the City Engineer and Keith Alexander, City's Lake Manager. During the field walk through, it was generally agreed where the City should begin and end its work to clear the blockages from the field drain tile. After the meeting, the Engineering Division prepared the plans and specifications for the work that needed to be done. The project was prepared as a force account type contract on a time and materials basis. The work involved in the project could not be well defined as the extent of the blockage and repairs to the existing field drain tile could only be approximated. The tile's existing condition did not make it practical to perform any preliminary interior video inspection or other physical inspections. The cost of doing such tests was estimated to equal or exceed the cost of the proposed work. For these reasons, it was decided that the City's contractor would clean the line and do isolated repairs as blockages are encountered. A bid proposal was prepared listing the equipment and personnel expected to be required to do the work. The bid proposal requested an hourly rate for each type of equipment and category of personnel and included the estimated amount of time required for each item. This was done to obtain competitive bids for the work. The project was advertised for bids and notices mailed to contractors on the Engineering Division's bidder's list for this type of work. Bids were received and opened on August 14, 1997. The results of the letting (a bid tabulation is attached) are as follows: Compared to . Engineer's Est. Bidder Bid Price Over(-Under) Engineer's Estimate $ 31,760.00 --- Bodine Services, Inc. $ 37,416.40 17.81 The receipt of one bid was anticipated as the work involves the use of hydraulic propelled cleaning equipment that few contractors own or could find profitable to lease and operate for a sma11 project such as this. The second issue is the City's programmed budget for this project, about $20,000. It is being recommended that the contract be awarded for an amount not to exceed $22,500. This is acceptable to the contractor. The City has the contractual authority to , stop the work at any time, if it is discovered that the field drain tile is not repairable. In this event, � the entire length of tile will have to be replaced at an estimated cost of$60,000 to $80,000. '